When Applelec decided to overhaul its systems in 2024, it wasn’t just about upgrading software; it was about changing the way the business worked times will fall by more than 40%, a major gain when working to tight project schedules.
As a newly formed Employee Ownership Trust, Applelec wanted every member of staff to feel invested in its success. But there was a problem: the system holding everything together wasn’t fit for purpose.
“We were trying to run quoting, production, marketing, and stock management on a platform that just didn’t suit a bespoke business like ours,” recalls Rachel Gould, Applelec’s Marketing Manager. “It worked for standard LED distribution, but when it came to our bespoke signage and lighting solutions, it fell apart. Salespeople were going into the factory to count stock just to make sure they could fulfil orders. Production managers were running the key processes on spreadsheets, so we had no operation-wide visibility. Looking back, I don’t know how we managed.”
The impact was clear. Quotes took too long to turn around, meaning potential jobs were lost. Marketing had no visibility of ROI. Stock was misreported, leading to both shortages and costly over-ordering. As Rachel puts it, “It was just a big mess.”
Why Clarity?
Applelec had some previous experience with Clarity Software and they were keen to introduce it again. Clarity Pro is a market-leading management information system specifically designed for businesses in the sign, print and graphics industry that is continually developing and adding important functionality.
“When Clarity came in to demo the system, it was a lightbulb moment,” says Rachel. “We realised how much functionality had been developed within it and that it was a system that could solve most of the issues we were struggling with. Everyone was behind the idea.”
Rather than rushing, Applelec took a measured approach. With grant funding of more than £34,000 through the Digital Enterprise programme, they ran a seven-month paid trial, involving staff across the office to test and refine workflows.
“We got everyone involved in testing, so people were learning it as we went. By the time we went live in January, staff were already comfortable,” Rachel explains.
Support from Clarity was a major factor in the successful rollout. “Charlie, our contact there, was amazing. He’d spend whole days with us, adjusting the system, listening to feedback, and training staff. That responsiveness made a huge difference. With our old provider, we’d wait days for a reply. With Clarity, we always had someone by our side.”
From Chaos to Clarity
The benefits were immediate and far-reaching. Applelec’s conversion rate on quotes has improved by 50%, a change Rachel credits to both speed and accuracy. “We can get quotes out faster and they’re more competitive,” she explains. “The old system was giving us inaccurate prices. With Clarity, everything is up to date and allocated properly.”
Stock management also saw a dramatic turnaround. By tracking allocation accurately, Applelec has cut stock holdings by around £500,000 – more than a 30% reduction. “That money can now go into innovation and new machinery, rather than sitting in unwanted stock,” says Rachel.
The changes on the factory floor have been just as significant. Managers now have full visibility of where each job is in production, enabling them to spot bottlenecks and plan capacity more effectively. “Before, we outsourced work because we didn’t think we had the capacity,” Rachel says. “Now, with better visibility, we can do more in-house. That improves quality and protects margins.”
For marketing, the shift has been transformative. Clarity’s reporting tools finally provide insights into ROI, lead conversion, and forecasting. Data that was previously impossible to capture. “I can now tell where our leads are coming from, what’s converting, and use that for budgeting. That’s huge for us and makes a significant difference to how we plan and implement our marketing campaigns,” she says.
Customer service has already benefited too. Faster quoting, real-time order tracking, and accurate stock information mean Applelec can respond with greater speed and accuracy. Early estimates suggest production waiting times will fall by more than 40%, a major gain when working to tight project schedules.
Looking Ahead
Applelec is now building on this foundation. AI-driven quoting tools are in development, giving customers in different time zones the ability to get instant estimates for simple jobs, freeing staff to focus on complex projects. “It’s about meeting customer needs quickly while making sure our team’s time is spent where it adds most value,” says Rachel.
While the company currently uses Clarity Pro, a cloud-based future is on the horizon. “Eventually, we’d like the flexibility of a hybrid or cloud solution, especially for salespeople out on the road. But for now, Pro gives us the depth and bespoke functionality we need.”
Ownership and Culture
The technology shift has been reinforced by Applelec’s move to employee ownership. Across the UK, employee-owned firms now contribute more than £30 billion to GDP, and Applelec has joined their ranks. Rachel says the cultural impact is already clear:
“When people feel a real stake in the success of the company, they’re willing to go the extra mile. We’re all more willing to raise our hands, offer ideas, or troubleshoot together. There’s a real feeling of unity.”
The Clarity Factor
For Rachel, the real success lies in the partnership. “Clarity doesn’t just hand you a system and walk away. They evolve with us. If we’ve got an idea, they’ll work with us to make it happen. That’s what makes the difference.”
Rachel concludes, “The whole team from all departments in the company is very happy with how Clarity Pro has helped our business. It’s a system that is growing with us and supports our business every step of the way.”
New structure and product focus drive growth for Clarity Software