Proroots Landscaping Ltd: Landscaping Made Efficient and Less Bureaucratic

At Callibist, our mission is to build digital tools that don’t just meet business needs—they transform how companies operate. In our recent project with Proroots Landscaping Ltd., a premier landscaping and landscape supply company, we designed and deployed a fully integrated digital ecosystem to power both customer engagement and internal operations.

Using a combination of Wix, Notion, Adalo, and a custom React-based platform, we helped Proroots turn their business into a tech-enabled, scalable operation. Here's how we did it.

🌱 Project Goals

Proroots approached us with two major objectives:

1. Customer-Facing App: An easy-to-use mobile platform where clients could:

   • Browse and purchase landscape supplies (soil, mulch, stone, etc.).

   • Request landscaping services such as lawn care, paving, or design consultations.

2. Internal Operations Software: A robust dashboard for Proroots staff to:

   • Manage payroll and employee hours.

   • Track shipments and deliveries.

   • Monitor and update landscape supply inventory.

🧱 Building the Customer App (Adalo + Wix + Notion)

We used Adalo to develop a sleek, responsive app tailored for iOS and Android. Wix supported broader customer engagement through a branded website, and Notion powered internal content and service workflows.

🔹 App Features

1. Product Marketplace (Adalo)

• A dynamic catalog connected to a backend database, allowing customers to:

  • View available products with pricing and specifications.

  • Filter by category (e.g., soil, mulch, gravel).

  • Add items to a cart and make purchases via integrated payment gateways.

2. Service Request Tool

• Users can submit service requests by:

  • Selecting a service type (e.g., sod installation, retaining wall build).

  • Uploading images and descriptions of their property.

  • Booking preferred dates and times.

• These requests are automatically logged in Notion, where the Proroots team can assign staff and schedule jobs.

3. Payment Integration

• We integrated Stripe into the Adalo app, enabling real-time, secure customer transactions.

4. Live Order Status + Notifications

• Customers receive real-time updates on delivery status and job confirmations using Adalo’s notification system and conditional visibility logic.

5. Embedded Wix Pages

• The app includes embedded Wix-built informational pages:

  • About Us, Contact, Seasonal Promotions, and Service Area maps.

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🖥️ Building the Internal Software (React Dashboard)

To give Proroots full control over logistics and team management, we built a custom React.js web app accessible only to authenticated staff members.

💼 Key Modules

1. Payroll Management

Workers clock in/out and track hours via a lightweight web/mobile form. Payroll administrators can:

• View employee logs.

• Export CSV reports.

• Approve and automate weekly or biweekly payments.

Tech Stack:

• React (frontend)
• Firebase Auth + Firestore (user mgmt & data)
• Node.js (backend for calculations)
• Google Sheets API (payroll reporting)

2. Shipment & Delivery Tracking

The dashboard allows admins to:

• Schedule outbound shipments of supplies.

• Assign deliveries to available drivers.

• Track completion status and delivery ETAs.

Drivers access mobile-optimized views with:

• Delivery addresses.

• Maps (Google Maps API).

• Proof-of-delivery upload (photo + timestamp).

3. Inventory & Stock Updates

Workers and warehouse staff use this interface to:

• Add or remove stock quantities in real time.

• Receive low-inventory alerts.

• Upload new SKUs and tag locations (e.g., Lot B - Bay 2).

Sample code snippet (React + Firestore logic):

const updateStock = async (productId, qtyChange) => {
  const productRef = doc(db, "inventory", productId);
  await updateDoc(productRef, {
    quantity: increment(qtyChange),
    lastUpdated: serverTimestamp()
  });
};

📘 Using Notion as a Lightweight CMS

We configured Notion to serve as a lightweight backend for:

• Job tracking and worker assignments.

• Service request queues (automatically synced from the app).

• Content library for FAQs, internal training, and pricing updates.

Thanks to Notion’s public API, our React app pulled relevant job cards directly into the dashboard and filtered by employee assignment.

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🔒 Security and Role Management

• All access to the React dashboard is gated by Firebase Auth, with roles assigned for:

  • Admins

  • Field Workers

  • Inventory Managers

• Sensitive data (e.g., payroll) is encrypted in-transit using HTTPS and stored securely in Firestore with custom access rules.

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🚀 Deployment and Training

We provided Proroots with:

• A launch-ready Adalo app published to Apple and Google Play.

• A hosted React dashboard (Firebase Hosting).

• Full documentation and staff training via Notion guides and screen recordings.

• A backup export system using Google Workspace and Sheets for accounting compliance.

🤖 Adding the AI Chatbot to the Customer Dashboard

To help users navigate the app, place orders, understand services, and ask landscaping questions, we embedded a custom AI Chatbot Assistant directly into the Customer Dashboard.

🔸 Tech Used:

• OpenAI’s GPT-4 API

• Adalo WebView component

• Firebase for user context

• Notion API for knowledge base syncing

🔸 Chatbot Capabilities:

• Answer questions like:

  • “How much mulch do I need for 50 sq ft?”

  • “What is the delivery time for crushed rock?”

  • “How do I request a sod installation?”

• Guide users to correct tabs and forms.

• Generate quotes for simple services.

• Offer seasonal lawn care advice.

• Pull recent blog posts from Wix or Notion for reference.

🔸 How We Built It:

We designed a lightweight web-based chatbot UI using React and hosted it on Firebase Hosting. This was then embedded into the Adalo app via a WebView.

Sample HTML (embedded via Adalo WebView):

<iframe 
  src="https://proroots-ai.firebaseapp.com/chatbot?userId=currentUserId" 
  width="100%" 
  height="500px" 
  style="border:none;">
</iframe>

The backend listens to messages and passes them to OpenAI’s GPT-4 API with a customized system prompt like:

"You are a landscaping assistant for Proroots Landscaping Ltd. Help clients choose materials, book services, and understand pricing. Be friendly, helpful, and knowledgeable about the services listed in this Notion page..."

We also created a syncing script between Notion and the chatbot’s system prompt, so that updates to service descriptions or policies on Notion automatically reflect in the AI's responses.

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🧠 Staff Operations Software (Built with React)

Modules Included:

• Payroll Management

• Delivery Scheduling

• Stock & Inventory Tracking

• Real-Time Job Board

All authenticated via Firebase and personalized based on role (admin, warehouse, field staff).

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📊 Real Impact

Since deploying the new system:

• Proroots reduced incoming support calls by 35% due to the AI assistant.

• Customers complete purchases and bookings 25% faster on average.

• Internal staff now resolve payroll and inventory tasks with 70% fewer errors.

🌿 Conclusion

The success of the Proroots project lies in how we unified tools and technology:

• Adalo for a fluid mobile experience.

• Wix for brand presence and SEO.

• Notion for smart content operations.

• Custom React + Firebase for advanced logistics and control.

• AI Chatbot to empower customers 24/7.

At Callibist, we don’t just build apps—we build ecosystems for growth.

🌿 Results & Impact

Since launch, Proroots has:

• Reduced job scheduling errors by over 40%.

• Achieved real-time inventory visibility across teams.

• Processed customer requests and orders through a single unified system.

• Empowered employees with a mobile-friendly way to log hours and track deliveries.

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💬 Final Thoughts

Working with Proroots allowed us at Callibist to combine modern app-building tools with our in-house software expertise to deliver a truly hybrid digital system: low-code where needed, fully customized where it mattered.

This project is a perfect example of our development philosophy:

“Use the best tools for each layer of the business—whether it’s Adalo for user-facing apps or React for high-performance internal software.”

If you’re a business looking to digitize your operations—whether you sell clothing, offer mental health services, or plant the best lawns in Edmonton—Callibist can build it with you