What a build of this size actually buys you.

The situation

Two people could price a hire properly and both were on the road. Quotes waited days. Invoicing ran on a spreadsheet that rebuilt the consolidated monthly accounts for their four largest customers by hand, and the busiest month was always the month it went wrong.

What got built

• Their real rate card, including customer-specific rates, long-hire tapers and damage waivers
• Quotes any of the counter staff could produce in minutes, with margin shown while writing them
• Consolidated monthly accounts across depots, produced automatically and posted to Xero
• Chasing that stopped the moment a payment landed

What changed

• Quotes out the same day instead of the same week
• Four days a month of invoicing work gone
• Debtor days down by a fortnight inside two quarters

The situation

A job passed through four systems and two paper forms between the customer ringing and the invoice going out. Engineers filled in sheets somebody retyped. Nobody could say what a job had actually cost until weeks afterwards, by which point the unprofitable contracts had already been renewed.

What got built

• One record per job, with the site's full asset history on the engineer's phone
• F-Gas records captured on site and held against the unit rather than the visit
• Photos, readings and customer signature before the van left
• True cost per job, per customer and per engineer, visible the same day

What changed

• Paperwork finished on site rather than on Friday
• Two contracts renegotiated once their real cost was visible
• Compliance evidence produced in minutes instead of days

The situation

Twenty-two years of membership records in a system whose supplier had been bought twice and whose last expert had retired. No support, no upgrade path, and a renewal process run on exported spreadsheets. Everyone was frightened of touching it.

What got built

• Every record brought across, including the concessions and life memberships nobody had documented
• Renewals, failed payments and card expiries handled without a person in the loop
• Members managing their own details, their own corporate colleagues and their own payments
• The old records readable afterwards without paying to keep the old system running

What changed

• Renewal collection up, with nobody chasing
• A membership figure that is right this morning rather than at the last export
• The annual audit reduced from a fortnight to an afternoon

The situation

They had bent a well-known CRM for six years and lost. Half the consultants kept private spreadsheets because the fields did not match what they needed to record, and the board pack took three days to build from exports nobody quite trusted.

What got built

• Their own stages, their own compliance gates, and rules about what must be true before a placement can progress
• Every conversation attached to the candidate and the client, surviving a consultant leaving
• Right-to-work and certification evidence held against the person, with expiry warnings
• The board pack produced on its own, on the first of the month

What changed

• No private spreadsheets left, because nothing needs one
• New consultants productive in days rather than weeks
• One set of figures the board stopped arguing about

The situation

One person spent most of a week keying supplier invoices and delivery notes into the accounts system. Accurate enough, until it was busy. Finding an original later took half an hour, and duplicate payments were caught by luck rather than by process.

What got built

• Invoices read as they arrive in the inbox, with the figures extracted and coded
• Each one checked against the purchase order and the delivery note before anything posts
• Only the genuinely uncertain reaching a person, with the original alongside
• Every original findable in seconds by what is in it

What changed

• Four days a week of keying in given back
• Duplicate payments caught before they are made, not after
• Month end no longer waits on the invoice pile