Explore the systems your business could achieve.

The situation

A four-depot plant hire business needs faster quoting, consistent contract pricing and consolidated monthly invoicing. Customer-specific rates and disconnected spreadsheets create opportunities for delay and pricing errors.

Proposed system

• 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

Potential business benefits

• Faster quote turnaround with consistent pricing
• Reduced manual preparation of consolidated invoices
• Clear receivables reporting and timely payment follow-up

The situation

A refrigeration maintenance business needs to connect customer calls, dispatch, asset history, F-Gas records and invoicing. Mobile job records and current cost information would improve operational control.

Proposed system

• 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

Potential business benefits

• Job records completed on site
• Contract profitability visible to management
• F-Gas and service evidence easier to retrieve

The situation

A professional membership body needs to modernise a legacy system while preserving historical records, membership categories and renewal rules. Its team needs reliable reporting and simpler member self-service.

Proposed system

• 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

Potential business benefits

• More consistent renewal follow-up
• Current membership and revenue reporting
• Simpler preparation of audit evidence

The situation

A specialist recruiter needs candidate and client records that reflect its placement process, compliance checks and consultant responsibilities. Management needs consistent pipeline and performance reporting.

Proposed system

• 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

Potential business benefits

• Shared candidate and client records
• Clear onboarding workflows for new consultants
• Consistent management reports

The situation

A building services contractor needs to process supplier invoices and delivery notes more efficiently, link them to purchase orders and retain a searchable record of approvals.

Proposed system

• 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

Potential business benefits

• Less manual invoice entry
• Duplicate checks before payment approval
• Better visibility of month-end processing