Every service visit ends in paperwork, and most of it lands on one desk. We map how work moves from the technician’s report to the invoice, then remove the re-keying. Reports, certificates, logbooks, defect quotes. Built around simPRO or AroFlo and Xero, not another app your staff have to open.
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Commercial service and maintenance contractors. Fire protection, security, electrical testing and maintenance, HVAC and mechanical servicing, lifts. Businesses running recurring scheduled work under contract, where every visit produces a report, a certificate or both.
Roughly five to fifty staff. At least one service coordinator or scheduler. Running simPRO or AroFlo, usually with Xero.
Who it is not for: large contractors with their own IT team, who do not need us. And sole operators, who are better served by a cheaper app than by a review and a build.
Six questions. You will know the answers better than we do.
Does the technician's service report get re-typed into the job by someone in the office?
When a technician finds a defect, how long before it becomes a quote, and does anyone track the ones that never get sent?
Who keeps count of which certificates have been lodged and which are still open?
When an AFSS anniversary comes round, does somebody go hunting through a year of logbooks?
Do simPRO or AroFlo and Xero ever disagree, and does a person reconcile it by hand?
If your coordinator is away for a week, what stops?
If most of those landed, the constraint is not the amount of work. It is how much of it has to pass through one desk before anything can be invoiced.
simPRO and AroFlo are capable systems. Most businesses running them are using a fraction of what they already pay for, and that is normal rather than a failing. Software gets set up once, during onboarding, by whoever was available that month. The business then changes around it for three years and nobody revisits the setup.
The gap is not inside the software. It is between the software and how work actually moves through the office. A technician finishes a job in the field, and somewhere between that moment and the invoice going out, a person retypes something that already exists. Most of the lost time lives in that gap.
That is also why adding another app rarely helps. Anything that asks a technician to remember a new step on a wet Thursday afternoon gets quietly abandoned.
There are plenty of people who will sell you a fixed-price automation build, delivered in a week. Some of them are good at it. The problem is not the building.
The problem is that the three workflows get chosen before anyone has looked at how the business runs. Usually by the owner, in a twenty-minute call, based on whatever was most annoying that week. That is not the same as whatever is costing the most.
Two things go wrong when the mapping is skipped.
You automate a step that should not exist. The bad process now runs faster, and the underlying problem is harder to see because it has been papered over.
You build something that depends on a person changing their habits. Those are the automations that are switched off within three months.
So we map first. It costs more and it takes longer than a fixed-price install, and we think it is the only way to know what is worth building.
What eats the week, what you have already tried, and whether we can actually help. No pitch.
If a review is not worth your money, we will say so on this call rather than after you have paid for one.
We map how work moves from the job being raised to the invoice being paid. If you are in Sydney, part of that is sitting with your coordinator for an hour, because watching the work reveals more than describing it does. You get a written plan: what to fix, in what order, what each piece costs, and what is not worth doing.
If you go ahead with a Full build, the $990 comes off the price.
Starting with the software you already own, adding new tools only where they earn their place.
Most first projects land between $2,500 and $10,000 depending on scope, and you will have a fixed price before anything starts.
Systems drift. Software updates, staff changes, a supplier redesigns a portal. Ongoing support keeps things working. It is not compulsory, and nothing switches off if we part ways.
If you would rather your coordinator learned to adjust and extend things themselves, we can teach them. That is a Guided build.
Every business is different, and the review decides what is worth doing. In work like yours, these are the places the opportunities usually are.
✓
The technician's report reaching the job and the invoice without anyone re-typing it.
✓
The paperwork each job needs, prepared from what is already in the system, with the lodgement window tracked and anything still open flagged.
✓
Annual statement dates tracked across the client base, with the records assembled into a pack before anyone has to ask for them.
✓
A defect found on site becoming a quote while the job is still fresh, and follow-up on the quotes that go quiet.
✓
simPRO or AroFlo and Xero saying the same thing, without someone reconciling by hand.
✓
A short summary for the coordinator each morning: what is outstanding, what is overdue, what needs a person today.
We do not certify or sign off work. We automate the workflow around compliance paperwork: drafting from job data, tracking what is due, chasing what is missing, filing what is done. The licensed person remains responsible for every certificate, and reviews everything before it goes anywhere.
We do not give compliance advice. If you need to know what an obligation requires, that is your industry body, your regulator or your own accredited people. Not us.
We do not push new software. If simPRO or AroFlo is set up badly, we will tell you, and fixing the setup is usually cheaper than anything we would build. If something genuinely needs replacing or adding, the review will say why, and any software is set up in your name, on your account.
We are not a staffing agency. We do not supply coordinators, offshore or otherwise.
We will not build something that is not worth it. If the review finds the honest answer is hire someone part-time, or change the process and buy nothing, that is what the report will say.
A fair question, and often the first one owners ask. Here is how we would put it.
Adds real capacity, and some businesses genuinely need it. Hard to find, takes months to become useful, and can leave. If the process is broken, the new person inherits the same problem and you now have two people doing it.
Cheap per hour and quick to start. Someone does the repetitive work every week, indefinitely, and you pay for it every week, indefinitely. Works better once the process is clean, because there is less to explain and less to get wrong.
Removes the repeatable part once, rather than resourcing it forever. Takes longer to start and costs more up front. It does not handle judgement, relationships or the awkward phone call.
These are not alternatives so much as a sequence. Most businesses end up needing a person as well. An assistant is simply worth more in a system that works, and you need fewer of them.
Most of the work happens remotely, which suits everyone's calendar and keeps the cost down. We work with businesses anywhere in Australia.
If you are in Sydney, we are happy to come to you, and the review is often better done in person. An hour sitting beside your coordinator while they work through a normal Tuesday shows us things that no amount of describing it would.
We do not work from your office day to day. We are not staff and we are not pretending to be.
Usually not. The first thing the review checks is whether you can get the result from software you already pay for, because quite often you can. If something new is needed, we will explain why before you buy anything, and it is set up in your name, on your account.
Talk to us. Those two come up most often in this kind of work, but the approach does not depend on them. What matters is whether the system can be connected to, and we will tell you honestly on the first call if it cannot.
Yes. With a Guided build, your coordinator builds the fixes with us beside them, two sessions a month, from $1,000 a month plus GST. It suits businesses that want the skills in-house. Anything that connects simPRO or AroFlo to Xero, or that your clients will see, is usually better as a Full build.
Nothing switches off. We build inside your accounts, in your name, on your subscriptions, and we document how it works so your own people can maintain it. We do not hold anything hostage and we do not build things only we can fix.
Your information stays in the systems you already use. We do not copy your client data somewhere we control. Access is whatever you grant and you can withdraw it at any time. Calls are recorded only with your agreement, used to prepare your review, and deleted afterwardsunless you ask us to keep them.
We handle the paperwork workflow around it, never the sign-off. Drafting from job data, tracking what is due, chasing what is missing, keeping records filed and findable. Your licensed people review and submit everything, exactly as they do now.
The review takes about two weeks end to end. A build depends entirely on scope, and the review is what tells us. We would rather fix one thing properly and measure it than redesign the whole office at once.
Tell us what eats the week and we will come back to you the same business day. The call is short, free, and has no pitch in it. We are working out whether this is worth doing for you.
We'll only use this to reply to you. No lists, no newsletters.
Call 0414 928 487
Monday to Friday, 9am to 5pm.
