Project overview
Our client is an electrical contractor with 12 engineers. Jobs were scheduled on a shared spreadsheet, quotes built in Word and invoices sent days after work finished.
They wanted one system for jobs, quotes and invoices that engineers could use on their phones.
Growth held back by spreadsheets
Three problems were slowing the business:
Double entry
Job details were typed into spreadsheets, quotes and invoices separately.
Lost information
Photos, notes and sign-offs lived in WhatsApp chats.
Slow invoicing
Invoices went out days after jobs, delaying payment.
What success looked like
- Replace spreadsheetswith one job management system.
- Let engineers update jobsfrom their phones.
- Invoice on the daywork is completed.
Our approach, step by step
- 1
Scope Weeks 1–2
Mapped the job lifecycle from enquiry to payment and agreed a focused first version.
- 2
Design Weeks 2–4
Designed simple mobile screens for engineers and a desktop view for the office.
- 3
Build Weeks 4–10
Built the portal with scheduling, quotes, job sheets, photos, sign-off and accounting integration.
- 4
Rollout Weeks 10–12
Migrated live jobs, trained the team and supported the first month.
Before and after: key metrics
Operational metrics before the portal vs month three after launch.
| Metric | Before | After | Change |
|---|---|---|---|
| Admin hours per week | 19 | 8 | ▼ 11 hrs |
| Days from job to invoice | 6 | 0 | ▼ 6 days |
| Average days to payment | 31 | 22 | ▼ 9 days |
| Jobs with photos and sign-off | 40% | 100% | ▲ 60 pts |
The results
Admin time dropped as the team moved fully onto the portal.
“We should have done this years ago. Jobs, quotes and invoices are all in one place, and we get paid faster.”