Case Study: End-to-End Job Management System

Client Background:

Our client if one of the most reliable Insulation company in Melbourne. They have contractors of which they need to manage and assign different jobs to various locations.

Challenge:

One of the biggest challenges is having multiple sites, maintaining data of clients and jobs on each site, unavailability of retrieving data from only one source, having to run your business onsite when most of your jobs are in the field.

The common practice of job update – manual update as we call it – is to notify the Admin of job progress, status, job details and etc., verifying sign-offs aren’t automated as well, contractors had to bring in a bunch of paperwork after every job. We all know how taxing it is to keep on chasing for a status update right? More so having to answers multiple phone calls while we are at work just to be asked for job progress.

This limits the company to have a quick turnaround time, most especially when it involves having to provide a quick invoice, quote or report.

Solution:

We created an end-to-end Job Management System using Zoho CRM and Zoho Creator App. Creating a Job Management System wherein users can easily manage data, visibility over job details, job assignee, job progress and invoice creation.

There is no longer a need to spend hours on the phone trying to reach a contractor to see if the work is already in progress as they can easily update it anytime and anywhere and once they do, the Admin can have the same details updated to their CRM portal as well.

The automated field is a huge help to the contractors as this helps them view the full job details of their current job, input product details, accurately quoting and invoicing on the spot.

Admin can now create and generate invoices quickly. Unlike the manual creation before, this saves them a whole lot of time as well as lessen/ eliminate manual errors. We created modules as well as integrated Admin section of job portal. Contacts, bills and invoices will be pushed to Xero on certain triggers.

As business owners, we are always on the lookout to expand our businesses, but we can only do so if we take a look at our current business requirements and improve what we currently have first. We can build and expand our business, but without a strong foundation, it will all go to waste.

 

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