Trade Job Management Platform

A 25-person business running on WhatsApp and paper

The contractor had grown steadily over six years to a team of 25 — plumbers, electricians, and apprentices operating across the Perth metro area. But the systems holding everything together hadn't grown with them.

Jobs were assigned via WhatsApp group messages. Job sheets were printed, filled out by hand on site, and physically returned to the office — sometimes days later. Invoicing waited on those sheets. Customers waited on invoices. The office manager spent most of her day chasing updates from the field rather than processing work.

Quoting was done in Excel and emailed as PDFs. There was no central record of what had been quoted, accepted, or declined. Asset maintenance was tracked in a separate spreadsheet maintained by one person. If that person was away, nothing got updated.

One platform for scheduling, quoting, invoicing, and assets

We ran a discovery session with the business owner and office manager to map every workflow from first contact through to final invoice. The gaps were clear — no single source of truth, no visibility into job status, and no way to see the full picture without making phone calls.

The solution was a custom web application accessible from any device — desktop in the office and mobile in the field — with four core modules built around how the team actually worked.

The admin overhead disappeared

Within the first month of going live, the office manager stopped spending her mornings chasing field updates. Job status was visible in real time. Invoices went out the same day jobs were completed rather than waiting for paper sheets to make it back to the office.

The 60% reduction in scheduling time came from eliminating the back-and-forth. Instead of calls to confirm availability and locations, the scheduler had a live view of every technician and every job. Assigning work that used to take 45 minutes now took 15.

The business owner got something he hadn't expected: visibility. For the first time, he could see which jobs were profitable, which technicians were most efficient, and where the bottlenecks were. The data had always been there — it just lived in a filing cabinet.