Job Management System for an Electrical Contractor
End-to-end job management with quoting, scheduling, field capture and Xero invoicing. Replaced a patchwork of spreadsheets, paper forms and manual processes.
Commercial and residential electrical contractor — 18 electricians
A growing electrical contracting business with 18 field electricians across Perth metro. The business handled commercial fit-outs, residential work and maintenance contracts — averaging 60+ active jobs at any time.
Job management was a disaster. Quotes were built in Word documents, scheduling lived in a shared Google Calendar, field electricians filled out paper job sheets, and invoicing was done manually in Xero by the office admin. Nothing connected to anything else.
What needed to change
No single system for jobs. Quote in Word, schedule in Google Calendar, job details on paper, invoice in Xero. Every handoff was manual and every handoff was a point of failure — lost paperwork, missed billable items, forgotten follow-ups.
Quoting was painfully slow. Building a commercial electrical quote meant copying a previous Word doc, updating the scope, manually calculating materials and labour, and reformatting. A quote that should take 20 minutes took 2+ hours.
Revenue leaked through invoicing gaps. Paper job sheets often arrived incomplete or late. The admin would invoice from whatever information she had — missing materials, extra labour, or variations that never made it onto the paperwork. The business was under-billing consistently.
What we built
A custom job management platform covering the full lifecycle — quoting, scheduling, field capture, compliance documentation and automated Xero invoicing.
Quoting Engine
Template-based quoting with materials library, labour rates and margin calculations. Commercial quotes built in 20 minutes instead of 2 hours. Customer accepts online.
Scheduling & Dispatch
Drag-and-drop scheduling with electrician availability, skill matching and travel time. Changes push to the field app instantly.
Field App
Mobile app for electricians — job details, site photos, materials used, time tracking, compliance forms and customer sign-off. Works offline on sites with no reception.
Xero Auto-Invoice
When a job is completed and signed off, the system generates and sends the Xero invoice automatically — including materials, labour, variations and any agreed extras.
How it works
Enquiry comes in
New job enquiry is logged in the system. Site details, scope requirements and any existing information captured.
Quote built and sent
Quote built using templates and materials library. Sent to the customer via email with online acceptance. Accepted quotes auto-convert to jobs.
Job scheduled and dispatched
Job assigned to available electricians based on skill, location and availability. Details push to the field app with site info and scope.
Field work captured on-site
Electrician logs time, materials, photos and compliance forms through the app. Customer signs off on the device when work is complete.
Invoice generated automatically
Completed job data flows into Xero — labour hours, materials, variations all included. Invoice sent to the customer without any manual data entry.
Measurable outcomes
We were losing money we did not even know we were losing. Materials not invoiced, extra hours not captured, variations forgotten. Now everything is tracked from the site and the invoice goes out automatically. Revenue went up 15% without doing a single extra job.
How we delivered it
Process Mapping
2 weeksMapped the complete job lifecycle from enquiry to invoice. Identified where jobs stalled, where information was lost, and where the admin team spent the most time on manual work.
Platform Build
6 weeksBuilt the quoting engine, scheduling system, field app and Xero integration. Materials library pre-loaded with common electrical items and rates.
Field App & Testing
3 weeksBuilt and tested the mobile app with 4 electricians over 3 weeks. Refined based on real field conditions — including offline reliability on sites with no reception.
Rollout & Training
1 weekRolled out to all 18 electricians. Trained office staff on quoting and scheduling. Ran parallel with old process for 1 week then switched over completely.
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