Trade Services & Construction 4.5 months

Xero Mobile Workforce & Asset Tracking Integration

Mobile Job Tracking App with Xero Payroll & General Ledger Integration for a Perth Trade Services Business

Perth Trade Services Company

Mobile App DevelopmentAPI IntegrationXero IntegrationCustom Software DevelopmentIoT Integration

95%Reduction in payroll processing time

100%Accurate job costing (from estimated 60%)

$52KAnnual savings from reduced tool loss

4 hrsSaved per fortnight on timesheet admin

Understanding the Problem

The Challenge

A growing Perth-based trade services company with 45 field technicians was struggling with manual timesheet processes and had no visibility into the location of their high-value tools and equipment worth over $800,000. Technicians completed paper timesheets at the end of each week, leading to inaccurate time recording, delayed payroll processing, and frequent disputes. Jobs weren't properly costed because labour hours weren't allocated to specific projects in real-time. The finance team spent days each fortnight manually entering timesheet data into Xero Payroll and reconciling job costs. Additionally, tools were frequently lost or left at job sites, with no system to track their location. The company estimated $50,000+ annually in lost or misplaced equipment.

Strategic Implementation

The Solution

We developed a comprehensive mobile workforce solution with three integrated components: **Mobile Job Tracking App:** A React Native app that allows technicians to clock on/off at job sites using GPS verification, log time against specific jobs, and record materials used. The app works offline for remote sites and syncs when connectivity returns. **Xero Integration Layer:** Real-time integration with Xero that automatically flows timesheet data to Xero Payroll with correct pay categories (ordinary time, overtime, allowances), posts labour costs to the correct general ledger accounts by job, and creates billable time entries for client invoicing. **Asset Tracking System:** A custom web application integrated with Bluetooth LE and NFC tags attached to high-value tools. Technicians scan tools when checking them out or returning them, and the system tracks which technician has each tool and its last known location. The solution enables the client to process payroll using Xero's standard STP (Single Touch Payroll) functionality with no manual data entry, while providing accurate job costing for profitability analysis.

Technologies Used

React NativeNode.jsXero APIPostgreSQLAWSBluetooth LENFC Tags

How We Did It

Our Approach

Discovery & Requirements

2 weeks

Spent time with field technicians, supervisors, and the finance team to understand workflows. Mapped the complete data flow from job site to Xero Payroll and General Ledger. Documented Xero API requirements for payroll, contacts, and tracking categories.

Xero Integration Architecture

2 weeks

Designed the integration architecture to handle Xero OAuth2 authentication, rate limiting, and error handling. Mapped timesheet data to Xero pay items, tracking categories, and journal entries for accurate job costing.

Mobile App Development

6 weeks

Built the React Native app with offline-first architecture, GPS-verified clock on/off, job selection, and time logging. Implemented secure sync with conflict resolution for when multiple updates occur offline.

Asset Tracking Development

4 weeks

Developed the web application for tool tracking, integrated Bluetooth LE scanning in the mobile app, and configured NFC tag reading. Built reporting for tool location history and checkout/return logs.

Xero Integration & Testing

3 weeks

Implemented Xero Payroll integration with pay runs, Xero GL integration for job costing journals, and comprehensive testing with Xero sandbox. Validated STP compliance with the client's accountant.

Rollout & Training

2 weeks

Staged rollout starting with one crew, gathered feedback, refined the UX, then rolled out to all 45 technicians. Trained office staff on the admin dashboard and Xero reconciliation process.

Before this system, we were flying blind on job profitability and losing thousands in tools every year. Now our technicians clock on with two taps, payroll runs itself through Xero, and we know exactly where every tool is. The job costing visibility alone has helped us price work more accurately and improve margins by 15%.
Operations ManagerPerth Trade Services Company

Measurable Outcomes