Case study · Air conditioning
Four regional entities, one field team on phones, four Xero organisations to bill from. The company had outgrown Tradify. We built the system around how they actually work: scheduling, quotes, purchase orders, compliance forms, customer replies and month-end billing that assembles itself.
Background
The company installs and services air conditioning across New Zealand through regional entities, each with its own Xero organisation. Tradify handled jobs but could not be shaped to the business, so quotes, purchase orders, compliance certificates and month-end billing spilled into spreadsheets and re-keying.
The owners wanted one system the office and the field team could run from a phone, with the customer journey automated from enquiry to invoice, and billing across four entities that did not take days each month.
Our approach
Enquiry, quote, acceptance, booking, job, certificate, invoice, payment: every step was mapped with the office before anything was built.
Started in February 2026 with scheduling and the CRM, then quotes, purchase orders, compliance forms, SMS and billing, each stage live before the next started.
Head office sees everything; each region sees its own jobs; invoices, purchase orders and supplier bills go to the right Xero organisation automatically.
The team asks for a change and it ships, usually the same day. The system keeps matching the business instead of the business bending to the software.
Challenges and solutions
Quotes went out as PDFs and came back by phone or not at all. Declined quotes were not tracked.
Technicians called the office for bookings, job details and purchase orders. Certificates of compliance were paper or separate apps.
Four Xero organisations, one office, days of assembling invoices and purchase orders at month end.
Measurable results
Implementation timeline
What changed day to day
If you have outgrown your job management tool and the spreadsheets around it, this is what a system built around your business looks like.
Customers accept quotes online, get updates and replies captured automatically, and missed calls go to a menu with transcribed voicemail.
Scheduling, quoting, purchase orders and billing live in one system any office member can run, not in one person's spreadsheets.
Certificate-of-compliance forms are completed in the app by the electrician on site and stored against the job.
Head office sees all four regions; each region sees its own work. Billing goes to the right Xero organisation without anyone choosing.
Twenty-five refinements in two months, most live within a day of the request.
“He has recently built us our own custom CRM and job management/scheduling site and app which we will be using going forward. He is incredibly thorough and takes on any request and produces a solution promptly.”
Lauren, operations, Google review, June 2026
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