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Pro-service Group use Xero and WorkflowMaxPro-service Group – Oldham

The Pro-service Group provides maintenance and cleaning services to domestic and commercial industries and now use Xero and WorkflowMax for their business and accounting processes.

Background

Business operations were managed on a daily basis by the directors using a whiteboard, spreadsheets and piles of paper.  As their business grew, the directors recognised they needed solid systems in place to help manage and control the increasing workload.

Context

Accware worked with the directors to gain a full understanding of the business operations, to identify areas of weakness, what could be improved and how the business was forecast to develop into the future.  Working with a limited budget and IT infrastructure it was clear that an on premise solution such as Sage 50 with a suitable “Addition” would be too expensive.

Accware recommended WorkflowMax, a web based job and time management system and Xero, an easy to use web based accounting solution.  This allowed the directors to create and issue quotes online and email them to their customers, whilst maintaining a history of all correspondence with that customer within WorkflowMax.  Once the quote was accepted, these are easily converted into invoices once the job was completed.  As if that wasn’t enough, WorkflowMax seamlessly integrates with Xero, so the invoices are automatically posted against the customer, with a due date, saving re-keying/importing.

Another of the major plus points of Xero is the ability to import and quickly reconcile Bank Statement data, so the Company’s financial data is now up-to-date with minimal effort.

The whole solution is rented on a monthly basis, with no long term commitment, accessible from anywhere there is Internet access and no worries about disaster recovery.

The Result

Tom O’Donnell – Director said “Thanks for your help in identifying and finding a solution to our primitive working methods.  WorkflowMax has made the whole job of organising and processing jobs so much easier and has also removed the majority of the desk clutter.  There are still some features of the system which we have yet to fully exploit, however, we recognise the scope for WorkflowMax and Xero to easily accommodate our anticipated growth at a very cost effective price.  A great feature is its ability to be used anywhere I can find an internet connection, which even allows me to raise invoices from home at midnight!”

“After a little trepidation, our accounts clerk has embraced Xero and finds its features and simplicity a real bonus and timesaving tool over the completely manual system we previously had in place.  We are looking forward to using the snapshot business performance reports, so we can see how our business is performing at any time instead of waiting until the year end.”