Case Study | Airfirst
(are air conditioning and electrical contractors undertaking installation, services and project based work for domestic and commercial customers)
CHALLENGE Airfirst needed to move away from a time consuming manual system to a fully intergreated and flexible single source system.
SOLUTION Greentree was chosen because it is a fully integrated, flexible single source system capable of scaling to meet the company’s future needs. It also offered a strong contracts management capability which would allow Airfirst to proactively manage and grow the service and maintenance component of the business.
RESULTS Significant reduction in data double-entry saving one day per week in administration time, automated serial tracking and inclusion of all materials in stock take improves accuracy and reduces stock take time from two days to two hours. Service contracts for maintenance are now scheduled for off-peak periods during the year. This has replaced unproductive downtime and helped smooth out annual business revenues.
Airfirst had been struggling with two disconnected systems, which required every transaction to be extracted from Smart Trade and re-entered and modified in MYOB.
“The situation was crazy and that’s before the amount of time wasted trying to maintain a manual stock book is included in the equation,” says Administration Manager Beth Borzi. “Greentree’s integration, and specifically having a fully integrated payroll system, has been invaluable. I now know that all relevant costs are being captured and allocated against jobs.”
Paying staff was a major headache since payroll wasn’t integrated with job costing, so data needed to be re-entered. This predisposed the system to error, so accuracy in the capture of all job costs couldn’t be guaranteed. Since Greentree is a single source system, data is entered only once but can be easily viewed by all authorised users. Airfirst Project Managers now have much greater visibility and control of project costs, which has translated into more accurate job costing.
Having spent at least three years looking for an appropriate replacement, Beth recalls evaluating all the usual suspects. This included Microsoft Dynamics and SAGE alongside project and service industry-specific software from iPROsoft among others. Greentree was chosen because it is a fully integrated, flexible single source system capable of scaling to meet the company’s future needs. It also offered a strong contracts management capability which would allow Airfirst to proactively manage and grow the service and maintenance component of the business.
With a good proportion of the business’s revenue coming from service contracts, Beth uses Greentree to schedule maintenance during periods of downtime. This is usually outside the busiest period of the year, between November and February, when homeowners need to keep cool in the hot Australian summer. Beth says this has helped her better manage cash flow by smoothing out the business revenue over the duration of the year. Now, downtime actually contributes to the bottom line and Greentree provides the tools to grow this part of the business in the future.
Beth explains that previously, materials such as copper piping and wiring simply weren’t included in a stock take. This was because Smart Trade & MYOB didn’t have the capability required to store the information. Each year, the business installs around 1100 units consisting of 2200 parts and serial numbers, presenting another logistical nightmare. All this had to be recorded in a manual stock book. When Greentree’s Serial Tracking automated the tracking of units, a stock take now includes all materials and is completed in approximately two hours, rather than the two days it used to take.
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