digital platforms custom websites business automation ecommerce
Total Harvesting is an agricultural contracting company run by Craig Mitchell. Based in Otago with 20 staff and over 30 machines, they provide everything from ploughing and seeding, through to balage and transportation.
Timesheets were previously being handwritten on paper. Suffice to say, with 20 staff working on multiple jobs and with over 30 machines, this could be tricky to keep on top of.
Jobs to be completed were manually loaded into quickbooks which were accessible only from the office PC. This made it difficult to keep track of everything that was going on.
The solution we developed keeps track of the entire business in one place: from customers and jobs, staff and timesheets, through to farm maps and invoicing.
Craig can use his iPad or laptop anywhere (home, office, on the road) to see what jobs are coming up, completed, or overdue.
Time entries are loaded by staff directly into the job tracking app (using any smartphone). Craig can then review these at a glance. Once these hours are approved, invoices are automatically created in Xero, ready to be sent out to customers. No delays, no double handling, accurate data throughout the whole operation.
Document Destruction was another local organisation using paper job sheets. As jobs came in (either via a phone call or from the calendar) job sheets were printed out and attached to clipboards on the wall. Drivers would then take a new clipboard every time they arrived back at the office (2-3 times a day) and complete the jobs on that list.
The problem here was every one of these jobs needed be manually loaded into their invoicing system. This was a slow and time-consuming process. Updating jobs for the drivers was impossible while they were in the field. There was also no clear reporting on business performance using these methods.
We developed a system that can be on multiple devices (ipad, iphone, android phone, computer) without needing to install any software. Jobs are loaded on either a repeating schedule (daily, weekly, fortnightly, monthly etc) or phone-in basis. Staff can now bring up their list of jobs from wherever they are on the road, get customers to sign the screen and close off the job.
This automatically generates an invoice in Xero for that job and schedules the next job on the appropriate due-date. Signatures are saved in a database to track back who signed for a particular job.
Reports show how busy they expect to be in the future; details how they are progressing compared to previous months, identifies bins that have not been collected in some time, and much more.
All reports are always up to date with current data. This makes it easy for management to see how that area of the business is going without having to generate reports from potentially out-of-date data.
This from the owner:
From a management point of view I can say without exaggeration, through cost efficiencies and plugging leakage points within the business, this system has paid for itself within the first 6 months of use. I now have a more robust business and the reporting section gives me a far better live picture of what is going on. We are currently working together on a similar system for two of my other businesses.Click to read full testimonial.
ForestSafe provide Health & Safety policies and documents for the Forestry industry. Their system is used by 60 Contractors and over 100 crews throughout New Zealand.
Having all these documents in paper form in the rugged forestry environment lead to documents being lost, damaged, or dropped in mud.
We developed a web-based system that keeps all the Health & Safety documents up to date. They can be filled out offline when outside cellphone coverage, with copies automatically sent to the relevant parties.
Using ruggedised tablets in the field the ForestSafe system allows forestry crews to keep on top of their Health & Safety compliance requirements quickly and easily.
See http://www.forestsafe.co.nz/ for more info.
BlueOyster are a not-for-profit art space located at 16 Dowling Street, Dunedin. All exhibitions and events are free to attend, with the space offering an environment of support and learning.
Chloe, the Director, wanted a slick and responsive (mobile friendly) website that she could update herself on a regular basis with current and upcoming exhibitions.
Exhibitions are easily created through the backend system to include text, images and anything else Chloe feels is necessary. These are automatically listed on the exhibitions page (sorted by most recent). Visitors can view by year, or search through over a decade of exhibitions at a push of a button. An impressive undertaking for a gallery of their size! Their goals are constantly developing, and BlueTwist is proud to be apart of it.
See our work at http://www.blueoyster.org.nz/
The Otago Hockey Association (OHA) have two hockey turfs and a meeting room that needs to be booked throughout the year. Nearly 30 clubs and schools use the turfs, and often book 3-6 months in advance.
Previously OHA were using handwritten books and spreadsheets to keep track of all allocations. At the end of each month Carolyn, the Office Administrator, had to go through every page collating and totalling usage, then billing accordingly. With different rates for different times of day, different clubs, lights on or off, this was a long and painstaking process, often taking up to 2 days.
We were able to build a booking system that allows clubs and schools to log in and make their own bookings. The correct pricing is automatically applied depending on area, time of day, etc. Repeat bookings can be automatically created (eg for events and tournaments) by OHA staff.
At the end of each month Carolyn can press one button which automatically calculates the correct charges for each club and creates an invoice in Xero ready to send out.
2 days painstaking work automated down to a 10 minute job? We call that a success!
This booking system is also used by the Otago Equestrian Centre to book their Arena.
Bluestore is our custom-built ecommerce solution. While there are many ecommerce packages available on the internet, none of them comprehensively do everything an online shop wants. We built BlueStore from the ground up, to bring everything together into one package.
Have a look at http://bluestore.nz for more details and the example store, then get in touch so we can create a demo store for you to experiment with.
We specialise in building custom web-based software that enables businesses to manage jobs, scheduling, timesheets, and invoicing - all in one easy to use package.
Our success stories range from farm contractors and hockey clubs, through to forestry health & safety and building firms.
Our clients are typically organisations previously using old, paper-based systems but wanting to automate the paperwork side of their business, or firms using a number of separate software packages who instead wanted one simple customised solution.
Jack Pivac and the team at BlueTwist (Nick, Sam, Toro and Mikhail) are setting new standards with their smart software solutions. We enjoy talking to people and we speak plain English: no ‘techspeak’ translator required. If you want an agile business, contact the team at BlueTwist - 03 974 8007.