Sample workflow audit report: an electrical contractor on Simpro and Xero
This is what the A$990 audit gives you, written for a made-up business so you can see the format before you pay. The business, the names and every figure are invented. Your report uses your own.
A sample. Every number on this page is made up to show the format.
- Invoice CheckWorth building: re-keying 40 invoices a week
- Enquiry and Quote Follow-upWorth building: quotes wait three days
- Job Profit ReportNot yet: job costs are not coded
Delivered 5 working days after access
The business and what I looked at
Every report starts with what was reviewed, so you can check the findings against your own records.
Sample: the review
| Item | Sample detail |
|---|---|
| Business | Sample Electrical, a made-up electrical contractor: 14 staff, 9 of them electricians on the tools, 3 in the office |
| Software | Simpro for quotes, jobs and timesheets; Xero for the accounts; Outlook for email |
| Reviewed | Four weeks of work: 160 closed jobs, 62 quotes sent and the invoices raised from them |
| Conversations | A 60-minute call with the owner and the office manager about how work really flows |
| Access | Read-only access to Simpro and Xero, agreed in writing before the review started |
How the work flows today, and where it slips
From the first enquiry to the paid invoice, with the hand-overs where time or money is lost.
Sample: the flow today
| Step | What happens | Where it slips |
|---|---|---|
| Enquiry | Emails and calls are logged by the office by hand | Fine at today's volume |
| Quote | Built in Simpro. Follow-up is from memory | Quotes wait three days on average before anyone follows up |
| Job | Extras are agreed on site and noted on the job, not added to the quote | Nine of 160 jobs had extra work that was not billed |
| Invoice | The office re-keys and checks 40 invoices a week against quotes and timesheets | About 6 hours a week of checking |
| Job profit | Materials bought on account go to a general expense, not to the job | Job profit cannot be trusted yet |
The top 3 automation candidates
Each one has a verdict, what it is worth, a fixed quote and the point where a person approves. A "not yet" is a finding too.
Sample: the top 3
| Candidate | Verdict | Why (sample figures) | Fixed quote | Where a person approves |
|---|---|---|---|---|
| 1. Invoice Check | Worth building | Nine unbilled extras in four weeks came to A$1,480, the largest a A$198 garage outlet. Plus about 6 hours a week of checking | A$3,900, 2–3 weeks | The office approves every flagged invoice before it reaches Xero |
| 2. Enquiry and Quote Follow-up | Worth building | 21 of 62 quotes had no follow-up within a week. A drafted follow-up on day two closes that gap | A$4,900, 3 weeks | Staff approve each drafted follow-up before it is sent |
| 3. Job Profit Report | Not yet | Job costs are not coded to jobs, so a report would show wrong margins. Code purchase orders to jobs in Simpro for six to eight weeks, then look again | No quote until the data is ready | Not applicable |
On these sample figures the Invoice Check pays for itself in about three months: A$1,480 of unbilled extras in four weeks, before counting the checking time it saves. The A$1,480 is cash. The 6 hours a week is time, and is not added to it. Hours saved and dollars saved are counted apart. Beside them are the running costs: optional support from A$350 a month, and software and AI usage paid to the providers. Running costs (software and AI usage) are estimated in your audit, before you commit to a build. Try the same sum with your own figures.
What your software can already do
Before any build, a real report lists what your job software and accounts already do that you are not using, so you never pay for a build you do not need. If a setting solves the problem, the report says so and the quote drops off the list.
The next step, if you want one
The report is yours whether or not you build with Works Better. If you sign a build within 30 days, the A$990 comes off its price in full.
- Each build has written acceptance criteria and 30 days of fixes.
- Nothing is sent or paid without a person approving it.
- Builds run in accounts in your name, so your data stays in your systems.
Other sample reports, each for a made-up business:
Get your own report in 5 working days
A free fit check by email first. The A$990 Workflow Audit is the next step, credited to your build.
Get a free fit check by email The next step after the fit check: the A$990 Workflow Audit
Get a free fit check by email
Send the form with your software, the workflow, your team size and your timing. I reply by email, usually with a question or two, and tell you whether it's a fit. No call needed. If it is, the next step is the A$990 Workflow Audit.
Thanks, it's with me.
I read every enquiry myself and reply by email to the address you gave, .
Next, I reply by email, usually with a question or two, and tell you whether it is a fit. No call needed.
If it is a fit, the step after that is the A$990 Workflow Audit.
In the meantime, see how each build runs: worksbetter.ai/#builds
Sending saves your details in HubSpot so I can reply. No mailing list. No payment is taken. How your enquiry is handled.