Making Your Business Systems More Efficient With Automation

Time is money—save both!

For busy trades business owners, efficiency is paramount. Time saved is time for billable work and big-picture growth projects—or an opportunity to take that holiday.

Automation is a fantastic way to create efficiencies in your processes and systems. There are so many powerful digital tools available that reduce the amount of time you or your people spend on repetitive and replicable tasks.

Of course, each software will have its own unique features, and we’ve highlighted our favourites for ServiceM8 and NextMinute already. So rather than listing the individual automation capabilities of each individual tech tool, we’re looking at the bigger automation picture to set business owners on the right track (with some recommendations thrown in).

Start simple

Using automation doesn’t have to mean grappling with the latest job management apps and AI. You can start somewhere much more accessible! Here are some ideas:

• Use email filters to full effect. For example, in Gmail you can use labels to automatically sort incoming messages, automatically forward emails, create templates for common responses, and snooze or schedule messages. All of these save precious time.
• Take a closer look at the capabilities of the productivity software you’re already using. Check out the tutorials on their website, join Facebook groups, and scour YouTube. The FreeUp and Released teams are currently using ClickUp, and some members have created impressive systems to automate their to-do processes.
• Auto-send any emails captured to your email marketing platform so they can be added to your email lists.
• Set up a business bank account so you can make batch payments rather than separate ones.

It’s all about working smarter, not harder! Before you invest in new software and apps to help you automate, make sure you’re getting full functionality from the ones you have.

Our favourite automation tools

The FreeUp team has been around the block when it comes to digital tools for accounting, job management, productivity, and more. We’re sharing some of our favourites to help you on your journey to seamless automation.

Job management: ServiceM8

ServiceM8 is one of our top picks for many reasons, but its fantastic automation capabilities are a big one.

Kellie says: “So many of the repeating high-level customer service tasks, ServiceM8 can automate. The software is aimed at tradespeople doing lots of small jobs, like plumbers, electricians, handymen and even small builders, making it already the ideal environment for this type of automation.”

It can:

• Automate communications like booking reminders and quote follow-ups with customers.
• Email or text feedback requests.
• Auto-schedule recurring jobs, create a new job card, make the booking, and advise the customer without you having to lift a finger.
• Track your position via GPS and use this information to text a customer letting them know you’re on the way.
• Use AI to help ensure accurate time tracking.
  

Accounting: Xero

This homegrown accounting software has taken the world by storm for good reason. We love how comprehensive it is! It integrates with almost every JMS on the market in New Zealand. When you’re working with a lot of invoices, suppliers, and overheads, a seamless connection between your accounting software and your other platforms saves a lot of time.

With Xero, you can:

• Set up bank rules to automatically code transactions according to your criteria.
• Automatically send invoice reminders or repeating invoices.
• Automatically pull through invoices, tax rates, and income account codes from many JMS.

In 2018 the company also made a large purchase of another fantastic digital tool, which brings us to:

Data capture: Hubdoc

When it comes to paying invoices, we love Hubdoc’s data-capturing capabilities. It machine reads the invoices straight from the inbox, importing all the necessary details so you can check and pay. While a human eye is still required at some point in the process, this cuts out a huge amount of manual data transfer.

Kellie has her email set to auto-send anything with “invoice” in the subject line straight to Hubdoc to be processed. You can also capture data through Hubdoc by snapping a picture on your phone and send through receipts and invoices from suppliers.

Stack your apps

A major aspect of good automated processes is choosing digital tools (apps and software) that speak well to each other. Stack ‘em up and reap the benefits!

We’ve mentioned that Xero integrates with almost every job management software, making it a great choice for tradespeople and builders. Some will also integrate with MYOB, another common pick. You may also consider payroll software as part of the equation. Smartly, for example, can send payroll information straight to Xero. Consider any other tools in your arsenal: your takeoff software, your CRM, and anything else. Groundplan currently integrates with SimPro, AroFlo and Ascora, in addition to Xero and QuickBooks (and watch this space, a few new integrations are in the pipeline currently!), which makes it a potential app stack for a savvy tradie.

Zapier is an automation powerhouse, a third party that can make any two programs with an API connection talk to each other. Once you’ve done what you can with the tools you already have, Zapier can automate your workflow even further. Actions within one app can trigger actions in another, creating a sequence of actions taken with no human input whatsoever.

Get help with your automation

FreeUp exists to make life easier and more efficient for construction and trade businesses. With our extensive experience and knowledge, we can save you time, money, and frustration!

If you’d like to make your business more efficient and give your processes a boost, get in touch with the team or book a systems review.