Case Study: JF Heating Engineers and Plumbers

Executive Summary

JF Heating Engineers and Plumbers is an independent plumbing and heating company, established for over 20 years.

The firm felt like their administration could be more efficient, to make more time available to actually go out on jobs, rather than deal with office work.

Their existing software system was outdated and did not have the features they required to manage all of their work, and keeping accurate, up to date records that were easily accessible.

  • SwiftCase provided JF Heating Engineers and Plumbers with a browser-based workflow management software that automates the full range of their workflow with custom criteria defined by the firm themselves.
  • SwiftCase allows for JF Heating Engineers and Plumbers to be reminded in advance when scheduled jobs in their work calendar come up. Annual boiler maintenance checks at a specific address, for example.
  • SwiftCase gave the client the ability to automatically generate and share VAT invoices for plumbing and heating work with their customers in a straightforward and secure manner.

Challenges

Challenges

  • JF Heating Engineers and Plumbers, being a small firm, only have two part-time admin staff to allocate jobs and book appointments. Their existing case management software was not entirely up to task, and did not allocate work to specific staff members, or generate documents.
  • Regulations mean that engineers must be accredited for the work they are assigned to. Fitters must have both the skill and accreditation to attend the relevant appointment.
  • Because of their high turnover of jobs on a weekly basis, JF Heating Engineers and Plumbers needed to be confident that they did not miss any jobs, or leave any of their customers without maintenance or emergency work.

How SwiftCase Helped

  • JF Heating Engineers and Plumbers was able to records and administration, in a short period of time, without needing to employ additional administration staff or work longer admin hours.
  • SwiftCase provided JF Heating Engineers and Plumbers with a system for assigning the right works for relevant tasks, in a secure, user-friendly system. Because SwiftCase is designed to be accessed on mobile devices as well as desktops, staff could log on while on the job, and not have to be present at one of the offices to know what addresses they’d be attending on any given day.
  • JF Heating Engineers and Plumbers’ jobs are down into their distinct stages. At a glance, they are able to see exactly where each of their cases is up to, and can plan and manage their workload accordingly.

Results, Return on Investment and Future Plans

  • The new system includes custom criteria unique to JF Heating Engineers and Plumbers, mapping their businesses’ exact workflow.
  • JF Heating Engineers and Plumbers now have the ability to easily assign workers, and invoice customers, securely and quickly through the system without relying on external email or messaging.
  • JF Heating Engineers and Plumbers have been able to consistently run and maintain an efficient business, in a competitive industry where having the right staff at the right place is vital. They are able to book and attend a greater volume of work, as less time is spent on administrative duties, and fewer appointments are missed.

Results, Return on Investment and Future Plans