BRISTOL-BASED roofing company Zafbuild has unveiled how a job management software tool has helped them to save 50% on admin time, enabling them to use the spare hours to focus on business growth, resulting in a 20% profit uplift.

With over 500 customers, managing a team of 15 and multiple roofing jobs across a range of platforms felt like an inefficient means of working for company owner, William de Wet. He chose ToolTime because he wanted a software solution that would centralise all administration.

Before onboarding the new software, William was managing everything on three different platforms – WhatsApp, Excel and Word – which made running the business more complicated than it needed to be.

“ToolTime brings order to that, centralising and simplifying company administrative operations,” he commented.

Centralisation for Efficiency

Zafbuild uses ToolTime to manage quotes, invoices, appointment booking, project management, job documentation and imagery, and to streamline communications.

Bringing all administrative operations into one core system is particularly useful for William. The company director uses the ToolTime dashboard daily to provide an overview of everything that’s going on across the business – from current jobs to pending quotes, outstanding invoices, team time and all the accompanying paperwork.

William de Wet, Zafbuild Director

“It’s fantastic for me to see what work and payments we have coming in via appointments and invoices and the potential work in the pipeline from quotes,” William explains.

“It’s great to have all our site photos in one place too. No more scrolling for ages through my camera roll or our company WhatsApp group for the site photos we need. Now, I can just open up the relevant appointment and see the photos that have been uploaded directly from my supervisors on site.”

With five to ten photos added per appointment, ToolTime greatly simplifies job progress tracking and photo documentation.

The Power of Mobile Working

William and his supervisor both use ToolTime while out and about via the mobile app as well as at home using the web software from desktop or laptop. As more team members are added to the system, they will be using their iPads. As all devices using ToolTime sync automatically, the whole team is kept up to date. This makes it easy for the team to work from different devices and different locations but always using current information.

Time Savings that Power Growth

“We’ve saved more than 50% of our time on paperwork using ToolTime. It used to take us up to 20 minutes to half an hour to do our admin for each job. Now with ToolTime templates, it takes just five minutes because all we have to do is proofread and spell check,” says William.

This time saved on paperwork has enabled William to start going back to the customers who don’t accept their quotes to understand why they haven’t chosen Zafbuild. Getting feedback is a great way to improve future conversion rates. “Sometimes we even win them back,” William adds.

“ToolTime allows me to see everything in one place, giving me a clear picture of what we need to do as a business. The time saved on paperwork is actively contributing to my own ability to solicit feedback on our quotes and pursue leads that I might not have been able to go after previously.

“As we add more employees to the software further down the line and start to use the time tracking feature, I will also be able to monitor their working time much better.

“For now, I am able to see exactly what we need to focus on for growth. ToolTime has already helped to grow the business by 20% in terms of profit.”

About ToolTime Job Management Software

ToolTime, is a cloud-based job management software solution for tradespeople. Developed specifically for home service trades, it can be used to digitise and centralise all company processes to simplify operations and find efficiencies, giving tradespeople the power to effortlessly keep track of work in real-time and from wherever they are. This creates administrative efficiency, time savings, and provides a smooth, more transparent service for customers.

Since its launch in Germany in 2018, ToolTime’s web and mobile applications have already saved more than 10,000 tradespeople up to 30% on working time.

ToolTime can be used for important functions such as time tracking, job sheets, digtial signature capture and job planning and scheduling – including a free customer SMS confirmation and map-based appointment visibility.

Quotes and invoices can be created in just a few clicks, with data flowing seamlessly from logged work, materials, time entries and labour. The result is that users save hours of admin and ensure efficiency and professionalism.

Other key attributes of the ToolTime job management software include:

Easily integrated plug-and-play web software with Mac and Windows compatibility, requiring no download
Configured for local tax systems to allow financial information to be easily exported for hassle-free tax returns
Complete customer data transfer service and live team training
Ongoing dedicated customer support

Visit the ToolTime website for more information on the software tool.

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