30% of admin time reclaimed each month with Joblogic

Before adopting Joblogic, William Austin Services relied on spreadsheets and paper job sheets that struggled to keep up with its nationwide growth. Managing hundreds of contracts this way created scheduling delays, limited visibility in the field and placed pressure on customer service. The team needed a smarter, connected system to reduce admin, speed up workflows and deliver consistent service at scale.

Admin Savings

50 hrs

Volume Increase

15%

Faster Turnaround

20%

The story in brief

Managing hundreds of contracts across the UK while relying on spreadsheets and paper job sheets had become unsustainable for William Austin Services. With nearly 100 users coordinating work for major clients such as Holiday Inn, Buzz Bingo, and Hays Travel, the workload was significant. Scheduling delays were becoming common. A lack of real-time visibility, and slow invoicing also started to put pressure on efficiency and customer service.

Founded in 1976 and headquartered in the West Midlands, William Austin has spent almost five decades building a reputation as a trusted nationwide HVAC specialist. The company delivers maintenance, installation, plumbing, energy efficiency, and compliance services to a wide portfolio of clients across hospitality, leisure, retail, and public sectors.

The successful onboarding of 275 new retail sites made it clear that a smarter, more connected system was needed to handle operations at scale without adding to the admin burden.

Their Challenge

As contract volumes grew, William Austin recognised that manual processes could no longer deliver the speed and visibility required for nationwide operations. Managing job allocation through spreadsheets was slowing down response times, and the lack of real-time updates created gaps between the office and the field.

How Joblogic helped

“To keep up with the scale of our operations and 24/7 commitments, we needed a system that gave us instant visibility, automation, and complete reliability. Joblogic ticked all these boxes.”

The outcome

Joblogic has delivered measurable efficiency gains for William Austin, cutting admin, improving scheduling, and strengthening customer satisfaction.

Why William Austin chose Joblogic

To overcome these challenges, the company looked for a platform that could provide:

Real-time job tracking

Real-time job tracking to keep the office and engineers aligned.

Smarter scheduling tools

Smarter scheduling tools to assign jobs by location and skillset.

Automated invoicing

Automated invoicing to cut paperwork and speed up payments.

Challenge & Opportunity

Challenge

William Austin’s biggest challenge was managing a growing national workload using spreadsheets and paper-based job sheets, which limited real-time visibility and put pressure on scheduling, admin, and customer service.

Manual scheduling using spreadsheets and emails

Limited real time visibility of engineer availability and job progress

Delayed invoicing due to paper based field reporting

Difficulty accessing asset history and compliance records quickly

Scaling operations without increasing admin workload

Opportunity

The opportunity was to introduce a scalable, real-time field service management system that connected office and field teams, improved oversight and scheduling, and supported continued growth without increasing admin burden.

Use Joblogic as a single platform connecting office and field teams

Automate scheduling, reporting and invoicing workflows

Provide real time job tracking and live customer updates

Centralise asset histories and compliance documentation

Build a scalable operational model to support growth

The Joblogic features William Austin uses most

Joblogic has quickly become a major part of William Austin’s workflow. These are the standout features at this stage of our shared journey:

Job scheduling system

The planner allocates jobs instantly by location and skillset, reducing travel inefficiencies, and downtime.

Real-time job tracking

Live updates keep the office and engineers aligned, ensuring priorities can be adjusted quickly.

Asset management with QR codes

Engineers and office staff access service histories, compliance documents, and maintenance schedules instantly, improving accuracy and audit readiness.

Mobile engineer app

Engineers receive job details, site notes, and asset histories on their devices, enabling faster, more accurate work, and improved first-time fix rates.

Automated invoicing

Bills are generated automatically on job completion, reducing paperwork, and accelerating payments.

Reporting dashboards

Instant compliance and performance reports help monitor contracts, and demonstrate value to clients.

The project timeline

An overview of the four essential phases guiding the project from initial discovery to final delivery.

STEP

Discovery & Validation of Business Needs

Conducted in-depth workshops with key stakeholders to understand challenges, map current workflows, and validate the most critical needs for change.

STEP

Solution Design & MVP Definition

Outlined the core MVP features—intelligent scheduling, mobile engineer app, invoicing, and reporting—aligned to business priorities.

STEP

Pilot Testing & Feedback

Launched a pilot with selected engineers to validate usability, collect feedback, and refine the system before wider deployment.

STEP

Full Implementation & Training

Rolled out Joblogic across departments with structured onboarding and tailored training for engineers, administrators, and managers.

STEP

Optimization & Improvement

Introduced advanced reporting and a customer portal while providing ongoing support and enhancements to drive long-term value.

Our Approach

A structured process that ensured the right solution, smooth adoption, and long-term impact for the client.

Plan & Design

Review processes and align technology to client needs

Implement & Adopt

Pilot, train, and roll out across the organization

Support & Improve

Ongoing updates, feedback, and long-term growth

OUTCOME & IMPACT

What Joblogic has done for William Austin

Embedding Joblogic into their operations helped William Austin Services replace spreadsheets and paper processes with a fully digital system, giving them better control over nationwide service delivery and reducing manual work for both office staff and engineers.

Reduced admin workload: Automating scheduling, job management, and reporting freed up around 30% of admin time, allowing staff to focus on planning, performance, and customer service.
Smarter scheduling: Real-time tools allocate jobs by location and skillset, improving engineer utilisation and reducing delays.
Faster invoicing: Invoices are raised immediately after job completion, reducing errors and improving cash flow.
Better visibility: Live dashboards provide instant insight into job status, performance, and workloads.
Scalable growth: William Austin onboarded 275 new retail sites without increasing admin staff, supporting expansion without added operational strain.

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Fill out the form and let’s explore how Joblogic can transform your field service management.

Our platform is designed to help businesses simplify complex operations, reduce wasted time, and empower teams with the right tools. Here’s what you can achieve with Joblogic:

Eliminate inefficiencies and manual processes with one powerful platform.
Improve customer experience through faster response times and smarter scheduling.
Boost engineer productivity with real-time job tracking and mobile tools.
Gain complete visibility and control over your operations, anytime, anywhere.
Scale confidently as your business grows, with Joblogic’s flexible solutions.
Partner with a trusted team supporting field service companies worldwide.

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30% of admin time reclaimed each month with Joblogic

The story in brief

Why William Austin chose Joblogic

Challenge & Opportunity

“We estimate Joblogic saves 30–50 hours each month across scheduling, reporting, and job management.”

Paul Grao