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Admin Savings
30–50H
Volume Increase
10–15%
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.
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.
“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.”
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 to keep the office and engineers aligned.
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Smarter scheduling tools to assign jobs by location and skillset.
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Automated invoicing to cut paperwork and speed up payments.
Challenge & Opportunity
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NCG’s spreadsheet-based maintenance process became unmanageable, slowing visibility and collaboration across 75+ services.
All maintenance jobs were managed in a single spreadsheet, making it difficult to handle work across 75+ services.
The system became harder to maintain as more sites were added.
Tasks were tracked manually using a basic traffic-light system, leading to confusion and slow updates.
Long email chains were required for updates, resulting in poor visibility and inconsistent collaboration.
Departments and external contractors struggled to work together efficiently due to slow and fragmented communication.
NCG needed a scalable, centralised system to streamline maintenance operations and improve real-time visibility and teamwork.
NCG needed a structured, centralised system that could scale with 75+ services.
They required real-time visibility of maintenance and compliance.
The team wanted a solution that supports live job tracking and instant reporting.
They needed a simple, easy-to-use interface suitable for colleagues with varying technical skills.
NCG aimed to improve collaboration across departments and with external contractors.
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:
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Job scheduling system
The planner allocates jobs instantly by location and skillset, reducing travel inefficiencies, and downtime.
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Real-time job tracking
Live updates keep the office and engineers aligned, ensuring priorities can be adjusted quickly.
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Asset management with QR codes
Engineers and office staff access service histories, compliance documents, and maintenance schedules instantly, improving accuracy and audit readiness.
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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.
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Automated invoicing
Bills are generated automatically on job completion, reducing paperwork, and accelerating payments.
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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
1
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Conducted in-depth workshops with key stakeholders to understand challenges, map current workflows, and validate the most critical needs for change.
STEP
2
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Outlined the core MVP features—intelligent scheduling, mobile engineer app, invoicing, and reporting—aligned to business priorities.
STEP
3
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Launched a pilot with selected engineers to validate usability, collect feedback, and refine the system before wider deployment.
STEP
4
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Rolled out Joblogic across departments with structured onboarding and tailored training for engineers, administrators, and managers.
STEP
5
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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.
Review processes and align technology to client needs
Pilot, train, and roll out across the organization
Ongoing updates, feedback, and long-term growth
Paul Grao
Director
Paul Grao
Director