EXAMPLE PROJECT

Bringing Structure to a Busy Facilities Management Operation

£14,800 investment | £2,220–£3,996 potential R&D tax relief | 4–6 month ROI

This project wasn’t about adding another system.

It was about fixing the constant firefighting that had quietly become normal.

Jobs were coming in from all directions, updates were inconsistent, and the team were spending more time chasing information than actually managing it.

The Challenge

✗ Jobs coming in via calls, emails, and messages with no single point of control
✗ Reactive work dominating the day instead of planned coordination
✗ Engineers and office teams not always aligned on job status
✗ Updates relying on calls, texts, and memory
✗ Clients chasing for updates that should already have been clear

As the business grew, the risk wasn’t just inefficiency. It was missed jobs, delayed response times, inconsistent service handling, and increasing pressure on both the team and client relationships.

The Solution

The focus was simple. Bring everything into one clear, structured flow so nothing gets missed and everyone knows what is happening.

📥 Centralised Job Capture

✓ All incoming jobs tracked in one place
✓ Clear starting point for every request
✓ No more lost or missed enquiries

📊 Job Tracking & Visibility

✓ Clear stages from job logged to completed
✓ Real-time visibility across the team
✓ Reduced reliance on chasing updates

🔁 Communication & Updates

✓ More consistent updates internally and externally
✓ Fewer back-and-forth calls and messages
✓ Better coordination between office and engineers

The goal wasn’t to digitise the chaos. It was to replace it with a clear, structured way of handling every job from first request through to completion.

R&D Tax Relief

This type of project may qualify for R&D tax relief where the work involves genuine technical uncertainty, custom workflow logic, non-standard integration work, and platform behaviour that goes beyond ordinary software setup.

Qualifying Technical Work

✓ Custom workflow logic for job capture, triage, status progression, and completion handling
✓ Integration between multiple systems such as email, forms, engineer workflows, client updates, and reporting layers
✓ Non-standard update logic between office teams and field engineers
✓ Visibility and reporting logic tailored to the business’s specific service delivery model

Standard Relief (15%)

£2,220

Potentially recovered through tax return

ERIS Relief (up to 27%)

£3,996

For eligible loss-making R&D-intensive SMEs

Net Cost After Relief

£10,804–£12,580

Indicative net project cost

The Results

The biggest change wasn’t just time saved. It was control.

Fewer

Missed jobs and enquiries

Faster

Response and job handling

Clear

Visibility across all active work

Less

Time spent chasing updates

Better

Team coordination

Stronger

Client experience

Constantly Chasing Jobs and Updates?

If your team are always reacting, chasing information, and trying to keep everything moving manually, it’s not a workload problem. It’s a structure problem.

Book a Discovery Call