3 Biggest Mistakes That Stop Your Job System From Paying for Itself - and How to Fix Them
Job management systems like Simpro and AroFlo are built to help trade businesses work smarter, improve profitability, and reduce admin time.
When they’re implemented and used correctly, they can:
Boost profit margins by 5–10% or more (by making it easy to track costs and margins in real time)
Cut admin time by up to 50% (by replacing paper, spreadsheets, and double-handling with automated processes)
Give business owners full visibility across jobs, staff, and cash flow
The catch?
Many businesses don’t get those results - not because the software doesn’t work, but because of how it’s set up and used.
After working with many of trade companies across New Zealand, here are the three most common mistakes we see - and how to fix them.
Mistake 1: Treating the setup as “done” after go-live
The problem:
A lot of businesses rush through implementation or stop optimising once the system is switched on. Staff learn just enough to “get by”, but advanced features sit unused. As the business changes - new services, more staff, different pricing models - the system setup stays the same.
Over time, this creates inefficiencies, inaccurate data, and missed opportunities for automation.
The fix:
Schedule regular system reviews every 6–12 months to make sure it still matches your business processes.
Invest in advanced training for staff - even a 2-hour refresher can uncover features that save hours a week.
Audit workflows to eliminate steps that don’t add value.
Example: One electrical company we worked with was manually chasing supplier invoices and manually matching them to jobs. By setting up automated invoice imports and approvals in Simpro, they saved 5+ admin hours every week - without changing their team size.
Mistake 2: Not using live data for decision-making
The problem:
Simpro and AroFlo can give you real-time visibility on margins, job costs, and resource utilisation. But if you’re not looking at the data, you’re missing out on the biggest benefit - the ability to make better decisions, faster.
Without live reporting, it’s common to:
Undercut quotes without realising
Keep unprofitable jobs running for weeks before spotting the issue
Fail to bill all variations or extras
The fix:
Set up dashboards so you can see today’s numbers at a glance - not just end-of-month reports.
Use margin tracking on every job, not just the large projects.
Monitor labour efficiency to see if time is being spent where it should.
Example: A client discovered that 18% of their jobs were being billed below target margin. By using real-time margin reports, they corrected pricing on future jobs and improved profit by over 7% in three months.
Mistake 3: Clunky manual processes still live on
The problem:
We often see businesses with a shiny new job system… but still running parts of their operations on whiteboards, paper job sheets, or Excel. Field staff fill in paper forms, admin staff re-enter data, and managers still make phone calls for updates.
This creates:
Double-handling and errors
Delays in invoicing and payments
Lost information between office and field
The fix:
Move to full digital job management - job updates, timesheets, and variations captured in the field via mobile devices.
Integrate your system with accounting software, inventory, and other tools so data flows automatically.
Provide easy, clear processes for field staff so updates happen in real time.
Example: One company was waiting 7–10 days to get paper job sheets back before invoicing. After going digital, they issued invoices the same day a job was completed - improving cash flow and reducing overdue debt.
The bottom line
A job management system should do far more than store job details.
When set up and used properly, it becomes the backbone of your business - improving cash flow, boosting profitability, and giving you back time.
If you’re using Simpro or AroFlo and still:
Quoting after hours
Chasing paperwork
Wondering where your margins are going
…then it’s time for a system health check.
Want to see what’s possible?
We help NZ trade businesses get more from their job systems - whether you’re starting from scratch or have been using them for years.
Book Your Free Trade System Consult Here