Systematic Plumbing offer a comprehensive package of plumbing services for domestic and commercial clients. They guarantee outstanding customer service, exceptional workmanship and genuine value for money. This commitment is based on the core principle that honesty and integrity is essential to success.
Shane Samwell, Managing Director for Systematic Plumbing, gave his views on how Payapps has changed his claims management processes.
Prior to using Payapps, progress claims were prepared as invoices in their Xero accounting system. This involved manually entering details for the various line items that had been worked on during the claim period. Retention was then tracked on paper for follow up in 12 months.
Shane was first introduced to Payapps through a number of projects with Schiavello Systems. He says his initial reservations about adopting a new system were quickly put to rest.
“I’ve used it on a few jobs now and it definitely helps the process. You can see everything laid out and it’s clearer. It’s a lot easier for managing variations, as everyone is on the same page with what has been claimed and what the approval status is. If part of a claim is rejected it is clear as to which item it relates to and for how much. It is also a lot more efficient for tracking retentions than keeping notes on paper in a file”, Shane told us.
“IT IS A LOT EASIER FOR VARIATIONS – EVERYONE IS ON THE SAME PAGE WITH WHAT HAS BEEN CLAIMED AND WHAT THE APPROVAL STATUS IS.”
Shane Samwell – Managing Director – Systematic Plumbing
In addition to better visibility of claim amounts, there have also been time savings. The breakdown of works is set out from the beginning and preparing claims is as simple as entering percentages or dollar values. The previously certified values are automatically brought forward when preparing a new claim, so there is confidence that the starting position for the claim is accurate. The integration between Payapps and Xero is also a real time saver.
"I love that it goes through to Xero automatically. It was really simple to set up and now invoices are automatically created upon claim approval, with all the information that used to have to be manually typed in."
"There is a lot less hassle and it makes it easier to keep track of everything. You know your invoice matches what you are expecting to get paid by the builder.”
“It saves a ton of time and streamlines the process. The more aspects you can streamline and simplify, the better. We are spending less man hours on paperwork and all the triple checking and reconciling. Having it automatically create invoices in Xero is great.”
We asked Shane if he would recommend Payapps to other subcontractors.
“I would. If a builder invited them to use Payapps I’d encourage them to have a go. They will definitely see benefits.”
Payapps creates invoices automatically on claim submission or approval, with the PDF document attached to the Xero invoice. Each line item claimed against is listed on the Xero invoice, as well as retention and tax, with claim values and retention tracked in the relevant account codes. This keeps your contractual claims correspondence consistent with your accounting records, reducing data entry, eliminating mistakes and giving you the confidence that your cashflow will match your bookkeeping.