This article is based on a conversation from our podcast with Tony Harcourt, Co-Founder of WorkGuru, and Heidi Seal, an industry expert, founder, and software implementer at Business Sense Consulting. They discuss why many businesses struggle with disconnected systems and how a job management system can address them.
Managing a construction, fabrication, or engineering business is complex. Relying on spreadsheets, emails, and sticky notes can lead to chaos. A centralised job management platform provides a single source of truth, reducing inefficiencies, minimising errors, and enabling informed decision-making for business leaders.
Why Businesses Struggle Without a Centralised System?
Many businesses use different tools and systems that don’t connect. People keep track of tasks in emails, notebooks, or multiple software programs. Heidi Seal, an operations consultant at Business Sense, explains:
I’ve seen many businesses function on a mix of post-it notes, whiteboards, emails, staff memory, spreadsheets, and a bit of software. It just makes it really difficult to run an efficient and profitable business when everything is everywhere.
Heidi Seal
Director at Business Sense Consulting
When information is scattered, mistakes happen: missed deadlines, late invoices, running out of materials, and project losses. The result? More stress and less profit. For practical steps to overcome fragmented systems, check out our guide on fixing fragmented business systems.
Benefits of a Job Management System
A job management system stores all your business data in one place. Here’s how it helps:
1. Stops Repetitive Work and Manual Processes
If you enter the same data in multiple places, you’ll waste time and increase the chance of errors. A job management system keeps everything in one place, so updates happen instantly for everyone. Learn how WorkGuru's job and project management features can streamline your operations.
2. Improves Teamwork and Communication
Sales, project management, finance, and operations teams often work separately, which can cause delays and confusion. A centralised system helps everyone stay on the same page.
3. Provides Real-time Insights for Better Decision-Making
Most businesses rely on accounting software for financial tracking, but there’s a problem—accounting software only provides lagging indicators. These tell you what has already happened, such as last month’s revenue, profit margins, or expenses. While useful, this data doesn’t help you react in real-time.
A job management system, on the other hand, provides leading indicators—real-time project progress, resource allocation, and profitability forecasts. This allows businesses to make proactive decisions, such as adjust schedules, order materials early, or fix problems before they escalate.
For example, if a job runs over budget, lagging indicators from an accounting system will tell you after the project is complete. But with leading indicators, WorkGuru can show you where the problem is happening now so you can course-correct before it’s too late.
"If we're 80% through our estimated hours but only 50% through the actual work, that's a red flag", says Heidi. "A good system gives you that visibility before it becomes a crisis."
4. Reduces the Risk of Hidden Costs and Profit Leaks
One of the most significant risks for businesses is not knowing when a project is going over budget. If you only realise this after the job is done, it’s too late to fix. A job management system lets you track actual vs. estimated costs early.
Some businesses also underquote jobs, thinking they’ll make a profit—until they see the actual costs. One company found they were losing $300 per unit sold because they weren’t tracking project costs closely. A job management system helps catch these issues before they become expensive mistakes.
5. Align Job data with Financial Reports
A job management system bridges the gap between operational data and financial reporting. Many businesses rely on their general ledger for financial tracking, but job costing and profitability insights need real-time tracking to ensure accurate decision-making.
“Your job management system should align closely with your general ledger,” Heidi explains. “Some CFOs resist moving financial tracking away from their accounting software, but operational tracking belongs in a job management system, while the general ledger remains for compliance and statutory reporting.”
By integrating financial and operational data, businesses can:
Eliminate discrepancies between accounting records and job costs.
Understand project profitability at a granular level.
Ensure real-time job performance data back financial decisions.
This alignment allows business owners and finance teams to avoid revenue vs. margin confusion and make informed strategic decisions faster.
Watch the full chat with Heidi Seal 👇
How to Set Up a Job Management System the Right Way
Switching to a job management system doesn’t have to be difficult. Here’s how to start:
1. Track Real Costs Accurately
The first step is making sure actual time and costs are recorded correctly. If your team isn’t entering real data, your system won’t help you make good decisions.
Heidi Seal explains:
“The source of truth only works if the data going in is accurate. If your team logs billable time as non-billable or misreporting costs, your reports won’t help you make informed decisions.”
Your job management system should match your general ledger so gross profit numbers are correct. Some CFOs resist moving financial tracking from their accounting software, but Heidi explains that job management software is for operational tracking, while the general ledger is for compliance and reporting.
WorkGuru seamlessly integrates with accounting software like Xero, MYOB, or QuickBooks, ensuring consistency between job data and financial reports.
3. Use the Data to Improve Your Business
Once your system is up and running, use the insights to improve your work. After the implementation, ask yourself: "Are some jobs always unprofitable?", "Are quotes too low?", "Are sales teams focusing on the wrong type of work?"
For example, one company depended on government contracts, which became uncertain after an election. By tracking sales pipeline diversity in their system, they spotted new private sector opportunities and pivoted before it was too late.
Final thoughts: Stay in Control with a Job Management System
If your business operates with disconnected tools and scattered data, it’s time to change. A job management system saves time, reduces errors, and enables you to make better business decisions. As Heidi Seal wisely notes: “You can’t improve what you can’t measure.”
By consolidating all your business data in one place, you can quickly eliminate guesswork and manage your business. If you’re fed up with chasing down information and want a clearer view of your business, a job management system could be just what you need. Your bottom line and stress levels will thank you for it.
