Job Management System Integration
simPRO, AroFlo, ServiceM8 and other job systems connected to payroll, stock, reporting and the accounts
- 20+ years connecting business systems
- Works with the accounting, job and CRM systems you already use
- Fixed quote after a free chat
End of the month in a commercial plumbing business. The office manager exports timesheets from simPRO, opens a spreadsheet to fix the overtime calculations, and imports the result into payroll. Meanwhile the bookkeeper is matching supplier invoices to jobs by hand, because the bills landed in the accounting software without a job reference. The operations manager wants to know which jobs are losing money, but the only way to find out is to pull data from both systems into yet another spreadsheet. By the time it is ready the numbers are two weeks old.
Every job management system has a built-in link to the main accounting packages. For basic invoicing it usually works well enough. The problems start around the edges: timesheets, supplier costs, stock, quoting and reporting. Those gaps are where the spreadsheets live, the errors creep in, and the real picture of job profitability gets lost.
Kenomont connects the job system to the rest of your business: payroll, stock, reporting and the accounts. We use each system's published API (its official way for other software to connect). If the standard connector already does what you need, we will tell you, and you will not need us for that part.
Where the Standard Link Falls Short
These are the gaps we hear about most in trades and field service businesses.
Job costs that miss the accounts
Supplier bills arrive in the accounting software but without a job code, so you cannot see the real cost of a job until someone manually matches them. We route bills through the job system first, or push the job reference across with the bill.
Timesheets retyped for payroll
Field staff clock hours in the job system. Someone exports a CSV, tidies it in a spreadsheet and imports it into payroll. Hours get mistyped, overtime is calculated twice, and payroll is late every fortnight. We connect the two so approved hours flow through.
Stock and materials not tracked against the job
Materials drawn from the van or warehouse are recorded in the job system but not deducted from stock, or they are deducted from stock but not costed to the job. We connect the stock system so both sides agree.
Quoting that does not feed the job
An accepted quote is retyped as a new job. Customer details, line items and pricing are entered again, with the risk of a mistake on every one. We connect the quoting step to the job creation step so the data carries through.
Reporting that needs a spreadsheet
To see job profit, WIP or labour utilisation, someone exports from both systems and builds a spreadsheet. By the time it is ready the numbers are a week old. We feed both data sources into a report that updates itself.
Multi-company or multi-branch setups
Several companies or branches in the job system, but one set of accounts (or several). The standard link may not handle the split. We build the mapping so each entity's jobs reach the right company in the accounts.
What Each System's API Covers
Each job system has different strengths and limits. Here is how we work with the most common ones.
simPRO
simPRO is widely used in electrical, plumbing, HVAC and fire protection. Its built-in accounting link covers basic invoicing. We build on the simPRO API for the rest: job costs with the right cost centres, supplier bills coded to the job, timesheets to payroll, and reporting that shows job margin as the work happens.
API: REST API with OAuth 2.0
AroFlo
AroFlo connects to Xero and MYOB out of the box. We use the AroFlo API when you need timesheets flowing to a separate payroll system, job data feeding a BI tool, purchase orders matched to supplier invoices, or a connection to a system AroFlo does not link to natively.
API: REST API
ServiceM8
ServiceM8 suits smaller trades businesses and already links to the main accounting packages. We build on its API when jobs, materials and staff hours need to reach another system (payroll, stock, reporting), or when the standard link does not code invoices the way your accountant needs.
API: REST API with API keys
Other job systems
WorkflowMax (now BlueRock), Tradify, Fergus, Loc8, FieldPulse and others each have their own API. If your system has one, we can usually connect it. We check what your plan level allows during scoping, because some vendors limit API access on lower plans.
API: Varies by vendor
For a side-by-side look at these systems: simPRO vs ServiceM8 vs AroFlo.
How an Integration Project Works
Free chat. You tell us which job system you use, which other systems are around it (payroll, stock, CRM, accounting), and where things get retyped or fall through the gaps. We tell you whether the vendor's standard connector will do it, or what a custom integration involves.
Scoping and a fixed quote. We look at your systems, your chart of accounts, your pay rules, your stock setup and the way your team actually works. Then we write down what will connect to what, how often, and in which direction, and give you a fixed price.
Build and test. We build the integration using each system's official API, test it with your real data (not just sample records), and run it alongside your current process so you can compare the results.
Go live and handover. We switch it on, watch the first runs closely, and give you written notes on how it works and what to do if something looks wrong. Support afterwards is available if you want it.
What we need from you: someone who knows how the work flows today, admin access to each system, and some of your accountant's or bookkeeper's time to agree how things should be coded.
When You Don't Need Us
The built-in connector does what you need. If simPRO's Xero link sends invoices across with the right job codes, tracking categories and tax, and that is all you need, keep using it. The same goes for AroFlo's and ServiceM8's standard connections.
Your team is small enough that a spreadsheet works. If one person runs three jobs a week and the rekeying takes ten minutes, an integration project would cost more than the time it saves. We will tell you that.
You need to change the job system itself. If the real problem is the software and not the connection, you might need a different job system first. We can help you choose (see software selection), but that is a separate conversation.
Cost and Timing
Costs vary with how many systems are involved, how much data moves and how many business rules the integration must follow. We scope every project and give you a fixed quote after a free initial chat, with a timeline.
Not sure what to fix first? The $5,000 Process & Systems Audit maps your processes and systems and produces a written report on what to connect, change or leave alone.
Who Does the Work
Kenomont is a business systems consultancy founded by Aaron Chambers, with over 20 years building business systems and integrations. You work directly with the people doing the work, not an account manager.
We work with businesses across Australia remotely and travel when a project needs it.
Job System Integration FAQs
Related: systems integration services, trades and field service, simPRO vs ServiceM8 vs AroFlo, when invoices are not reaching Xero or MYOB and reconciling your job system with the accounts.
Your Job System, Properly Connected
We connect the job system to payroll, stock, reporting and the accounts so the gaps that the standard link does not cover stop eating your team's time. Start with a free chat.
Which Job System Do You Use?
Tell us which job system you use, what other systems are around it, and where the manual steps are. We'll tell you honestly whether the built-in connector will do it or what a custom integration involves.
Choosing new software? We'll check the vendor's integration and data claims against your systems before you sign. What to ask
Free initial chat. No sales pressure - if we're not the right fit, we'll say so.
Prefer to talk? Call 1300 470 091
Got a spec or files? Email [email protected]