Is your Simpro set up right? We check. Review. Optimise.
Most Simpro builds carry legacy setups and settings that stop the business getting the most out of it. We find the bottlenecks they cause, from cost centres and reconciliation to security and missing costs, fix them in the order that pays back first, and get Simpro ready for automation.
Cost centres · Reconciliation · Security · Job costs · Ready for automationFour bottlenecks we find most.
Most come from legacy: the original build, settings nobody revisited when new features arrived, and workarounds that became the way things are done. Each one slows the office, hides money or stops automation working. All checked in your live Simpro, not guessed from a questionnaire.
Bad cost centres
Cost centres that don't match how you work, or all posting to one Xero account, so you can't see which kind of work makes money.
Reconciliation issues
Blank or wrong account links, tax codes, deposits and card fees that leave Simpro and Xero disagreeing, and someone matching payments by hand.
Weak security settings
One security group for everyone, so anyone can change prices, delete invoices or see margins. Set by role instead.
Missing costs
Hours never recorded, materials bought outside purchase orders, contractor costs left open. The job shows profit it didn't make.
We also check jobs waiting to be invoiced, overdue reminders, old purchase orders, the phone app and your templates. We look at everything before we touch anything, so the fixes go in the right order. Pay rates aren't reviewed, and the books inside Xero stay with your accountant.
A short report, written for the owner.
Not for a Simpro admin. Every finding says what it means for your business.
The few things that matter now
A one-page summary of what's costing money or giving wrong figures today, and what's already working well.
Every finding, ranked
High: costing money or giving wrong figures now. Medium: causes rework. Low: tidy-up.
The process, drawn out
Where a process is the problem, such as deposits and claims through to Xero, the way we'd run it, drawn step by step.
An action plan with names on it
Numbered steps, each with who does it: you, your accountant or us. The ones to do first are marked.
Questions for you
The decisions only you can make, listed so they don't hold up the fixes.
What we didn't check
Stated plainly, so you know where the review stops.
| Priority | What we found | What it means for you |
|---|---|---|
| High | Every cost centre posts its costs to the same Xero account | Job and business margins can't be read, and your accountant can't trust the split |
| High | Account links left blank, or pointing at Xero accounts that don't exist | Payments land in the wrong place, and Simpro and Xero won't reconcile |
| High | Hours on site never recorded, and materials bought outside purchase orders | Costs never reach the job, so it shows profit you didn't make |
| Medium | One security group for the whole office | Anyone can change prices, delete invoices or see margins |
| Medium | Deposits raised with a setting that can't send an invoice to Xero | Payments arrive with nothing to match against |
Example rows. A real report names the jobs and the dollars.
Every fault, a fix and a name.
A sample plan, set out the way ours are. The first four are the bottlenecks costing money now.
| # | Fix | Who |
|---|---|---|
| 1First | Switch off the default deposit setting and go back to progress-claim invoices | Us |
| 2First | Give every account link in Simpro a Xero code that exists, starting with the blank ones | Us, with your accountant's OK |
| 3First | Map each cost centre to its own income and cost accounts in Xero | Us, with your accountant's OK |
| 4First | Agree how hours and materials reach each job, then set it up | You decide, we set it up |
| 5 | Set security groups by role: who can price, invoice, delete and see margins | You decide, we set it up |
| 6 | Turn on overdue invoice reminders | Us |
| 7 | Move large builds from service jobs to project jobs, for staged claims and variations | Us, with you |
| 8 | Close old purchase orders and contractor work orders | Us, once you confirm they're finished |
| 9 | Cut the phone app's payment options down to the ones your techs use | Us |
| 10 | Fix the invoice template so zero-quantity lines and duplicate totals stop printing | Us |
Then one test job, end to end: a deposit paid by bank transfer, another paid by card, and a final invoice, each checked in Xero, so you can see it working before you rely on it.
Find it. Fix it.
- 01
Fifteen minutes first
You tell us how you quote, schedule and invoice, and what's bothering you about Simpro.
- 02
A login, nothing installed
You give us a user in your Simpro. Nothing else to install.
- 03
We find the bottlenecks
We go through the whole build and write up each bottleneck, what it costs you, and how to fix it.
- 04
We agree the order
Report in hand, we go through it with you and agree which fixes go first.
- 05
We fix them
In the order that pays back first, with your OK on each. Or hand any of them to your own team. Our login comes off when the work is done.
A clean build first. Then automation.
Automation on a messy Simpro just makes the mess faster. Once cost centres, accounts, security and costs are right, workflows, JustAsk, the Simpro Lightning agents and anything we connect through the API have real figures to work with.
Review questions.
Do you fix what you find?+
Yes. We look at the whole build first so the fixes go in the right order, then fix what you approve, starting with what pays back first. You can hand any fix to your own team instead.
Do we need Simpro Lightning?+
No. We review the build you have, Lightning or not.
Do you look inside Xero?+
We check what Simpro sends to Xero and what comes back: account links, tax codes, payments and fees. The books inside Xero stay with you and your accountant.
What does it cost?+
The review is quoted before we log in, and the fixes are quoted once you've seen the report.
Who sees our data?+
Only the person doing your review. The report goes to you, and our login comes off your Simpro when the work is done.
Is your Simpro costing you money?
Fifteen minutes. Tell us how you quote, schedule and invoice, and we'll tell you whether a review is worth doing.
Hayden Nosatti · Leadout · Sydney