// case study · field-ops app
One platform to run every job, on site and in the office.
FWC Design & Build replaced four disconnected tools with a unified job management system, cutting admin time, ending manual timesheet entry, and giving the team real-time visibility across every project.
construction & maintenancelondon, uk10–15 staff on the platform
// key figures
4 1
systems replaced for job creation
100%
daily field-staff adoption
Same day
invoice generation after job completion
// the problem
Four tools, one team, zero visibility.
FWC's operations ran across ConnectTeam, Excel spreadsheets, Xero, and WhatsApp, and none of them talked to each other. Creating a single job meant entering the same data multiple times.
Timesheets were compiled by hand every week, photos were filed by date instead of by job, and critical instructions disappeared into WhatsApp threads with no audit trail.
Where the time went
Duplicated job creation. Every new job needed data entry across Excel, Xero, ConnectTeam, and email. Four steps for one job.
Manual timesheet entry. Weekly timesheets were assembled by hand from multiple sources, so errors crept in and nobody had a live view.
WhatsApp chaos. Job instructions, progress updates, and client notes were scattered across unorganised group chats.
Photos filed by date. Site photos were saved by date rather than by job, making retrieval at invoicing slow and unreliable.
// the solution
A single platform built around how field teams actually work.
Kaizen Hub designed and built a custom platform with two interfaces: a web admin dashboard for the office and a mobile app for field staff. The design principle was job-first. Every action is anchored to a specific job rather than a time slot or a calendar event.
before
Excel spreadsheet
Xero with manual entry
ConnectTeam
Email and WhatsApp
after
One unified platform
Xero integration, pull-only access
Live location tracking
Job-linked chat
// what we built
Everything the job needs, on one screen.
Job dashboard with today's schedule, directions, and one-tap clock in and out
Per-job task lists with progress tracking and field-editable checklists
Job-linked chat with @mentions, read receipts, and a full audit trail
Automatic time tracking with weekly summaries broken down by job
Geofencing prompts that surface the clock-in option when staff arrive on site
Emergency job creation from mobile, with instant office notification
Job activity log showing acknowledgements, schedule changes, and updates
Xero-connected expenses for live profit and loss reporting on every job
// how the mobile app works
Six screens, one source of truth.
01
Jobs
Today's schedule with directions and clock-in actions ready on arrival.
02
Job detail
Overview, tasks, notes, photos, and activity gathered in one view.
03
Tasks
Checklist progress, with tasks staff can add themselves in the field.
04
Chat
Job-linked threads with seen receipts and @mentions, all on the record.
05
Time log
Weekly hours broken down by job and by date, captured automatically.
06
Emergency
Urgent jobs raised from the field in under a minute, office notified instantly.
// outcomes
From fragmented to fully operational.
Job creation simplified
A four-system workflow became a single creation flow. Information is entered once and propagates across the platform.
Timesheets without the admin
Clock-ins are captured automatically by job, so nobody consolidates hours from multiple sources any more.
Communication on the record
Job-linked chat replaced WhatsApp. Every message, instruction, and acknowledgement is searchable against its job.
Same-day invoicing
With costs and time aggregated per job, invoices can be prepared the day a job is completed.
Live profit and loss per job
Expenses pull directly from Xero and match to jobs, giving management a real-time view of profitability.
Field staff actually use it
Built to be simpler than the tool it replaced. Job-first navigation, geofencing prompts, and reminders drove 100% daily adoption.
// start here
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