Delivery plan
Five phases. Each one earns its keep before the next starts.
Timings are indicative and firm up after discovery. The order is deliberate: the hire desk first, then the accounting link that removes the double entry, then the parts that reach outside the office.
Discovery and TSS extraction proof
2–3 weeksA confirmed data map, a working export from TSS, and a fixed scope for phase 1.
- Process walkthrough with sales, ops and accounts
- TSS export test and field mapping
- Xero chart of accounts and nominal mapping review
- Agreed success measures
Core hire desk
6–8 weeksCustomers, equipment, availability and the quote-to-contract flow live for the office team.
- Customer and asset records with full history
- Serialised and bulk stock tracking
- Availability timeline with provisional holds
- Quote → confirm → dispatch → return lifecycle
Invoicing and Xero sync
3–4 weeksThe re-keying stops. Invoices, credits and payments flow between the app and Xero.
- Invoice and credit note generation from hires
- Two-way contact sync with duplicate handling
- Payment and aged-debt pull-back
- Monitored sync log with retry queue
On-site mobile
4–5 weeksThe yard and the crew work from the same live data as the office.
- Load lists and prep ticking on a phone
- Photo-evidenced dispatch and return
- Damage flags raising service jobs automatically
- Offline tolerance for poor-signal sites
Customer portal and reporting
4–6 weeksCustomers self-serve; management gets utilisation and margin without a spreadsheet.
- Quote acceptance and document access online
- Repeat bookings from previous events
- Utilisation, revenue and margin dashboards
- Forecasting against committed bookings
What happens next
The demo in this app is a working prototype of phases 1 and 2 with sample data, built so the team can react to something real rather than a specification. The sensible next step is a walkthrough with the people who'd use it daily, then phase 0.