Surrey Tech Services

From Spreadsheets to Streamlined Service

Surrey Tech Services has been delivering fire safety and electrical compliance services since 2015. As the business grew, so did its challenges. Operations were increasingly difficult to manage with manual systems, and the potential of Simpro was largely untapped.

When Dave Hemsley joined as Operations Manager in 2023, Simpro had been in place for years but was barely being used. Maintenance contracts were tracked in Word, quotes were manually written, and job information was often missing key details.

“They had Simpro, but it had never been fully implemented. Most things were still being done manually, and the system had been completely underutilised,” said Hemsley.

Fixing the Foundations with Maintenance Planner

Hemsley’s first priority was the maintenance workflow. After facing initial setup challenges, he engaged a third-party Simpro specialist to help structure contracts properly and upload data from Excel. Once the Maintenance Planner was correctly configured, it transformed their approach to recurring work.

“Once it was live, it changed everything,” he said. “Now, we can schedule monthly services, assign jobs, and keep everything consistent.”

Smarter Quoting and Faster Onboarding

Quoting also got a major upgrade. The team moved away from Word documents and manual follow-ups to using Simpro for automated quotes with electronic signatures. Once a quote is accepted, the contract data flows directly into the system.

“It’s a massive time-saver. One quote, one contract, and it all comes back signed and ready to go,” said Hemsley.

This streamlined process also made it easier to onboard a new salesperson and a service administrator. Hemsley created step-by-step Scribe walkthroughs to simplify training and ensure everyone followed the same process.

Bringing Order to Operations

With 30 employees, including 20 technicians, Surrey Tech Services has brought clarity and consistency to how jobs are managed.

Highlights include:

• Custom fields that prevent incomplete site setups and ensure accurate job and invoice data
• Simpro Mobile for tracking engineer check-in and check-out times, signatures and location data
• Engineer tracking for service confirmation and accountability with clients
• Scripts and job card templates that improve professionalism and reduce formatting issues

Hemsley also discovered and trialled the customer portal, which allows clients to manage their own job requests. After a successful test with one customer, plans are in place to roll it out to larger accounts.

Laying the Groundwork for Scalable Growth

Simpro is now at the core of Surrey Tech Services’ day-to-day operations. From quoting and contract signing to job tracking and invoicing, the system has replaced fragmented workflows and brought consistency across the business.

From enhanced visibility and automated admin to improved data capture, field accountability, and upgraded client self-service; the platform is delivering significant value across the board.

And the results are clear:

• Admin time reduced by at least 5x across quoting, contracts and service management
• Contract value has grown 2–3x in just over a year
• Two full-time roles’ worth of admin time saved through better systems
• Improved data accuracy, visibility and control across the entire business

Still Just Getting Started

While progress has been significant, Hemsley is still finding ways to get more from the system. From experimenting with BI reporting to creating a centralised parts list, his focus is on continuous improvement.

“Every week we find something new we can improve. The system works, and it’s giving us the visibility and structure we need to grow,” he said.