Integrated Construction Management Software with Xero Integration

The Client

Upside Business Group is a well-reputed Australian accounting and technology consulting company with expertise in Xero bookkeeping, management reporting & advisory, payroll, and compliance services. They offer a range of services to help streamline business processes. The client works with multiple construction companies for their bookkeeping, Management reporting & Advisory.

The Challenge

The client found that existing software for the construction industry only focuses on one aspect of construction management: planning, resourcing, project management, and financial and management reporting. There is some software which does all but they are very expensive.

So the client wanted to build a solution for construction consultancy companies which is one integrated software that does the planning, resourcing, project management, and integrated financial reporting. Most small and medium businesses in Australia use Xero as their accounting software.

Moreover, the challenge was to ensure seamless synchronization between the construction management software and Xero, the accounting software used by many small and medium businesses in Australia. The goal was to have real-time updates of the Profit & Loss (P&L) and Balance Sheet (BS).

Project Scope

• Business Analysis: Understanding requirements and workflow.
• Serverless Architecture Development: Scalable and efficient infrastructure.
• Web Application Development: Full-stack development (Frontend + Backend).
• Mobile Application Development: Apps for Android and iOS.
• Excel Add-in Development: Custom reporting tools.
• Worker Role Development: Background synchronization tasks.
• QA & Testing: Ensuring the solution meets quality standards.
• Support & Maintenance: Ongoing support and enhancements.

The Solution

Our Xero development team understood construction consultancy business workflow, processes, and expectations. We suggested to the client a cloud-based serverless scalable and multi-tenant solution. Check the architecture diagram of the solutions below.

Architecture diagram

With the help of our team client was able to achieve his following goals for the software products.

• Document Management: Centralized storage for construction documents (e.g., architecture drawings, contracts, schedules) in collaborative online folders.
• Project Archiving: Ability to archive projects and associated documents.
• Task Management: Task creation and assignment to supervisors and engineers.
• Progress Reporting: PDF reports comparing forecasted vs. actual costs.
• Resource Allocation: Scheduling and tracking using an online Gantt chart.
• Expense Reporting: Budget tracking and reporting by category.
• Supplier and Labor Management: Automatic syncing of supplier expenses and labor timesheets with Xero.
• Invoice Management: Automated invoice creation and syncing with Xero.
• Mobile Reporting: Timesheet reporting and construction progress updates via Android and iOS apps.
• Managerial Approval: Timesheet approval functionality.
• Work Orders and Cost Reconciliation: Management of work orders and project cost reconciliation.
• Super Admin Access: View and manage data across multiple companies.
• Excel Add-In: Custom report generation and automatic data updates from Xero.

We have delivered this solution in multiple phases. it took us 14 months to deliver the complete solution. From 6th month onwards client started using it on live. we are still working with a client on a new set of enhancements.

Engagement Model

Time and Material

Platform/Technology

• Backend:Microsoft Asp.net Core MVC and API v 2.1
• Frontend: Angular 7, jQuery, Other third-party components
• HTML/CSS: HTML5, CSS3, SCSS
• Cloud Infrastructure: Azure scalable cloud service, blog storage, worker role
• Programming language: C#

Results

• Construction Projects worth 10 Million a already been completed.
• 30% Reduction in hosting cost(per month) by scheduled usage of cloud resources.
• Huge time was saved in preparing management reporting for work-in-progress projects.
• Operational efficiency increased resulting in an average of 30% of construction projects getting completed at a lower cost than budgeted.
• Fully Automated Integration with # the 2nd most popular Cloud Accounting Software Xero.com.
• It made them easily fathom profitability
• Increased transparency and trust between management and onsite workers by using a mobile app
• Increased productivity per month per employee.

Project Duration

14 Months

Integrated construction management Software with Xero Accounting software. That significantly enhanced operational efficiency, cost management, and real-time financial reporting. The comprehensive system has streamlined processes, reduced costs, and improved transparency across the board.

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