Brian from Airtech NZ shares how Kynection’s customisable platform and seamless Xero integration transformed job visibility, simplified invoicing, and accelerated client payments, freeing up the small office team to focus on core business operations.
Managing hundreds of job completions monthly across residential and commercial properties, Airtech NZ faced bottlenecks in job verification, invoice processing, and customer payment reconciliation. The real-time mobile job capture platform reduced job checking time by 85–95%, enabling faster invoice processing and improved cash flow for the growing service business.
The Challenge
Airtech NZ operated with manual job verification and invoice processing, creating delays between job completion and customer billing. Before implementing mobile job capture, three critical challenges impacted cash flow and operational efficiency:
- Job Verification Bottleneck: Office staff spending 2–3 hours per working day manually reviewing handwritten job forms, checking completeness, and creating invoices
- Invoice Processing Delays: 3–5 day lag between job completion and invoice delivery to customers, delaying customer payment and cash flow
- Data Entry Errors: Manual transcription from handwritten forms to digital invoices creating discrepancies and customer disputes
The Business Imperative: Why Simplicity and Visibility Matters
Q: What were the key problems you faced before working with Kynection as a technology partner?
Brian: We’ve been operating for some time and with the COVID lockdown last year, I had time to really sit back and think about what I actually want to do.
It was really hard to see where my workforce was at. Are they at the job? Is that open? Has it been finished? That used to be a two to three hour exercise to check the hours against the jobs!
The billing wasn’t being done in a timely manner every day. There are only three of us in the office, and we realised we could use technology to take care of that.
KIM has given us the visibility to look at what’s going on within the business financially and on jobs. Now we’ve got KIM hooked into Xero and everything runs smoothly between them.
Q: How did Kynection approach customising the system to suit your requirements during the implementation phase?
Brian: We’ve now got a really clever piece where the bills out of Xero are sent back into KIM so that we can see them on the screen. It’s been custom-built for our business.
Transformation: Before and After Kynection
| Dimension | Before Kynection | After Kynection |
| Job Status Visibility | Difficult to determine where workforce is; manual checking of job status against hours (2-3 hour exercise) | Real-time visibility of job status and workforce location; instant access at job lock-off time (6pm) |
| Hours Tracking and Accountability | Manual process; staff required to submit hours; inconsistent submission; enforcement challenging | Automated via job lock-off at 6pm; complete hours visibility; staff incentivised through payment linkage; consistent completion |
| Invoicing Process | Time-consuming; billing not done in timely manner every day; complex manual process | Half-hour invoicing process; invoices sent out daily; simplified with all information centralised |
| Client Payment Speed | Slow payment turnaround due to invoicing delays | Faster client payments resulting from timely daily invoicing |
| Financial Visibility | Limited visibility into business finances; difficult to see financial status at a glance | Clear real-time financial visibility; KIM integrated with Xero; financial and job data aligned on screen |
| System Integration | Separate systems operating independently; manual reconciliation required between job and accounting data | KIM seamlessly integrated with Xero; Xero bills sent back into KIM for screen visibility; automatic data flow |
| Office Operations | Three-person office managing complex manual processes; significant administrative time consumed | Three-person office with automated processes; administrative burden reduced; team focused on core business |
| Data Accessibility | Information scattered across systems; difficult to retrieve; time-consuming searches | All information centralised in KIM; easily accessible; visible on screen in real-time |
| System Flexibility | Limited to competitor offerings; forced to adapt business processes to system requirements | Custom-built for Airtech’s specific needs; flexible approach; system adapts to business, not vice versa |
| Billing Customisation | Standard billing processes with no customisation options | Custom billing features built to match Airtech’s specific workflows; Xero integration customised for visibility |
Daily Operations and Real-Time Benefits
Q: What are some key examples of how the technology helps your business on a daily basis?
Brian: One of the biggest challenges we had goes back to my consulting days of getting staff to do the paperwork. When they close out a job they have to put in their hours, and I usually lock the jobs at about six o’clock at night. By locking the jobs it means I’ve got their hours. If they don’t do it, they don’t get paid.
With Kynection, I have the information by six o’clock and I’ll just spend half an hour invoicing out really easily. Because everything is there, I just hit the button. So now I’m able to send invoices out and clients are suddenly paying us a lot quicker.
Q: How would you summarise the benefits that Kynection has provided to Airtech?
Brian: It’s about keeping the business simple, because too many parts makes things complex.
I looked at other competitors and they have all the singing and dancing but they have key things missing. You have to do it their way and I don’t run my business like that. I don’t think we’re unique in that. We wanted something that gave flexibility to our business, and that’s what KIM does.
Regulatory Alignment
Airtech NZ operates under New Zealand WHS (Health & Safety at Work) requirements for HVAC installation and must maintain documented job records, completion evidence, and safety compliance. The real-time mobile job capture platform provides automatic documentation of work completed, safety checks, and customer sign-off—creating audit-ready records that support compliance with building code requirements and work health & safety obligations.
Key Outcomes
- Complete audit trail of job completion and safety checks supporting WHS compliance
- 85–95% reduction in job checking time, freeing office staff for higher-value administrative tasks
- Same-day or next-day invoice generation improving customer satisfaction and cash flow
- Eliminated manual data entry errors through real-time digital job capture from field to office
- Faster customer payment cycles reducing working capital requirements for the growing business
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