How Toot Traffic used Traffio to reduce their administration costs.
Established in 2012, Toot Traffic is a family-owned and operated traffic management company offering traffic control, planning and services to businesses across Victoria and South Australia. Toot Traffic strives to be an industry leader and deliver professional, safe and efficient traffic management services.
Evolving Traffic Management administration and scheduling
In the past, Toot Traffic used an inefficient workflow for their administration invoicing, job sheets and forms. Documents and invoices were in a physical format. As a result, Toot Traffic found themselves spending countless hours organising and cross-checking invoicing, seriously impacting their time effectiveness and ability to focus on growth.
Toot Traffic reached out to Traffio as they were looking to modernise and better way to run their operations, improve administration efficiencies, reduce costs, minimise paper usage and allow the business to focus on growth.
Traffio Platform allows traffic management businesses to centralise their core operational processes into the cloud, which streamlines, automates and simplifies the business workflows from the first contact with the client right through to invoicing & payroll.
“We used to spend approximately three full workdays invoicing. This included organising SWMS and job sheets in order from Monday – Sunday and correlating hard copy job sheets/dockets with the employee’s wage records, which was also hard copy form.
It would take one full day just to organise and cross-check everything before even beginning the invoicing through our accounting software.”
As you could imagine, not only did this take away precious time from getting out and gaining more business, with three days a week absorbed in admin duties, it also meant that there was more room for human error with the calculation of hours and rates easily overlooked. And that’s just the invoicing side! “– Karis Britton, Business Development, Toot Traffic.
Traffic management is highly reliant on a casual workforce, so corresponding with your staff quickly & effectively via the Traffio App, around upcoming shifts and getting a response back could be a very time-consuming process.
Before using Traffio, Toot Traffic’s scheduling was solely done by their on-road manager:
“The co-ordination of jobs used to be managed via the on-road supervisor writing who was going in what vehicle to what job daily then text messages were sent for correspondence, as you can imagine this could take hours to coordinate if workers were unavailable or vehicles were getting serviced etc.
A holistic approach to traffic management operations
Traffio’s systems offered Toot Traffic a holistic, digital platform to resolve the inefficiencies in their operations. Traffio’s intelligent booking system allows Toot Traffic to schedule more accurately and smarter, saving time & general expenses across the entire business. Real-time viewing of staff availability, travel times, fatigue, asset conflicts and specific site requirements, means Toot Traffic was always scheduling the right people for the job the first time, improving compliance with every booking and removing the chances of human error from scheduling.
With In-app communication, Toot Traffic was able to resolve their time-consuming scheduling. Toot Traffic can communicate with staff through the Traffio app easily. Job requests are sent directly to the employee; they receive a notification on their phone and quickly respond to shift requests. Now that employees had their Traffio App, they can access job details, attachments, compliance forms, making everything available to their workforce in the palm of their hands.
Traffio seamlessly integrates with leading accounting packages. Traffio’s smart connection enables Toot Traffic to review and manage all the complexities of payroll and invoicing.
“Now it’s as simple as clicking a button and has meant that one person can co-ordinate wages, invoices, job bookings and client development rather than having 2 – 3 staff members so heavily focused on operations and administration.
A future of expansion for Toot Traffic
Since implementing Traffio software into Toot Traffic has reduced their invoicing administration time by 75% and scheduling down to 15 minutes, giving staff more time to focus on other aspects of the business.
“We have also been able to spend more time expanding our business and I truly believe it has come from being able to free up our time thanks to Traffio and focus our time where it is needed most.” – Karis Britton, Business Development, Toot Traffic.
Traffio’s real-time scheduling allows you to view all your jobs, staff and assets immediately.
Streamline operations and eliminate double entry of data with Traffio’s intelligent payroll integration.
Traffio allows you to bulk and automate your invoicing, streamlining your invoicing efficiencies.
Always be connected to your staff with the Traffio App.
Traffio Integrates with popular third-party
software, so you can find more tools to
streamline your operations.
Traffio notifies you when renewal or expiry dates are approaching, helping you manage your safety and compliance efficiently.
Gain immediate and powerful insight into your daily operations to help you understand how to utilise your workforce and grow your business.
With Traffio’s equipment management, you will know exactly where your equipment is.
Digitalise your paperwork by having all your forms and documents stored in one place.
Store all your client and project details on one platform, making it easy to access contact details and booking information.