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From signing to running

Reckon on three to four weeks before everybody is working in it. The engineers switch quickest, because they need ten minutes of explanation. The accounts team is last. They only move once an invoice run has been through it.

  1. Day 1

    The environment is up

    We do

    We set up your environment, with your name, your logo and your colours.

    You do

    You supply the logo and say who the first users are.

  2. Week 1

    Your data goes in

    We do

    We load your contacts, materials and sites from whatever you have. An export from your current system will do, and so will a spreadsheet.

    You do

    You check the list. This is the moment to clear out duplicate contacts. Move across what you no longer use and you do the work twice.

  3. Week 1–2

    Your paperwork is right

    We do

    We turn your quote, invoice and job sheet into templates, including the layout your larger clients prescribe.

    You do

    You put your current documents alongside and say what needs to change.

  4. Week 2

    Engineers first

    We do

    Ten minutes of explanation. It is not longer than that, because there is no more to explain.

    You do

    You have them fill in real job sheets for a week alongside what they do now. That is the only week with double work and it is there on purpose.

  5. Week 3

    The office moves over

    We do

    We sit in for the first few days and watch where you get stuck.

    You do

    You start new jobs in Platrom and let running projects finish in the old system. Moving them halfway costs more than it delivers.

  6. Week 4

    The first invoice

    We do

    We go through the first invoice run with you, line by line.

    You do

    You decide whether the old system can go. Not before.

Where a switch goes wrong

Three things we would rather say beforehand than explain afterwards. They apply to any system, not only to this one.

Wanting everything at once
Move ten people over on a Monday and on Tuesday you have ten people with questions and nobody answering them. Start with the engineers: the biggest group, the shortest explanation and the fastest result.
Moving live projects across
A project that is halfway has a budget, hours booked and interim invoices already sent. Moving that costs more time than letting it finish in the old system. It also produces figures that no longer reconcile with anything.
Bringing the mess with you
Four thousand contacts of which six hundred exist. A materials file with 2019 prices. Moving over is the moment to leave that behind. Afterwards nobody ever does it.

What we do with a new client

While an environment is being set up, a checklist runs alongside it: which steps have been taken and which have not. That list sits on our side and is not a formality. It is there so a client who gets stuck halfway becomes visible before they give up.

If you get stuck, you ask the question inside the system itself. We can only look over your shoulder if you allow it, and that session appears in your own audit log. Exactly how that works.

What you could have to hand

  • An export of your contacts from your current system or your bookkeeping.
  • Your logo, plus a quote and an invoice as they look now.
  • The hourly rates and premiums you work with.
  • The names of who will be signing in and what they may see.

Start with half an hour

In the demo we also talk about what switching would cost you in time in your case. That is a fairer conversation than a price with no effort attached to it.

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