FieldLink Case Study | Axiom Advisory

The problem

Hire runs on phone calls, paper and memory.

Allocating people and machines happens over late night phone calls. Timesheets come back on paper, sometimes signed, sometimes not. Tickets and rego expire without anyone noticing. Then month end arrives and the hire invoice is the one the client disputes.

Who is going where?

Shifts confirmed by text, call and word of mouth, with no single place to see tomorrow.

Expired tickets on site

A lapsed licence, rego or service check is found by the client, not by you.

Timesheets to invoices, by hand

Hours are added up for payroll, then added up again for invoicing, with rates and GST done in a spreadsheet.

How FieldLink works

From allocation to invoice, without the chasing.

01 · Allocate

Send the shift. Get a yes.

Allocate staff and machines to projects, and FieldLink texts each person their start time and site. They tap the link to confirm, and you see who is locked in for tomorrow at a glance.

Shift details sent by SMS
Confirmed or pending, live on one screen
No app download needed for staff to confirm

Shift confirmation arriving by text before sunrise

02 · On site

Pre-start, clock on, client signs.

Operators complete the machine pre-start before clocking on, clock off at the end of the shift, and attach photos as they go. The client signs the docket on the spot, so every hour is agreed before it ever reaches an invoice.

Machine pre-start before clocking on
Clock on and off with photos
Client signature on the docket
Works offline and saves when back in range

03 · Compliance

Warnings before anything runs out.

Keep every licence, ticket, first aid certificate, rego, safety check and service record in one place with its expiry date. Staff upload from their phone, or from a link with no login, and FieldLink warns you before anything lapses.

Staff and equipment documents with expiry dates
Choose the document types your business needs
Early warnings, not surprises on site

Photographing a licence card for compliance

04 · Pay and invoice

Approved hours become pay and invoices.

Once a timesheet is approved, the hours flow through. Get hours and pay by person for any pay period and export to Excel for payroll. Build the client invoice from approved timesheets in a couple of clicks, with rates and GST worked out, and send it to Xero.

Pay rates set for each person
Payroll export to Excel
Invoices sent to Xero
Optional add-on: photo of a paper docket fills the timesheet in

Office running payroll from approved hours

What it looks like in practice

Who does what in FieldLink.

Each person sees what they need and nothing more. Here is how a week flows for a plant hire business with operators across a few projects.

Illustrative example based on how FieldLink is used.

Excavator crew working at a trench on a civil site

Admin
Allocates and approves
Allocates staff and machines to projects, approves timesheets, manages documents and invoices clients through Xero.
Crew
Confirms and clocks on
Approves allocated shifts, does the pre-start, clocks on and off at site, and keeps their own documents up to date.
Client
Signs the docket
Signs off the day's hours on site, so the invoice at the end of the week matches what they already agreed to.
Payroll
Pays from approved hours
Hours and pay by person for the pay period, exported to Excel and ready for payroll or the accountant.

What changes

Fewer calls. Fewer disputes. Paid on time.

Tomorrow is sorted tonight

Every shift confirmed in writing instead of chased by phone.

Compliant on site

Expiring tickets and rego are flagged before they become a problem.

Hours agreed daily

Client signed dockets mean the invoice is already approved when it lands.

One set of numbers

The same approved hours drive payroll and invoicing. No double handling.

Questions

Frequently asked questions

How do we get started?

Book a call and we will set FieldLink up around your crew, your machines and the documents your business needs. You can also open FieldLink and sign in if your account is ready.

Does my crew need to download an app?

No. Staff confirm shifts from an SMS link and use FieldLink in their phone's browser. Documents can even be uploaded from a link with no login.

What if there is no reception on site?

FieldLink keeps working offline. Changes are saved and sent as soon as the phone is back in range.

Does it connect to Xero?

Yes. Invoices built from approved timesheets are sent straight to Xero, with rates and GST already worked out.

Can it handle our paper dockets too?

Yes, as an add-on. Take a photo of a paper docket and FieldLink fills the timesheet in, flagging anything it is not sure of.

Plant, people, paperwork. One place.

Hire runs on phone calls, paper and memory.

Who is going where?

Expired tickets on site

Timesheets to invoices, by hand

From allocation to invoice, without the chasing.

Send the shift. Get a yes.

Pre-start, clock on, client signs.

Warnings before anything runs out.

Approved hours become pay and invoices.

Who does what in FieldLink.

Allocates and approves

Confirms and clocks on

Signs the docket

Pays from approved hours

Fewer calls. Fewer disputes. Paid on time.

Tomorrow is sorted tonight

Compliant on site

Hours agreed daily

One set of numbers

Frequently asked questions

FieldDoc

FieldStamp

Run a hire business?
See FieldLink in action.

Hire runs on phone calls, paper and memory.

Who is going where?

Expired tickets on site

Timesheets to invoices, by hand

From allocation to invoice, without the chasing.

Send the shift. Get a yes.

Pre-start, clock on, client signs.

Warnings before anything runs out.

Approved hours become pay and invoices.

Who does what in FieldLink.

Allocates and approves

Confirms and clocks on

Signs the docket

Pays from approved hours

Fewer calls. Fewer disputes. Paid on time.

Tomorrow is sorted tonight

Compliant on site

Hours agreed daily

One set of numbers

Frequently asked questions

FieldDoc

FieldStamp

Run a hire business?See FieldLink in action.

Run a hire business?
See FieldLink in action.