Quote to job
An accepted quote becomes a job in SimPro automatically, with the right status, assignee and schedule, ready to dispatch.
Service · SimPro automation · Perth + Remote
SimPro automation, without the manual work
Your team should not be manually moving jobs through SimPro, copying data into Xero, and building reports by hand. We automate the field service workflows that slow complex operations down: quote to job, job to invoice, purchase orders, timesheets, Xero sync and custom reporting. Built on the SimPro API. Perth-based, working Australia-wide.
15-20hrs
saved per week for most clients
9+
SimPro workflows we commonly build
<1wk
for a single workflow
Perth
in-person or remote AU-wide
01The problem
The admin overhead that scales with every job
Your office team updates job stages, raises POs, chases timesheets and recreates the same data in Xero, every single job. At scale, it is a part-time role just to keep SimPro current.
Complex field service operations run on SimPro because it handles the job management side well. The problem is everything that surrounds it: the manual handoffs, the data entry between systems, the reporting that nobody has time to build. SimPro has a full API, and these steps follow consistent rules, which is exactly what automation is for.
Done by hand right nowautomatable
- !Quote to job, job to invoice. Each stage transition done manually, one job at a time.
- !Re-keying into Xero. Invoice and PO data copied across by hand after the fact.
- !Chasing timesheet sign-off. Labour captured late or not at all, affecting job cost accuracy.
- !Building cost and margin reports. Exported and reformatted manually, often weekly or monthly.
02Workflows
SimPro workflows we automate
Job to invoice and Xero sync
A completed job creates a draft invoice in SimPro and pushes it to Xero, with line items and job references intact.
Purchase order automation
Job requirements trigger draft POs to the right suppliers, with approval steps kept in human hands where they belong.
Timesheet and labour capture
Technician timesheets are captured, validated against scheduled hours, and flagged for sign-off before job costing runs.
Scheduling and dispatch notifications
Job assignments and schedule changes trigger SMS or email notifications to technicians and customers automatically.
Asset and maintenance job creation
Maintenance schedules trigger recurring jobs in SimPro on the right cadence, linked to the correct asset records.
Custom reporting and dashboards
Job cost vs budget, margin by trade, technician utilisation, or whatever metric matters to your business, on a schedule.
Project cost tracking
Costs, variations and labour roll up to a project-level view automatically, so project managers always have current numbers.
Custom SimPro API integration
Whatever the repetitive step is in your SimPro workflow, we build the integration that removes it.
03Before & after
What it looks like in practice
BEFORE
A trades or construction business finishes a job in SimPro, then the office manually updates the job status, raises a PO for materials used, re-keys the invoice into Xero, and chases the tech to confirm their timesheet. Each step is a separate task, handled by a person, on a delay.
AFTER
Job completion triggers a draft invoice in SimPro and Xero, POs are created automatically where required, and a timesheet summary goes to the project manager for sign-off. The office team reviews and approves rather than building from scratch. Reporting runs itself every week.
04Data & control
Your job data, handled safely
Job data, POs, and financial records are sensitive, so we treat them that way. Automations connect through the SimPro API with scoped access, not shared credentials or screen-scraping. Any step that warrants human judgement, approving a PO, releasing an invoice, authorising payroll, stays with a person.
Every automated action is logged so you have a complete audit trail. If you want the broader data environment locked down too, that pairs with our data loss prevention work.
Built in by default
- ✓SimPro API with scoped access only.
- ✓Approval steps kept in human hands.
- ✓Every action logged for an audit trail.
- ✓Credentials stored securely, never in the frontend.
On a smaller team using ServiceM8? See ServiceM8 automation. Want the broader automation picture first? Start with our main automation service.
05Clients
What our clients say
Josh and the VibeZero team turned a mess of ideas into a working product faster than I thought possible. They actually listened to what we needed, didn't overcomplicate things, and delivered something our team could use straight away. Genuinely one of the best tech experiences I've had as a business owner.
NK
Natasja KleinmanFounder, Flexi Tribe
Working with VibeZero was refreshingly straightforward. No jargon, no upselling, just solid work delivered on time. They understood our business from the first call and built exactly what we asked for. I'd recommend them to any small business looking to actually get results from AI.
BG
Blake GoodDirector, Good Designs
06Related
The full capability list
Consulting, automation, security and training, plus the build and fix work when you need it. These are the eight we lead with; 32 in total. Your AI consultant in Perth, working nationally.
01
AI Consulting
Map your ops, find where AI makes sense, build an implementation plan your team can follow.
Learn more02Automation
n8n, Make, Power Automate, custom integrations. The boring weekly tasks, automated.
Learn more03AI Security & DLP
Stop data leaking into AI tools. Usage policy, M365 controls, Privacy Act and Essential Eight aligned.
Learn more04AI Training
Train your whole team to use AI well. Role-based programs, workshops and coaching across Claude, ChatGPT and Copilot.
Learn more05App Development
Apps, tools, MVPs and internal systems built with AI-assisted dev, with senior engineering oversight.
Learn more06Vibe Code Audit & Fix
Built with Claude, Cursor, Bolt or Lovable? We find what's broken, patch it, hand it back production-ready.
Learn more07AI Agents
Custom agents for CRM, accounting, project management. Built with Claude, GPT and MCP.
Learn more08Agentic Coding
Autonomous coding agents build features end-to-end. We review, steer, and ensure production quality.
Learn more07FAQ
Frequently asked questions
The repetitive operational work: turning accepted quotes into jobs, pushing completed jobs through to invoices in SimPro and Xero, generating purchase orders from job requirements, capturing timesheets and labour costs, dispatching scheduling notifications, and building custom reports on job costs and margins. If your team does it the same way every time, it is automatable.
Yes. SimPro to Xero is one of the most common integrations we build. Completed jobs create invoices in Xero, purchase orders flow through to bills, and payments reconcile back. If you also want broader Xero workflow automation, see our dedicated Xero automation service.
Yes. We pull data from the SimPro API into custom reports or live dashboards: job cost vs budget, margin by trade type, outstanding POs, technician utilisation, and more. We deliver these as scheduled email summaries, spreadsheet exports, or connected BI dashboards, depending on what suits your team.
Yes. Automations connect through the SimPro API with scoped access, not shared logins or screen-scraping. Approval steps that should stay with a person do. Every action is logged so you have a full audit trail. We apply the same security-first approach across all our work.
Yes. We are Perth-based and work on-site across the metro area, and remotely with SimPro users across Australia.