Our work · Case study

All Waste Water Services

All Waste Water Services maintains domestic wastewater systems across South Australia. Most sites are on an annual contract for four services a year, each one has a council that wants a report, and the technicians cover a lot of road between jobs. Codium built Water Smart, the system that keeps track of all of it: the sites, the contracts, the runs, the service requests, the council reports and the invoices.

Cloud applicationField serviceSchedulingCouncil reportingXero integration
Water Smart dashboard on a monitor in a regional service office
  • ClientAll Waste Water Services, South Australia.
  • IndustryWastewater system servicing.
  • The workWater Smart: a web application for sites, contracts, run scheduling, service requests, council reporting and invoicing.
  • IntegrationsXero for invoices, email for client notifications and council reports.
The brief

Hundreds of sites, four visits a year each, and a council report for every one

Every site needs servicing on a cycle, the sites are spread across towns and districts, each council wants to know the work was done, and every visit has to be invoiced. Before Water Smart, that lived in spreadsheets and a diary. Now sites are grouped into runs by area, runs are scheduled weeks ahead, a technician works through the run on the day, the service record goes to the council, and the invoice goes to Xero.

01

Sites and contracts

Every site with its council, contract type, start date, key number, equipment and notes. Contracts cover annual, half-yearly, quarterly and follow-up servicing.

02

Runs and run sheets

Sites grouped into run sheets by area, such as Murray Bridge or Williston. Each run has a date, a technician and an ordered list of sites with phone numbers and addresses.

03

Scheduling

Pick the runs, set how many weeks ahead to generate, and the system lays out the next cycle of runs from the last run date.

04

Service requests

Call-outs logged with priority, status, technician and call date, tracked to completion and kept in a history against the site.

05

Council reports

Each completed service produces a maintenance report that is sent to the site's council, with a sent flag so nothing is missed.

06

Invoices and Xero

Invoices raised against services and contracts, with status synced back from Xero so overdue invoices show on the dashboard.

Water Smart run screen on a laptop in the cab of a service ute
Runs

A technician's day, in order, on one screen

A run is a day's work for one technician: a list of sites in the order they will be visited, with the client's name, mobile number and address on the line. A toggle marks whether the client needs a phone call first, and a notify button sends the message. When the site is done the technician creates the service record from the same row, so the run and the paperwork move together.

  • Ordered site list with contact details on each row
  • Requires-call flag and client notification from the run
  • Service record created straight from the run
Service requests

Call-outs logged once and followed to the end

Between scheduled runs, people ring with problems. Each call becomes a service request against the site with a priority, a technician, the call date and the details. Status moves from pending through to complete or missed, and the history stays on the site so the next technician can see what happened last time.

  • Priority, status and technician on every request
  • Completion and paid dates recorded
  • Full request history per site
Water Smart service requests list on a reception desk monitor
Water Smart services list with sent council reports on an administrator's monitor
Council reports

The council gets its report without anyone chasing it

Councils require a maintenance report for each wastewater system service. Every service in Water Smart carries the site, the technician, the date and the result, and the report goes to the council from the service record. The services list shows a tick when it has been sent and can be filtered by council, technician, status or date, so the gaps are obvious.

  • Report sent per service, with a sent flag
  • Filter by council, technician, status or date
  • Dashboard count of reports sent over the last ten weeks
Invoices and Xero

Invoices raised from the work and settled in Xero

Services and contracts become invoices with the site, product, service date, due date and amount. Payment status comes back from Xero on a sync, so Water Smart knows what is paid without anyone re-keying it, and the dashboard counts the overdue ones. A non-invoiced services report catches work that has been done but not billed.

  • Invoices from services and annual contracts
  • Status synced from Xero
  • Non-invoiced services report
Water Smart invoices list on a bookkeeper's monitor
Technology stack

How it's built

Water Smart is a single-page web application on an API, with Xero for invoicing and email for client notifications and council reports. Alongside the day-to-day screens it carries the reference data the business runs on, councils, contract types, services, pumps and blowers, and a set of reports: master site list, contract statuses, client run list, number of runs and non-invoiced services.

Single page application

Built in Vue.js as a single page application, for a fast experience without page reloads and the flexibility to evolve as the system grows.

API-focused backend

The backend is built in Laravel and MySQL with an API-first interface, so the web and mobile apps share the same endpoints.

Continuous integration

Automated testing and deployment let us test new builds and update production quickly, so we can release as often as required.

Managed hosting

Amazon's Elastic Container Service runs each service in its own container within a cluster that scales up and down as needed.

Managed hosting

Running a service round on spreadsheets and a diary?

If your work repeats on a cycle, across a region, with someone else wanting proof it was done, this is the kind of system we build. Tell us how you run it now.

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