ERP & Platform Transformation

Overview

Climatech, a multi-division mechanical services and construction business, operated Simpro for field operations and job management alongside Pronto ERP for finance, procurement and reporting. The two systems were disconnected, requiring double manual entry of invoices, purchase orders and receipts. This consumed significant administrative time and introduced accuracy and data quality risks.

This project delivered a custom API integration to automate data flows between Simpro and Pronto, preserving financial system integrity while eliminating manual processing.

The Challenge

The disconnect between Simpro and Pronto created several operational bottlenecks:

• Invoice data from Simpro was manually re-entered into Pronto ERP, creating a time-consuming and error-prone process
• Purchase orders raised in Pronto had no automated link back to Simpro job costing
• The finance team spent hours each day reconciling data between the two systems
• Discrepancies between systems created reporting inaccuracies and delayed month-end close
• High transaction volumes amplified every manual process bottleneck

Technical Project Manager and Business Analyst

Technical Project Manager and Business Analyst, brought into the project to stabilise delivery and lead business-to-technical alignment. Acting as the bridge between the CFO, finance team, operations managers and the development resource, I was responsible for:

• Mapping current-state invoice and purchase order workflows to clarify integration gaps
• Facilitating stakeholder workshops to define functional and data requirements
• Integration scoping, including API endpoints, field mappings, validation logic and exception handling
• Coordinating System Integration Testing and User Acceptance Testing frameworks
• Managing release planning, go-live execution and post-deployment stabilisation
• Producing technical and process documentation for ongoing operational support

Solution Delivered

Designed and delivered a REST API integration between Simpro and Pronto ERP comprising the following components:

• Automated synchronisation of invoices, purchase orders and receipts. Simpro-generated invoices were retrieved by Pronto with full General Ledger (GL) code mapping and legacy financial data alignment
• Purchase order data flows. POs created in Pronto automatically linked back to Simpro job records, ensuring accurate job costing visibility
• Validation rules to identify and prevent data discrepancies before entry into the ERP
• Error queue framework with retry logic and automated alerting for failed transactions
• User-friendly error notification design to support finance and operations troubleshooting
• Standard Operating Procedure (SOP) documentation to guide post go-live operational support

Commercial / Operational Outcome

• Eliminated approximately 80% of manual invoice, purchase order and receipt data entry
• Released approximately 3 hours per day of finance administrative capacity
• Achieved 99%+ data accuracy between Simpro and Pronto through automated validation controls
• Reduced month-end reconciliation cycle time through automated data alignment
• Improved financial reporting accuracy and timeliness across operations and finance
• Established a scalable integration framework that can be extended across additional Climatech divisions or future acquisitions

Systems & Tools