solarBrisbane, QLD12 employees

How a 12-Person Solar Installer in Brisbane Cut Admin by 60%

60% less admin. Same team. More jobs.

60%Reduction in admin time

The Challenge

What they were dealing with

This Brisbane-based solar installer was running 15-20 jobs per week with a team of 12 — and the owner was spending 3+ hours every evening on admin. Quoting was manual, done in spreadsheets with STC values looked up by hand. Follow-ups happened when someone remembered. Invoices were sent days late, and payment chasing was a weekly headache.

The business was growing, but the admin wasn't scaling. The owner was considering hiring a full-time office manager at $65,000/year just to keep up with paperwork.

They'd tried ServiceM8 for job management but found it didn't automate the actual admin — it just gave them another system to manually update.

The Solution

What Gridwolf built for them

Gridwolf connected to their existing Xero account and set up automated quoting that pulls live STC values and generates quotes in under 2 minutes — down from 20+ minutes manually.

Follow-up sequences were configured to trigger automatically based on quote status. If a customer hasn't responded in 48 hours, they get a personalised follow-up. If they haven't responded in 7 days, the owner gets a notification to make a personal call.

Invoicing was automated to trigger on job completion. Payment reminders go out automatically at 7, 14, and 30 days overdue. The owner no longer chases payments manually.

The Results