As service businesses grow, operations often become complex, fragmented, and difficult to manage. Different teams use different tools, processes vary by location, and owners lose visibility across the organisation. This was the situation Best in OZ Services faced before partnering with Xenxcel.
Operating across four Australian states with more than 50 staff, Best in OZ Services had reached a growth stage where manual processes, scattered systems, and inconsistent workflows were slowing down productivity and limiting scalability.
This is the story of how Xenxcel helped transform their operations—starting from an initial strategy discussion to implementing Jobber as a unified, organisation-wide platform.
The Initial Consultation: Identifying the Real Problem
When Best in OZ Services first approached Xenxcel, the core issue seemed operational: scheduling inefficiencies, communication gaps, and administrative overload.
However, during our discovery sessions, we uncovered a deeper challenge:
- Multiple systems across different states
- Separate business identities and operational silos
- Inconsistent processes between teams
- Limited central visibility into jobs, staff, and performance
- Time lost in manual coordination and reporting
Instead of just recommending software, Xenxcel focused on the long-term scalability of the business.
Strategic Advice: Move to a Single Business Domain
One of the key strategic recommendations from Xenxcel was to transition from fragmented operational structures into a single, unified business domain.
Why this mattered
Operating under multiple domains or disconnected systems creates:
- Duplicate data
- Inconsistent customer experience
- Complicated reporting
- Inefficient marketing and branding
- Difficulty scaling operations
By consolidating into a single domain and centralised operational model, Best in OZ Services could:
- Standardise processes across all states
- Improve brand consistency
- Simplify reporting and analytics
- Enable faster growth into new regions
- Reduce operational overhead
This strategic decision laid the foundation for the next step: technology implementation.
Selecting the Right Platform: Why Jobber
After analysing the business model, team structure, and operational needs, Xenxcel recommended Jobber as the core service management platform.
Key requirements
The platform needed to:
- Support multi-state operations
- Handle scheduling across large teams
- Provide real-time job tracking
- Streamline quoting, invoicing, and payments
- Improve staff productivity and accountability
- Offer clear visibility for management
Jobber was selected because it met these needs while remaining simple, scalable, and staff-friendly.
Implementation Across Four States and 50+ Staff
Xenxcel managed the entire implementation process, ensuring a smooth transition with minimal disruption.
Phase 1: Process Mapping
We first documented:
- Current workflows
- Job lifecycle stages
- Staff roles and responsibilities
- Communication flows
- Reporting needs
This ensured the system would reflect real business operations.
Phase 2: System Configuration
Jobber was configured to match the organisation’s structure:
- Centralised customer database
- Standardised job templates
- Automated scheduling workflows
- Role-based staff access
- State-specific operational settings
Phase 3: Data Migration
All existing data was:
- Cleaned and standardised
- Merged into a single structure
- Imported into the new system
This eliminated duplicate records and inconsistencies.
Phase 4: Staff Training
With more than 50 staff across four states, training was critical.
Xenxcel delivered:
- Role-based training sessions
- Step-by-step operational guides
- Onboarding support for field staff and office teams
- Ongoing support during the transition
The Results: Organisation-Wide Efficiency
After the implementation, Best in OZ Services experienced significant improvements across the business.
Operational Improvements
- Centralised scheduling across all states
- Real-time job status visibility
- Faster quoting and invoicing
- Reduced administrative workload
- Consistent workflows across teams
Productivity Gains
- Less time spent on manual coordination
- Faster job assignments
- Improved staff accountability
- Clearer communication between field and office teams
Management Benefits
- Unified reporting across all locations
- Better forecasting and planning
- Simplified expansion into new areas
- Stronger brand consistency under one domain
The Bigger Impact: A Scalable Business Foundation
The goal wasn’t just to implement software—it was to build a scalable operational foundation.
By moving to a single domain and adopting Jobber across the organisation, Best in OZ Services now has:
- A unified system across four states
- Standardised processes
- Centralised customer data
- A platform ready for future growth
This transformation positioned the business for efficient expansion, stronger brand presence, and improved profitability.
Xenxcel’s Approach: Strategy First, Technology Second
What made this project successful was Xenxcel’s approach:
- Understand the business challenges
- Recommend the right strategic structure
- Select the appropriate technology
- Implement with minimal disruption
- Train teams for long-term success
Technology alone doesn’t solve operational problems. The right strategy combined with the right system does.
Looking Ahead
With Jobber now powering their operations, Best in OZ Services is better equipped to:
- Scale into new states
- Add more staff without increasing complexity
- Maintain consistent service quality
- Improve customer experience
- Increase operational efficiency
Need Help Scaling Your Service Business?
If your business is growing but operations feel chaotic, it may be time to rethink your systems and strategy.
Xenxcel helps service businesses streamline operations, implement the right tools, and build scalable digital foundations.
Visit xenxcel.com or call +61 424 804 645 to learn how we can help transform your operations.