This HVAC and plumbing and electrical contractor needed more detailed and more timely information about job costings in order to make better business decisions. Prevail helped the company to move onto new cloud-based software with bespoke reporting.

SDH Air Conditioning Services provides a comprehensive range of air conditioning, ventilation, HVAC, heating, plumbing and electrical building services, including design, installation, maintenance, testing and commissioning.

The Bolton-based business has grown organically since it was founded in 2005. By 2019, Yvonne Hunt, Accounts Manager at SDH, realised that the business had outgrown its existing accountancy service.

“We needed more real-time information,” explains Yvonne. “Instead of basing decisions on end-of-year accounts, we needed to be making more informed decisions month to month.”

Yvonne began speaking to Prevail Accounting in August 2019.

“Our financial year ends at the end of September, so we could either make the switch then or wait another year,” explains Yvonne. “It was a bit frightening to be honest; could we do it in time?”

SDH chose to upgrade its accounts software as part of the switchover. It migrated onto the cloud-based accounts software recommended by Prevail.

Yvonne says, “We weren’t sure we could do it in two months, but it all went very smoothly. Prevail was very hands on and gave us all the support we needed.”

The decision was proved to be very timely. In March 2020, when the UK Government announced the first pandemic lockdown, the Accounts team at SDH were required to work from home. The previous accounts software had been installed locally on desktop computers, which would have made remote working impossible. The new, cloud-based software recommended by Prevail enabled the team to work from home effectively and safely.

“We would have struggled without the support of Prevail through the pandemic because we wouldn’t have had an option to work from home,” says Yvonne. “Prevail also supported us with assistance with administering the furlough scheme and understanding the changing employment and tax liabilities.”

At the same time as moving to a cloud-based accounts software, Prevail helped SDH to switch from a manual process for handing invoices to a new, automated system. Instead of being printed and filed, invoices are now either simply scanned in or drag-and-dropped from emails. An automated approvals process and direct integration with the accounts software ensures the administrative burden for the team is kept to an absolute minimum.

Yvonne says, “Without this, I don’t think we could have managed through the pandemic. Plus, as we got bigger as a business, I don’t think we could have handled the amount of paperwork.”

In fact, between 2019 and 2022, SDH grew its turnover by 35 percent and the number of people it directly employs has increased from 17 to 25. During this period, the number of invoices being processed rose from 500 per month to 1,500 per month.

“We’re managing this with the same number of staff in the accounts office because the new software has streamlined our processes so much. It’s also saving us on paper and printing costs,” reports Yvonne. “Our growth is partly down to Prevail as well. Through their support we are able to be much more proactive as we now have the real-time information we need to make much better decisions on an ongoing basis.”

Accurate job costings on a project-by-project basis is one key area in which Yvonne wanted to see better information and analysis. To meet this need, Prevail Accounting developed specific reports to provide detailed per-project breakdowns.

“The new reports factor in the detailed job costings for every project, including holiday entitlement and National Insurance contributions. One hundred percent of all labour costs can be accurately attributed to a project,” Yvonne explains. “That’s something we didn’t have before. Other payroll packages simply don’t provide this information, so they don’t give us a true reflection of the cost per job. What Prevail has delivered for us is really good. It works great for us; it gives us all the information we need for good decision making.”

Yvonne and the rest of the management team now have accurate, real-time information at their fingertips. Prevail also supports SDH’s management board at its monthly planning meetings.

“The support I get from Prevail Accounting is absolutely massive for me,” says Yvonne. “They are very hands on, they know our business as well as I do. They are very forward-thinking and they don’t stand still. We’re always thinking about how to save money, tie our systems together and do things better. Switching to Prevail Accounting was the best thing we ever did, honestly. Prevail helps us all the way; every step.”

Would you like to digitally transform your business’ accounts operations and reporting in order to streamline processes and boost growth just as SDH Air Conditioning Services has?

Call Prevail today on: 01706 550 825.