From paper job sheets
to a platform they own.
How WikiTech replaced manual, error-prone processes with a custom digital platform for Commercial Leisure Services — and is now rebuilding it as a fully owned React application with AI and Xero integration.
The challenge
Two teams. Two sets of manual processes. Both holding the business back.
Commercial Leisure Services operates across two distinct functions — a sales team managing quotes, customers, and contracts, and an engineering team servicing commercial pools, spas, and water features across client sites. Both teams were drowning in manual processes that consumed time, introduced errors, and made it impossible to get a clear view of how the business was actually performing.
On the sales side, figures were being manually copied between PDFs and spreadsheets — a slow, error-prone workflow that made accurate reporting almost impossible and produced uninspiring, low-quality quote documents that didn't reflect the professionalism of the business.
The engineering team faced a different but equally pressing problem. They relied on a paper-based job sheet system from a supplier that had since gone out of business. The sheets couldn't be updated, the stock was finite, and when it ran out, there was no fallback. Beyond the supply problem, paper job sheets offered no traceability, no data, and no ability to analyse patterns or performance across jobs.
WikiTech looked at both problems together and proposed a unified digital solution built on the Microsoft Power Platform — purpose-built for Commercial Leisure Services, not adapted from a generic off-the-shelf template.
Manual data transfer — sales
Figures copied by hand between PDFs and spreadsheets. Frequent errors and significant time wasted on data entry.
Poor quality quote documents
Excel-generated quotes that looked unprofessional and didn't represent the quality of the service being sold.
No centralised reporting
No single source of truth — customer data, spending, and performance figures were scattered across disconnected files.
Paper job sheets — a dead end
Outdated engineering sheets from a defunct supplier. No updates possible. Running out of stock with no replacement plan.
No data from the field
Paper-based engineering records meant no trend analysis, no performance reporting, and no digital audit trail.
Phase one
A custom platform built on Microsoft Power Platform.
WikiTech built two interconnected applications — one for sales, one for engineering — sharing a single Dataverse database and reporting through Power BI.
CRM, quoting & reporting
Replacing spreadsheets with a centralised, intelligent sales platform
WikiTech built a full CRM application using PowerApps and Dataverse — a centralised database that holds all customer, contract, and transaction data in one place. Manual data entry between spreadsheets was eliminated entirely.
Professional quote and invoice PDFs are now generated automatically from within the app, replacing the low-quality Excel outputs that had previously been sent to clients. The Power BI dashboards that sit alongside the CRM give management an accurate, real-time view of sales performance, margins, customer spend, and profitability — updated live, not compiled manually at the end of the month.
Digital job sheets & field operations
Replacing paper with a fully digital field operations platform
WikiTech built a dedicated PowerApp for the engineering team that runs on iPads in the field. Every job — pool maintenance checks, spa servicing, water feature inspections — is now recorded digitally, with all data stored in the same Dataverse database as the sales platform.
Digital job sheets are clearer and more consistent than their paper predecessors. Clients receive digital copies and can sign off work electronically. Job scheduling is managed through the app, and the data collected feeds into Power BI reports that allow management to identify trends, monitor engineer performance, and spot recurring issues before they escalate.
The difference
Before and after.
Disconnected. Manual. Slow.
Centralised. Automated. Clear.
Why this matters
When you own the code, every investment comes back to you.
Most businesses that need a custom platform end up on a SaaS product. They pay per user, per month, forever. When they need a new feature, they request it — and if the vendor builds it, it gets rolled out to every other customer too. Including competitors.
The React platform WikiTech is building for Commercial Leisure Services works differently. The source code belongs to the business. The features built into it are built for them, not for a product roadmap shared with hundreds of other companies. And the cost of running the platform is a fixed Azure hosting fee — not a licence that climbs with every new staff member.
Your investment builds your asset
Development spend goes into a platform you own. Not into a SaaS company's product that benefits all their customers.
Competitors don't get your features
Everything built into the platform is built for Commercial Leisure Services specifically. Your operational advantages stay yours.
Cost scales with infrastructure, not headcount
Moving from ~£250/month in per-user SaaS licences to ~£150/month in Azure hosting — and that cost doesn't rise as the team grows.
No vendor dependency
If WikiTech or any supplier changes pricing or discontinues a service, the platform continues to run. The code is yours.
Cost comparison
Same capability. Lower monthly cost. You own it.
⬤ Current — Power Platform
⬤ New — Custom React app
Results so far
What the Power Platform phase delivered.
Manual processes holding your business back?
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