How Gregor Heating Improved Their Business Processes with Power Platform

Challenge 1: Reporting from multiple data sources across the business

Gregor Heating must provide weekly reports to each house builder specifying: the completed warranty jobs for that week, the invoices for those jobs if applicable and the scheduled visits for the following week.

Working with up to 6 builders all having multiple sites which require individual reports.

Gregor Heating were manually pulling information from various sources, filtering data based on certain criteria, and combining each builder’s data into a final report. This manual task was time consuming, open to human error & simply inefficient for long term success.

Solution: Automated reporting – scheduled to pull data from multiple data sets

A data map was created – sourcing all required data and pulling it into one control table. A set of pre-defined filters (specific to Gregor Heating’s reporting requirements) were specified – producing reports for each house builder and their associated warranty jobs.

Taking this a step further, we implemented a workflow using Power Platform scheduling a weekly, pre-formatted e-mail to each house builder including their specific reports.

This new process has enabled them to gather data in a more automated way – removing any manual consolidation. Efficiency has improved – freeing up time that can be allocated to other areas of the business.

Challenge 2: Manual processes for annual renewals/contracts

Gregor Heating work directly with homeowners – with a proportion of future business coming from repeat annual service jobs. Their annual service process was extremely manual with an onus on individuals scheduling an: internal yearly reminder, contacting each homeowner to advise them of their renewal and then manually booking in a service.

This process relied heavily on individual actions and was extremely time-consuming. This also limited Gregor Heating’s reporting capabilities – as they were unable to produce ‘accurate and reliable’ yearly service job forecasts.

Solution: Mandatory data capture triggering end-to-end customer sales and service processes

With Power Platform, Xperience were able to map out a sequence of workflows and automations based on Gregor Heating’s requirements. From a customer’s service date, a set of workflows now initiate a personalised, pre-formatted ‘service reminder’ email to each customer, a month before their renewal date.

The advanced workflow then performs a lookup, filtering out those customers who have booked a service job. For the remaining customers, they continue the automated workflow receiving a 2^nd reminder email, and a subsequent system generated phone call.

In implementing all the above Gregor Heating are now able to accurately forecast their future service job pipeline – with visibility of this across the business! Power Platform has removed the manual elements and onus on individuals in the business – saving time, reducing human error, and improving their customer service.

Summary

All improvements and benefits that Gregor Heating have seen, stem from their initial work looking at their inefficiencies and pain points.

As well as removing time-consuming manual tasks, prone to error, Gregor Heating now have more control and confidence in their data and business processes – through the adoption of Power Platform.