Case Study: Tenfour x WorkGuru

Tenfour x WorkGuru

About Tenfour

Tenfour is New Zealand's premier end-to-end provider of Audio Visual and Unified Communications technology design, delivery, and support.

With almost two decades in the industry and a team of 40+, they have a history of quality and excellence in service and innovation in the AV and UC industry. Their strong market leadership in the domain and entrepreneurial vision enables us to deliver on all project requirements across industries.

The retirement of WorkflowMax was a catalyst for already persistent need for software change in the business. While WorkflowMax had facilitated project management to an extent, the needs of the business were pushing the boundaries of what was possible, and there were a lot of processes that were vulnerable to changes being made without a visible audit trail.

After consulting with Heidi from Business Sense, WorkGuru direct and alternative software providers, the decision was made to make the change to WorkGuru.

Tenfour not only delivers large projects, often across multiple locations, they also give ongoing support and service agreements to existing clients. They needed software that could support an active and responsive sales team, tracked (and serialised) inventory, ad-hoc costs, procurement across held inventory AND projects, can report on related projects individually and as a whole, movement of inventory between warehouses and on / off projects, delivery of physical goods to multiple, installation time tracking and scheduling and a hybrid of fixed price and charge up service level agreements. As inevitably, project requirements evolve and change over the course of their delivery, there needed also to be the flexibility to keep projects current. Having a close eye on reporting from a budget vs actuals as well as business-wide view is very important to ensure the business health is well monitored as well as practicalities such as commission calculations have integrity

With a significant multidisciplinary team, large volume and size of projects motion and personnel spread across multiple locations….the changeover needed to be carefully managed so that business could keep on operating without downtime. Tracking serialised inventory for warranty purposes was also key to the platform’s suitability

The software changeover provided a good opportunity to also reset some of the team’s processes and ownership and forced some updates to workflows that, though requiring extra thought, ultimately meant that their project management system is a trustworthy source of truth. It provided insights into forecast and actuals at overall and granular project detail, introduced tracked FIFO and serialised inventory and improved key processes to have reporting that was a good fit for individual project managers as well as the senior leadership team to guide for future decision making

The company engaged Heidi Seal to consult and test alongside the team the translation of their new required processes, as well as complete the migration and training from WorkflowMax to WorkGuru.

Finding the right solution

  • Internal Objective: "We had an internal objective to streamline our operations and improve visibility across all facets of our business."

  • Need for Granular and Holistic Visibility: "Our business relies on clear visibility at both a granular project level and across project groups, locations, and project managers. We need the ability to drill down into the details while also maintaining a clear view of the big picture."

  • Opportunity for Operational Reset: "We saw this as an opportunity to reset our operations and implement a tool that not only comprehensively covered our operational needs but also supported leadership-level insights and decision-making."

Before and After

Before Heidi: "We struggled with fragmented data and lacked a unified view of project progress and financials. Our tools didn’t allow us to move between detailed analysis and broader performance insights seamlessly."

After working with Heidi to implement WorkGuru: "With WorkGuru, we now have the visibility and control we need. We're able to track every project down to the smallest detail while also managing overarching project groups and locations. This has transformed how we approach project management and decision-making."

Tenfour has Achieved the Following Through Implementing WorkGuru

  • A successful data migration across large volumes of SKUs, projects and staff members

  • A team confident in using WorkGuru - achieved through twice weekly “office hours” calls to embed training, translate processes, address questions and scaffold the roll out of functionality

  • Great financial controls and visibility by introducing tracked inventory - no need to maintain separate tracking spreadsheets and make manual accounting entries

  • Stronger project data and financial integrity with more narrow workflows to simplify and keep track

  • Greater reporting capabilities within the platform to be able to gather strong insights into project performance and business wide metrics

  • Built in serial number tracking in order to uniquely track serial numbered items on hand and specifically added to projects

  • Progress invoicing approvals that allow more efficient month end process as long as forecasts are maintained correctly

  • Accurate real time visibility of project profit, forecast vs estimate and WIP in real time


Heidi Seal