Clients
SameRock Energy / Dublin and Meath

How an Irish BER firm transformed the way it works, and built a business that scales

SameRock was winning the work, but every job, report and invoice still moved by hand, mostly through the owner. We transformed how it runs: clean systems for the repetitive work, real visibility over jobs and revenue, and the capacity to take on more work without more admin.

Before

Picture a normal morning at SameRock.

Engineers work from a Google Sheet, the schedule lives in Google Calendar, and invoices sit in Sage. Nobody knows a client has paid unless they email to say so.

Emails, reminders and finished reports all go out by hand. None of it is hard, but all of it lands on the owner and the admin team.

What that was costing

  • 11+ hrs

    a week, per employee, on manual admin and the errors it causes

    Admin hours

    Daily re-typing, chasing and reminding, plus the errors from keying each job in twice. It grows with every new job, not with the team.

  • 1 in 5

    jobs, roughly, held up waiting on information

    Things slip

    Reminders get missed and jobs stall waiting on a document. Slow turnaround is what clients remember, and what they review you on.

  • 38+ days

    the longest wait on an unpaid invoice

    Cash comes in late

    Invoices go out when the office gets to them. Late invoices get paid late, some never get chased, and cash flow swings month to month.

  • Capped

    jobs per week, whoever is free

    Growth hits a ceiling

    Demand kept climbing, but capacity was set by what the office could coordinate. Hiring only made that harder.

The business was winning the work. It couldn't grow past its own admin.

What we built

  1. One system, one view of the business

    Problem
    Jobs and invoices tracked in Google Sheets, priced by hand, with the schedule kept separately in calendars.
    Cost
    No reliable answer to what was booked, delivered or paid, and hours lost reconciling it by hand.
    Fix
    One system for jobs, engineers, estate agents and payments, with pricing set by job type and dashboards for revenue, cash collected and invoice status. So the owner can see the real state of the business at any time.

  2. Engineers run their own work

    Problem
    Engineers kept their own record of their jobs, and every detail passed back through the office.
    Cost
    Admin was the bottleneck on every job. Jobs stalled waiting on information, and clients felt the delay.
    Fix
    Jobs, times and addresses reach each engineer automatically. Info requests go straight to the client, and finished reports are renamed, filed and sent from the field. So delivery no longer needs admin in the loop.

  3. Invoices out, payments in

    Problem
    Invoices were created and sent by hand, and reminders went out when someone remembered.
    Cost
    Cash held up on work that was already finished, and some invoices never chased at all.
    Fix
    Invoices go out within the hour of a job finishing, followed by staged reminders and a thank-you once paid. So getting paid no longer depends on anyone's memory.
    See the finance automation

  4. Nothing runs on memory

    Problem
    Daily job reminders, MPRN chasing, and the same routine emails written over and over.
    Cost
    No time left to work on the business, and slower turnaround whenever something was missed.
    Fix
    Reminders and MPRN requests send themselves, and AI drafts the routine replies for the office to check. So the day is no longer built around remembering things.
After

What the owner sees now

  • Revenue

    By engineer

    Which relationships actually pay. Time goes where the revenue is.

  • Cash collected

    Monthly

    Invoices out the same hour a job finishes. Cash arrives on schedule.

  • Automations

    Always on

    One finished job sets off the invoice, the reminders and the report. Nobody has to start it.

  • Jobs per week

    Past the cap

    More work, same office. Capacity is no longer capped by admin.

NobleFlow has shaved off nearly 20 hours of work a week for me and the team. What I like most is finally having the brain space to focus on what's really important (and fun).

Eugene M.Managing Director, SameRock Energy
Finance automation

Before

  • Invoices waited

    They went out whenever someone in the office got to them.

  • Nobody chased

    No reminders, so late payers were left alone. The longest wait on an unpaid invoice: 38+ days.

  • Payments went unseen

    Staff waited on clients to say they'd paid.

What we built

  1. Automated Invoicing

    1. The job is automatically marked complete in the system
    2. The invoice is created in Sage
    3. It's emailed to the client, attached as a PDF

    Result 8 minutes saved on every invoice

  2. Reminders on Autopilot

    1. Still unpaid 7 days after it's sent? A reminder goes out
    2. Another at 28 days
    3. Then every 28 days until it's paid, with the invoice attached each time

    Result Every unpaid invoice gets followed up

  3. Payment Confirmed

    1. The payment lands in Sage
    2. The job is marked paid
    3. A thank-you goes to the client, and the right staff member is notified

    Result Nobody has to ask whether a client has paid

  • 85%

    of finance admin removed

  • 7-12 hrs

    saved per admin person, weekly

  • 8 min

    saved on every invoice

  • 0

    invoices missed or left unchased

Why it matters

  • Cash in sooner

    Invoices leave the same hour the job is done. Late payers hear from you automatically.

  • Nothing slips

    Sending, chasing and confirming no longer depend on someone remembering.

  • Office time back

    The hours spent invoicing and chasing now go on clients and the work.

Onboarding system

How it works

  1. Step 1

    New engineer added to the system

  2. Step 2

    Their Drive folder, calendar and engineer access are set up

  3. Step 3

    One email gives them a step-by-step setup guide

Created automatically

  • Google Drive folder
  • Google Calendar
  • Engineer access to the system

Inside their engineer dashboard

  • Written SOP
  • Recorded guide
  • Their own jobs

~2.1 hrs

saved per new hire

Eugene used to do it all himself: the Drive folder and calendar, the access, the back-and-forth, then a walkthrough of the system from scratch. Now it happens without him, the moment they're added.

Why it matters

  • Productive sooner

    Set up in about ten minutes, then straight into their own jobs. Paid hours go on work, not waiting around.

  • Built to keep people

    Everything ready on day one, nothing to chase. A good first week is the cheapest retention there is.

  • Fewer mistakes

    The SOP and the guide set out exactly how the job is done, so nobody learns their role by guesswork.

Get started

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