James Fell, owner of Pōneke Construction in Wellington, was wearing too many hats

He was running the books, sorting admin, managing projects, quoting jobs and still swinging a hammer on-site, all while trying to grow his business in a tough Wellington market. With more work coming in, James knew he needed better systems, clearer financials and smoother cash flow. That’s where My Smart Office stepped in.

THE CHALLENGE: Stretched too thin

Before working with My Smart Office, James was pulled in every direction. Managing projects, providing estimates, invoicing and working on site, left little time for strategic business decisions. He:

• Wasn’t getting the most out of the software he was using.

• Didn’t have clear visibility on project performance and overall financials.

• Found cash flow stressful, in part because he didn't have time to invoice regularly.

• Handled all the admin and payroll, leaving little time to focus on growing the business.

The Solution: Smart systems & Hands-on support

My Smart Office gave James the backup he needed by tidying up his financials, streamlining his admin and making sure his systems actually work for him. Here’s what we put in place:

• A full review and tidy-up of his Xero accounts, fixing coding and historical issues so reports are accurate.

• Training and hands-on management of Builda Price ensuring the software is fully utilised and projects are tracked properly.

• Integrating Builda Price with Xero to give a clear picture of both project and business performance.

• Taking over regular admin tasks including processing bills, reconciling accounts and running payroll.

• Issuing payment claims in line with the Construction Contracts Act, reducing James’ legal risk and providing greater transparency for his clients.

• Making sure overheads are built into estimates and invoicing to protect margins.

THE Outcome: More time, less stress, better results

With My Smart Office on board, James’ business went from feeling chaotic to running like a well-oiled machine.

• Regular invoicing means cash flow is smoother and more reliable.

• James now has hours back each week to focus on quoting accurately and planning ahead.

• Clients get detailed, transparent documentation, which speeds up payments and cuts down on queries.

• Financial reporting is clear, accurate, and gives James confidence in the direction of his business.

• Most importantly, he’s no longer bogged down in admin, freeing him up to work on the business instead of being buried in it.

Today, James has a business that’s more organised, more profitable and ready to grow. With the right systems in place and the day-to-day under control, he now has the headspace to focus on the bigger picture, including working with a business coach to take Pōneke Construction to the next level.

What James says

"Amanda and Teresa from My Smart Office have been absolute game-changers for my business. They’ve helped me get clear on my financials, put solid systems in place, and made things run so much smoother behind the scenes. I’ve already gained back hours every week and feel a huge weight lifted off my shoulders. The improvement to my cash flow alone has been worth it. I’d recommend them to anyone — hands down one of the best investments I’ve made."