AroFlo Integration for Hykmah

Challenge: Electrical contractor with four depot locations across Queensland using AroFlo for job management. AroFlo handles job scheduling, quoting, and invoicing well — but parts inventory across depots, vehicles, and warehouses is managed via spreadsheet. Stock shortages delay jobs, and there's no visibility into which depot holds which materials without making phone calls.

Solution: StockWise integrated with AroFlo to manage multi-depot inventory alongside existing job workflows. AroFlo job completions trigger parts consumption updates in StockWise. Low-stock alerts generate purchase orders automatically. Technicians can check parts availability by depot before travelling to site.

Result: AroFlo continues managing the full job lifecycle without disruption. StockWise provides real-time inventory visibility across all depots. Stock shortages impacting job scheduling reduced significantly.

Challenge: Mechanical services business running annual maintenance agreements for 200+ commercial clients. AroFlo schedules recurring jobs and captures completion records. Billing is handled manually — accounts staff cross-reference completed AroFlo jobs against client agreements each month and raise invoices individually. Process takes two days per month and is error-prone.

Solution: Recuron subscription billing connected to AroFlo via Hykmah integration. Service agreement terms configured in Recuron. AroFlo job completion events trigger billing actions in Recuron automatically. Invoices generated, sent, and payment tracked without manual intervention. Agreement renewals handled by Recuron on schedule.

Result: Monthly billing process reduced from two days to under an hour for exception review only. Invoice accuracy improved. Agreement renewal rates improved with automated renewal communications.

Challenge: Plumbing business with five years of AroFlo data — clients, sites, job history, equipment records, supplier relationships, compliance documents. Evaluating Operon for field service management due to tighter Hykmah platform integration, but concerned about data loss and operational disruption during cutover. Cannot afford downtime during peak season.

Solution: Hykmah implementation team executes structured AroFlo-to-Operon migration. Historical data extracted, transformed, and validated before import. Client records, site addresses, job templates, compliance documents, and supplier data migrated with full audit trail. Parallel running period where both AroFlo and Operon operate simultaneously — new jobs created in Operon, historical reference available in AroFlo during transition. Cutover executed when team is confident.

Result: Full data migration completed with zero data loss. Team trained on Operon during parallel running period. Clean cutover at agreed date. Historical AroFlo data accessible in Operon for compliance and reporting purposes.

Challenge: HVAC company running AroFlo for field service, Shopify for online parts sales, a standalone accounting system, and spreadsheets for purchase orders. Each system operates independently. Job costing is inaccurate because parts costs from Shopify sales and purchase orders never make it to AroFlo job records. End-of-month reconciliation across four systems takes a week.

Solution: Hykmah connects all systems and provides the missing capabilities. StockWise manages unified parts inventory across Shopify and warehouse stock — syncing consumption from AroFlo jobs. Recuron handles service agreement billing. Orderlink provides a B2B trade counter portal for wholesale accounts. All financial data flows to Xero automatically. AroFlo job records receive accurate parts costs from StockWise.

Result: Month-end reconciliation reduced from one week to one day. Job costing accurate in real time. AroFlo retained for field service; Hykmah fills the operational gaps around it.