For owners, ops and finance leaders in Simpro-powered service businesses who want reliable, low-touch automation from inbox to job—every time.

If you’re nudging a Data Feed, it isn’t aligned yet. Stop wasting hours on manual data entry. Automation you can trust starts with alignment.

You’ll recognise the pattern:

• An email lands. Nothing triggers.

• You resend the attachment. Still nothing moves.

• Someone retypes the details. Time and margin disappear.

• Month-end hits, the gaps you missed finally surface.

This isn’t a platform problem. Its intake, mapping, validation, and ownership not matching how your operation actually runs. 

What goes wrong in the real world

• An email looks “standard” until the data fails to load.

• The Order number is incorrect so the Order ID no longer connects.

• Duplicate items/attachments creep into purchase orders.

• Feeds stall quietly; confidence drops; spreadsheets creep back in.

What “good” actually looks like

Configuration that reflects your real inputs—then day-to-day run by your team with clear ownership.

• Email intake that makes sense: a dedicated inbox and supplier-specific rules.

• Supplier templates that hold: field mapping for line items, totals, supplier/vendor, and catalogue codes.

• Validation that blocks bad data: required fields, total checks, tolerance windows.

• De-duplication that works: Accurate supplier ID + invoice number + file hash.

• Posting that respects your flow: automatically create/update leads, quotes, jobs, invoices, tasks at the right stage.

• Monitoring you can act on: exception queue, alerts, a simple “feed health” view (success %, today’s exceptions, and top suppliers by volume).

• 30/60/90 reviews: supplier/template drift fixed before it becomes a month-end drama.

Guardrails that prevent pain

• The PO exists in Simpro — and no receipt already on it.

• Supplier docs carry a matching Order ID (not free-text).

• Catalogue hygiene matters; mismatched codes are a quiet profit leak.

• Exceptions surface same day — not as a month-end surprise.

• Scanned/OCR PDFs may need supplier cooperation. 

• Catalogue hygiene limits accuracy — we flag and fix early.

• Leads, quotes, jobs, tasks, and invoices can all be auto-created from consistent email formats.

How it runs in your business (the mechanism that holds)

Blueprint → Configure → Validate → Train → Monitor → Review → Support

Your feeds are configured to match real inputs; your team runs day-to-day with clear ownership. Live Zoom sessions build the confidence to operate, monitor, and troubleshoot. When you add a supplier or a template changes, we guide a change-controlled update and test before go-live. We also run 30/60/90-day health checks, handle supplier/template changes, and liaise with suppliers or Simpro if escalation’s needed.

Here’s how it lands in the real world: tidy the mapping (Order ID, Packing Slip, line tables, Supplier) → auto-processing switches back on → the team applies the PO-exists / no-receipt rule → anything systemic — like duplicate-transaction behaviour — goes straight to Simpro. Outcome: dependable automation, not heroics.

The decision-maker view (what changes for each seat)

• Admin / Service Co-ords: 8–20 hours/week back; exceptions cleared today, not Thursday.

• Ops / Service Managers: throughput up; fewer “why didn’t that post?” loops.

• Finance: fewer duplicates and mismatches; same-day posting → faster billing; WIP and margin that match reality.

• Owners / GMs: scale without adding keyboards; trust the numbers again.

How we define the KPIs (so they’re measurable)

Auto-processing rate = % of eligible docs processed without manual touch.
Duplicate rate = items caught by de-dup keys (supplier ID + invoice # + file hash).
Exceptions exclude unmatched POs and other known pre-conditions.

Targets we work to (directional, not guarantees)

• >90% auto-processing of eligible docs

• 0–1 manual touches/invoice (was 3–5)

• <0.1% duplicate rate (was 1–3%)

• Same-day exception clearance (was >48h)

5-minute benchmark (check your current state)

• Auto-processing rate (last 14 days): ___%

• Manual touches per invoice: ___ (target 0–1)

• Duplicate rate: ___% (target <0.1%)

• Exceptions cleared same day? Yes / No

• Any supplier sending “Stock” or free-text Order IDs? Yes / No

When your Data Feed mirrors how information actually arrives — the senders, formats, and cadence — manual entry fades, duplicates disappear, and the numbers stop arguing with each other. 

You move faster, with evidence — not rebuilds.

Ready to achieve efficiency and confidence with Simpro Data Feeds?

🔗 Book your free session: https://www.resultsgroup.io/simpro_system_health_check

If you’re nudging feeds or retyping lines outside Simpro, that’s misalignment — not a platform failure.

Automation only earns trust when it mirrors how your operation really works.

This article lays out the mechanics to make Simpro Data Feed dependable so your team gets time back and finance gets same-day posting.

What’s blocking automation in your operation right now?

Read my latest article here:

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