When Pro-Surve Technical Services (PSTS) made the decision to move off spreadsheets, not everyone was on board. It’s a familiar story. Manual systems feel safe because they’re known. You’ve built your workflows around them. You know where the gaps are, and you’ve learned to work around them.
But gaps in an operations platform are expensive. Every workaround costs someone time. Every workaround is a potential error. And at PSTS, a technical services company managing dispersed crews, multiple vendors, and complex GAAP accrual accounting, the workarounds were adding up.
Today, PSTS runs its field operations through Aimsio’s field service management software. The results show up in the finance reports, in the time it takes to process payroll, and in how confidently the leadership team can answer the question: “What’s happening right now?”
What Was Life Like Before Aimsio?
Ask anyone who has managed field operations on spreadsheets and they’ll describe the same thing. There are multiple files, multiple owners, and no single version of the truth.
For a company managing dispersed crews, multiple vendors, and GAAP accrual accounting, having accurate and timely data isn’t optional. It directly affects how confidently leadership can manage the business.
Their President and Chief Operations Officer described the core challenge before Aimsio:
“Our greatest challenge previously was to gauge operations performance to our financial statements timely. Our accounting process is GAAP accrual, and at times there can be a significant swing in ‘Work in Process.’ Aimsio has easily provided a very accurate way in identifying the ‘Work in Process’ element. In addition, we have created many key performance indicators through the software to manage our daily business.”
That problem doesn’t stay in accounting. When finance lacks timely data, operations can’t get accurate cost feedback. Aimsio gave PSTS a way to bring those two worlds together.
How Did Each Team Experience the Change?
One of the most telling signs that a platform is working is when every function in the business describes it as solving their specific problem. That’s what happened at PSTS.
Finance: PSTS’s Financial Controller puts it directly: “Aimsio is utilized heavily by the Finance team to prepare and calculate our monthly Work in Progress accruals. The ability to use actual figures over estimated accruals has helped to strengthen the transparency and accuracy of the financial reporting.”
Operations: Their South Region Operations Director pointed to the estimate feature and timesheet review as standouts: “One of my favorite features is the estimate section, which allows us to quickly create detailed, accurate proposals for our clients. Reviewing timesheets is now much more effortless, as they are broken down by days or weeks, making our daily review process simple and efficient.”
Their Central Region Operations Director described the cloud-based access as a turning point: “With its cloud-based platform, I can effortlessly create jobs, dispatch personnel and equipment, and manage timesheets and customer approvals, all at the touch of a button. It’s incredibly efficient, allowing me to operate swiftly without compromising on the quality of service my customers expect.”
Payroll and Billing: Pro-Surve’s Accounting Manager captures what happens when field and finance data connect: “Aimsio’s spreadsheet payroll exports have proven invaluable for our company. The exports help with correct employee payroll processing and have expedited our payroll processing. In addition to using the exports for actual payroll processing, we also use them to audit the amounts paid to our employees versus the amount billed to our clients, thus ensuring no customer billings are missed.”
Procurement: Their Equipment Manager manages multiple third-party vendor relationships with significant monthly spend. The scale of what Aimsio made possible for his role is concrete: “Since I have started using Aimsio, I have processed over $1.7 million in purchase orders. The ability to monitor every transaction in detail has proven to be a major asset, giving me confidence in both cost control and accountability. Beyond organization, Aimsio saves me valuable time and helps our company reduce expenses.”
Compliance and Quality: Quality Director and NDT Level III uses Aimsio to maintain traceability across personnel qualifications: “Employee Certification records and Compliance records are maintained in a controlled and traceable format within Aimsio, allowing verification of training, certifications, and qualifications. Aimsio also allows storage in the cloud making it a good single source for record keeping. This ensures compliance and provides confidence that work is performed by properly qualified personnel.”
HSE and HR: Vice President of HSE/HR uses Aimsio for timesheet approvals: “For the task that I use the Aimsio platform for, it is very user-friendly.”
What Does a Single Source of Truth Actually Change?
The phrase “single source of truth” gets used a lot in software marketing. At PSTS, it describes something specific. It means that when someone in accounting needs to know the status of a job, they don’t call the operations director. They look in Aimsio. When an equipment manager needs to track a purchase order, it’s linked to the job number. When a timesheet is completed in the field, it flows directly into invoicing.
PSTS Operations Administration Manager was candid about where she started: “To be completely honest, I love everything about Aimsio. I was very hesitant when we made the switch, but now I couldn’t be happier. My favorite thing is that everything is stored in one spot. Anything I need to know about an employee, or a job, it’s all there.”
Hesitation before a platform switch is rational. Change is friction. But her experience reflects what happens when the switch is right. The hesitation disappears, and it doesn’t come back.
Pro-Surve’s East Region Operations Director connects the dots between job data and billing in a way that shows just how much time the old way was wasting: “I like how the estimates can get saved and linked to a job number. You can also attach POs directly with a job number and have all your information in one location. Sending the time to invoice with a couple clicks is a great time saver.”
A couple of clicks to invoice. That’s the difference between data that gets used and data that sits in a spreadsheet waiting for someone to compile it.
Before and After: How PSTS Operates with Aimsio
| Function | Before Aimsio | After Aimsio |
|---|---|---|
| WIP Reporting | Difficulty gauging operations performance to financial statements timely | Actual figures from field data strengthen transparency and accuracy |
| Timesheet Review | Described as burdensome | Broken down by day or week, making daily review simple and efficient |
| Payroll Processing | Manual reconciliation | Exports expedite processing and audit employee pay against client billing |
| Purchase Orders | Tracked separately | Centralized by job number; $1.7M processed with full transaction visibility |
| Compliance Records | Separate from operations data | Cloud-based, traceable, searchable by employee or credential |
| Job Estimates | Created outside the system | Saved and linked to job numbers inside Aimsio |
| Invoicing | Multiple steps and handoffs | Timesheet to invoice in a couple of clicks |
What Does Leadership Say Overall?
The president and COO of Pro-Surve Technical Services summarize the platform’s impact at the company level: “Aimsio has provided the much-needed transparency for our daily operations. A single source for all things, our operations team has eliminated the antiquated Excel spreadsheet method of days long ago. Aimsio has become our new norm, and we are thankful to have such a powerful tool at our fingertips.”
Transparency across every function, every day.
For a company managing field operations across multiple regions, compliance requirements, and complex accounting, that’s not a minor improvement. It’s the foundation that makes everything else work.
See What Field-To-Finance Looks Like for Your Operation
Every team at Pro-Surve Technical Services, from finance and operations to payroll, procurement, compliance, and administration, describes Aimsio as a solution to their specific problem. That’s what a platform that connects field-to-finance is supposed to do.
If your team is dealing with WIP accruals, manual reconciliation, or disconnected data across departments, this is worth a conversation.
Talk to someone who knows field ops. See how Aimsio works for companies like yours.
Frequently Asked Question
Is Aimsio built for companies with complex accounting requirements like GAAP accrual?
Yes. One of the core advantages Aimsio provides for companies using accrual accounting is the ability to capture actual field data rather than relying on estimates. This matters most for Work in Progress calculations, where estimated versus actual figures can create significant swings in financial reporting. PSTS’s Financial Controller specifically cited this as a reason the finance team relies heavily on Aimsio for monthly WIP accruals.
Can Aimsio handle compliance and certification tracking for technical services companies?
It can. Aimsio stores employee certifications, training records, and compliance documentation in a cloud-based, traceable format. This allows quality and HSE managers to verify that personnel are properly qualified before they are dispatched to a job. For companies in oil and gas or any field where qualifications are a liability consideration, this functionality replaces manual tracking that is difficult to audit.
How does Aimsio connect field operations to billing and payroll?
The connection runs through the timesheet. When a timesheet is completed in Aimsio, that data flows into payroll processing and billing without re-entry. PSTS’s accounting team also uses payroll exports to audit what was paid to employees against what was billed to clients, which is how they ensure no customer billings are missed.
What happens to purchase orders and procurement tracking in Aimsio?
Purchase orders in Aimsio are linked directly to job numbers, meaning every expense is traceable to the job it belongs to. PSTS’s Equipment Manager processed over $1.7 million in purchase orders through Aimsio, describing the transaction-level visibility as a major asset for cost control and accountability.
Is Aimsio difficult for field crews and non-technical staff to learn?
The feedback from PSTS is that day-to-day tasks like timesheet approval are “very user-friendly,” and that the initial hesitation some staff felt before the switch disappeared quickly after adoption. Aimsio is built to be used in the field, not just in a back office.
