Woodland Fitouts: “One of the top five business decisions in 15 years”
Business name: Woodland Fitouts
Location: Australia and New Zealand
Before Nexvia, Woodland Fitouts relied on spreadsheets, emails and a legacy accounting system that couldn’t keep pace with the speed and complexity of modern fitout work. Like many businesses in the industry, Woodland had outgrown the tools that once supported them.
“In 15 years of business, it’s probably one of the top five implementations we’ve made. It’s created efficiencies that I still can’t measure.”
Live margin visibility
Across every job, not just after completion
Operational efficiency
Across Australia & New Zealand
End-to-end control
From estimate to final margin.
About Woodland Fitouts
Woodland Fitouts has been a leader in retail, hospitality and commercial fitouts for more than 30 years. With 2,000m² of manufacturing space in Australia, 500m² in New Zealand and projects delivered across both countries, the business covers everything from estimating and production to installation and updates.
Teams: Office, factory, site
Specialisation: Interior fitout, manufacturing, design
Established: 1990s
The challenge
For more than a decade, Woodland’s estimating and project management processes were built on Microsoft Word and Excel. Quotes were created manually, and estimating depended on hundreds of spreadsheets filled with formulas and linked data. Project managers juggled contact lists, subcontractors, schedules and budgets in separate files, creating constant duplication and risk.
“All the estimating was locked into spreadsheets with hundreds of tabs. Creating quotes was a nightmare. It was the best we had at the time, but it was so inefficient.”
Their accounting software also posed issues. Designed for selling parts rather than building custom joinery, it couldn’t track project hours, handle variations or apply margins across multiple suppliers and trades. Being server-based, remote access was slow and unreliable.
With teams operating across Australia and New Zealand, Woodland needed a platform that could unify estimating, production, project management and accounts in one system. Spreadsheets were no longer enough.
What changed with Nexvia
After two years reviewing ERPs, Woodland selected Nexvia because it was purpose-built for the fitout industry’s pace and complexity and integrated seamlessly with Xero. It was the first system that could support the full speed and structure of their day-to-day operations.
A staged rollout that brought the whole team onboard
Woodland implemented Nexvia in the same sequence a project flows through the business: Estimating → Project Management → Purchasing → Accounts. This gave each department clarity and confidence throughout the transition.
A defining moment came from one of the company’s most experienced estimators. Initially overwhelmed, he was ready to resign rather than learn a new system.
“He said he didn’t think he could do it. It just seemed too hard. Three months later he was the best user in the whole company because once he started using Nexvia, he saw how much easier it made everything.”
This story became a turning point, proving that Nexvia isn’t just powerful; it’s intuitive enough for anyone to adopt quickly.
True cloud flexibility for a national and trans-Tasman business
Moving from server-based software to Nexvia’s web platform changed the way the entire business operated.
“With Nexvia and Xero both online, I can check financials, progress payments and project performance wherever I am. I’m not relying on server speed or being in the office.”
Project managers gained the ability to:
- Approve purchase orders remotely
- Check project performance in real time
- Track hours, costs and variations
- Monitor profitability on the go
- Update clients with photos and videos directly from site
“They can stay on top of everything even when they’re out of the office. That simply wasn’t possible before.”
Real-time visibility across every job, every hour and every site
The mobile site app became one of Woodland’s most valuable tools. Instead of emailing photos and updates from site, teams now log hours, complete checklists, conduct audits and upload photos and videos directly into each project.
"With sites all over Australia and a team in New Zealand, being able to see live updates is a game changer."
This immediacy allows PMs and leadership to track progress, safety and quality across multiple states, all without being onsite.
Support that continues long after implementation
Many years after go-live, Nexvia’s support remains responsive and solution-focused.
“They get back to us within a day. The software keeps evolving based on feedback from people like us, which is brilliant.”
The ongoing partnership has been as valuable as the platform itself, giving Woodland confidence that the system will continue to grow with the business.
The Outcome
Two years after implementation, Woodland Projects now runs estimating, production, project delivery and accounting on one connected platform across Australia and New Zealand.
Real-time visibility across hours, budgets and margins means the team can protect profitability as projects progress rather than waiting until the end to understand financial outcomes. Automated workflow
“We can take on more work at a more efficient rate and be more profitable on projects continually.”
Nexvia has enabled Woodland’s to scale without increasing overhead, giving them the confidence to grow while maintaining strong financial control.
Why it matters
The fitout industry moves fast. Lead times are short, teams are dispersed and margins can shift by the hour. Many businesses face the same challenges Woodland’s once did: tools that slow teams down, limit transparency and make accurate project control difficult.
Nexvia gives them a single, connected workflow from estimating through to delivery with real-time costing and margin protection. Operations across Australia and New Zealand run in sync, project managers can work confidently from anywhere and Xero integration keeps financials accurate and up to date. Most importantly, the business can scale without unnecessary overhead or operational friction.
"Nexvia is giving us better ability to estimate projects, manage projects in real-time, and be more profitable on projects continually."
Highlights
Replaced spreadsheets with one system for estimating, delivery, production and accounts
Real-time visibility into hours, costs and margins across every project
Stronger estimating accuracy protecting margins from quote through to completion
Enabled project managers to track performance, variations and profitability on the go
Reduced admin and rework by automating workflows across all departments
Scaled across Australia and New Zealand without increasing overhead or losing control
get started
Contact us now for more information about our software and to arrange a free demo.
