One Bespoke System to Replace Every Spreadsheet, Paper Sheet & Phone Call
ILH Groundcare Maintenance needed to replace a fragmented mix of paper job sheets, spreadsheets, and manual phone updates with a single digital system their entire team could use — from the office to the field — on any device.
Purple Moon Designs built the ILH System entirely from scratch: a bespoke business application with a custom-built mobile app for field engineers, a full admin dashboard for the office team, and a dedicated interface for the parts department. Every screen, every workflow, and every notification was designed around exactly how ILH operates — nothing generic, nothing wasted.
Engineers receive live alerts when a repair needs review. The parts team is notified the moment stock runs low. Managers can generate, send, and collect signed contracts in minutes. Every hire, repair, order and customer record is tracked in one place, accessible on desktop or straight from a mobile home screen.
🎯 The Challenge
ILH's team spans engineers in the field, a parts department, and an admin team — each needing very different information, on everything from an office desktop to a phone in a workshop. There was no single source of truth for repair status, stock levels, hire contracts, or job history.
✅ Our Solution
A fully bespoke business management system built from the ground up — with a custom mobile app for on-the-go access, role-based permissions controlling exactly what each team member can see and do, and automated workflows that eliminate manual steps entirely.
Three Roles. One System. Every User Sees Only What They Need.
We built three entirely distinct user experiences within a single system — each with custom navigation, tailored page access, and a dedicated mobile interface. Role restrictions are enforced at both server and UI level.
Full System Access
- →All repairs, hires & machine records
- →Full parts inventory management
- →Customer & engineer management
- →Contract creation & digital signing
- →Orders, emails & invoices
- →Settings & user management
- →System dashboards & analytics
- →Push notification controls
Repairs & Parts View
- →View & action assigned repairs
- →Create new repairs & internal reports
- →Log internal job sheets
- →Access parts catalogue & stock
- →Receive live push alerts on reviews
- →Mobile-optimised repair detail view
- →Complete repairs with digital sign-off
Inventory & Stock Only
- →View all parts & live stock levels
- →Adjust stock in / out with logging
- →View full stock history per part
- →Process parts sales & orders
- →Receive low-stock & restock alerts
- →Restricted to parts pages only
Eight Modules. Built to Fit the Business Exactly.
Every screen, every workflow, every notification designed around exactly how ILH operates — nothing generic, nothing wasted.
Repairs Management Dashboard
A complete repair lifecycle — from logging a new job through to sign-off and completion — managed entirely within the system. Every repair is tracked with a status, assigned engineer, linked machine and customer, and a full history of actions taken.
- ✓Log new repairs with fault description, machine & customer
- ✓Assign repairs to engineers with live status tracking
- ✓Internal job report for time & parts costs per repair
- ✓Repair status workflow: Open → In Progress → Review → Complete
- ✓Per-repair parts used log with quantity and stock deduction
- ✓Repair completion page with confirmation & sign-off
- ✓Full repair history per machine and per customer
Parts & Inventory Management
Real-time stock tracking with a full audit trail — every adjustment, sale, or restock is recorded with timestamp, quantity, and reason. The parts team can see exactly what's in stock, what's running low, and what's been used across every repair.
- ✓Live stock quantity per part with visual indicators
- ✓Stock in / out adjustments with reason logging
- ✓Full chronological stock history per part
- ✓Sell parts directly, linked to order records
- ✓Parts used in repairs automatically deducted from stock
- ✓Searchable parts catalogue with category filtering
- ✓Out-of-stock & restock alerts fired automatically
Custom Mobile App — Built for the Field
The ILH System has a fully custom mobile app experience — installable directly to the home screen on any iOS or Android device. Designed specifically for engineers and parts staff working in the field, it loads instantly and puts every tool within a thumb's reach.
- ✓Installs to iOS & Android home screen — no app store required
- ✓Custom bottom navigation bar tailored per user role
- ✓Offline capability — key data cached for field use
- ✓Safe-area inset support for notched & modern phones
- ✓Tap feedback on all interactive elements
- ✓Mobile-specific repair, parts, and job sheet layouts
- ✓Single codebase — consistent across all devices
Real-Time Push Notifications & Inbox
The system sends live push notifications directly to every team member's device — no third-party service, no delays. All notifications are stored in a built-in inbox until read, so nothing is ever missed even if the device was offline.
- ✓Repair flagged for review → instant alert to admin & team
- ✓Parts out of stock → immediate notification to parts & admin
- ✓Parts restocked → update sent to all relevant users
- ✓Bell icon inbox with live unread count badge
- ✓Notifications stored until read — no missed alerts
- ✓Mark individual or all notifications as read in one tap
- ✓Works on iOS, Android, and desktop
Booking & Calendar Views
A visual calendar interface for scheduling machine hires, managing engineer job allocation, and tracking availability at a glance. Admins see exactly what's booked, what's coming back, and where there's capacity — in a clean, interactive calendar built into the system.
- ✓Visual hire booking calendar with date-range selection
- ✓Machine availability tracking — no double-booking
- ✓Booking conflict detection built in
- ✓Job scheduling linked directly to repair tickets
- ✓Off-hire return tracking & processing workflow
- ✓Hire status visible at a glance per day / week view
Contract Creation, Pre-Save & Digital Signing
We replaced the entire print-scan-email contract process with a digital workflow built into the system — auto-fills from job data, lets admins save drafts, and collects a customer's digital signature without them needing to install anything.
- ✓Pre-built contract templates for hire & service types
- ✓Auto-populated with customer, machine, dates & pricing
- ✓Save contracts as drafts before sending
- ✓Customer receives a secure signing link by email
- ✓Digital signature captured on any device
- ✓Signed contract stored and linked to the hire record
Orders Management
Every parts order, hire order, and customer transaction tracked in one place — with status stages, customer records linked, and stock automatically adjusted when orders are fulfilled.
- ✓Create and manage parts & hire orders
- ✓Order status tracking: Pending / Confirmed / Complete
- ✓Link orders to customer records automatically
- ✓Full order history with timestamps
- ✓Stock levels auto-adjusted on order fulfilment
- ✓Order notes & internal comments per order
Automated & Triggered Emails
Custom-branded email templates sent automatically at every key point in the workflow — from hire confirmation to contract signing to repair updates. No manual sending. No copy-pasting. Every customer communication goes out on time, every time.
- ✓Hire confirmation email to customer on booking
- ✓Contract sent notification with secure signing link
- ✓Repair status update email when status changes
- ✓Off-hire return confirmation on machine collection
- ✓Branded HTML email templates throughout
- ✓Sent via reliable SMTP for guaranteed deliverability
From Blank Template to Signed Contract in Under 5 Minutes
Before ILH System, generating a contract meant opening Word, manually entering everything, printing, scanning, and emailing back and forth. We replaced that entire process.
1. Choose a Pre-Built Template
Admin selects from a library of saved templates. All customer, machine, hire date and pricing fields auto-populate from the linked job record.
2. Review & Save as Draft
Preview the contract inside the system, edit any field, and save as a draft. Nothing is sent until the admin is ready.
3. Send to Customer
One click sends a branded email with a secure signing link. No login required on the customer's end — just open and sign.
4. Customer Signs Digitally
The customer signs directly in their browser — on desktop or mobile — using touch or mouse. Confirmed with a timestamp.
5. Stored & Linked Automatically
Signed contract stored in the system and linked to both the customer record and the hire job — accessible to admin at any time.
Every Key Event Sends the Right Email. Automatically.
Branded HTML email templates triggered at each key point — no manual sending, no copy-pasting, no missed customer communication.
Sent to the customer when a hire is confirmed — machine details, hire dates, and terms summary.
Automated email with a secure link to view and sign — no account needed on the customer's end.
Customer emailed when their machine's repair status changes — removing the need for manual update calls.
Sent when a machine is returned and logged — creating a clear digital paper trail for both parties.
Ready to Replace Your Spreadsheets With a System Built for Your Business?
We build bespoke business software and mobile apps that fit exactly how your team works. No off-the-shelf tools. No monthly SaaS fees. Just a custom system designed around your operation.
Based in Glasgow, Scotland · Serving clients across the UK · +44 7700 173884