How QLD’s leading painting contractor turned chaos into clarity with Cloud ERP

In the construction industry, where every misstep can cost time and money, relying on outdated spreadsheets is a gamble most companies can't afford to take. And today, with sophisticated and mature cloud technologies available, it's a risk no business needs to face.

Usher Group, Queensland's largest painting contractor, once found themselves in this precarious position. With up to ten different spreadsheets managing various aspects of their business, its operational efficiency was being stifled by an over-reliance on fragmented systems and manual processes. However, a partnership with Annexa and the implementation of NetSuite changed everything, completely reimagining how they manage finance, operations and project delivery.

A complex relationship with spreadsheets 
Before adopting NetSuite, Usher Group's finance team was managing a complex web of spreadsheets. With up to ten different Excel files to track various parts of the business, getting a clear picture of financial health across multiple entities was nearly impossible. "There were many factors preventing our growth before NetSuite," said Theodore Vairaktaris, Owner and Chairman of Usher Group. "Primarily, it was the challenge of visualising all the numbers across our group."

Without a unified tech stack, financial reports were not only slow to produce but often outdated by the time they reached decision-makers. Critical decisions were delayed, and the risk of errors loomed large. For companies still relying on spreadsheets, the frustration Usher Group experienced is all too familiar, and are obvious inefficiencies that will quickly stifle business growth. When you're stuck in this cycle, tracking project costs, managing budgets, and responding to emerging issues is far harder than it needs to be.

Introducing an integrated cloud ERP
The turning point came when Usher Group partnered with Annexa to implement NetSuite. By transitioning to a cloud-based ERP system, Usher Group gained the real-time visibility they needed. As Stuart Ryan, CEO of Usher Group, explained, "Originally, we were working off Excel documents, with ten different spreadsheets for every part of the business. With NetSuite, we can manage the business better because we know what's going on. We don't have to wait two months to find out we've gone over on this or that. We know straight away."

This shift not only brought together all their financial data, it also unified various processes across Usher Group's multiple entities. Tasks that once required extensive manual input and cross-referencing between spreadsheets were now automated and centralised, reducing complexity and inefficiencies.

Impact and integration
Another standout feature of Annexa's NetSuite solution was its seamless integration with Usher Group's custom software, including Paint Projex and Usher Scheduler. This integration ensured that project tracking, payroll, and job costing were synchronised with NetSuite, improving project management and supporting better forecasting, budgeting, and cost control.

The results were immediate. "I think the biggest reason we wanted to change systems was visibility," said Shane Spano, COO & Executive Director at Usher Group. "Previously, we had to rely on the accounts department to print out physical copies of profit and loss reports. With NetSuite, we have much greater visibility. We can download reports at any time and see everything in real time."

This enhanced visibility also improved stakeholder communication. Usher Group can now provide clients and partners with accurate and timely updates on project status and financial performance. It's a level of transparency that directly strengthens their relationships with key stakeholders and reinforced Usher Group's reputation for reliability and quality. For example, they can now proactively identify potential project issues, communicate any cost fluctuations or schedule changes to builders in a timely manner, and ensure that all parties are aligned to keep projects on track and within budget.

A future of endless potential
The success of NetSuite's implementation has opened new doors for Usher Group. They are now exploring the platform's extensibility by integrating additional systems and refining processes to ensure all tools work cohesively to support their growth. The next steps include introducing new capabilities for project and group forecasting, allowing management to plan with much-needed precision and confidence.

"NetSuite is like a blank canvas," Stuart Ryan reflected. "Unlike other software with limited functionalities, NetSuite offers endless potential. We've only scratched the surface of what we can achieve with it."

As Usher Group prepares for its next phase of growth, they are confident that with NetSuite, they have the systems and processes in place to scale efficiently without sacrificing quality or employee wellbeing. "We know this growth is coming, so we've been bunkering down, and now we're ready. We wouldn't have been able to do that without NetSuite," Vairaktaris concluded.

What businesses can learn from Usher Group
If you're on the fence about adopting cloud ERP, know that you, too, can achieve similar results. Usher Group's journey demonstrates that modern cloud technology can be a catalyst for transformation, regardless of your starting point.

You can sever your ties to spreadsheets
Transitioning from ten fragmented spreadsheets to a single, unified platform allowed Usher Group to centralise their operations, reducing errors and saving time. If your business is juggling multiple spreadsheets, consolidating data into one system can provide the clarity and efficiency you need to thrive.

You can access real-time insights instantly
Usher Group achieved real-time financial reporting across multiple entities and introduced quicker, more informed decision-making. For companies still relying on manual reporting, embracing a real-time, cloud-based solution can be a game-changer, offering immediate visibility into your financial health.

You can integrate and streamline your project management
By seamlessly integrating their custom software, Usher Group enhanced their project tracking and management. Your business can achieve similar gains by exploring tailored integrations that boost the accuracy and efficiency of your project workflows.

You can future-proof your business for growth
With scalable and flexible systems in place, Usher Group is now poised for future expansion. If your business is preparing to grow, investing in a robust cloud ERP system today can ensure you're ready to scale without sacrificing quality or efficiency

Usher Group's journey from fragmented spreadsheets to a unified, cloud-based ERP system is a powerful example of how modern cloud technology can transform operations, drive efficiency, and set the stage for long-term success in the construction industry.

If you're interested in learning more, hear firsthand from Usher Group's team in a short video detailing their transformation, and explore the full solution breakdown to see how it could work for your business.