Breaking down silos: how Taylormade unified field and office operations
See how Taylormade Landscape Contractors used Re-Flow to unite jobs, assets, payments and safety data, gaining end-to-end visibility and more time for core work.
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Location
Midlands
Industry
Commercial landscaping
Users
51
Vehicles
50+
35 remote sites managed
through one connected operational platform
Five departments,
one shared system
for commercial, planning, accounts, purchasing, and H&S
20% reduction in time
spent on administration and operational tasks
Complete visibility
from tender and scheduling through to invoicing
50+ vehicles and specialist assets
operating across remote sites
Re-flow is the spine of our company. Everything we do at Taylormade is through Re-flow.
Summary
Established in 1992, Taylormade Landscape Contractors deliver grounds maintenance, urban grass cutting, fencing, and soft landscaping services across 35 remote sites throughout the Midlands, maintaining more than 10 million square metres of turf each year.
As the business grew, disconnected systems and isolated departments made it increasingly difficult to maintain visibility across operations. Information was spread across spreadsheets, paperwork, and separate processes, creating communication gaps between office teams and field operatives.
By implementing Re-flow Field Management, Taylormade brought every department onto a single platform. Commercial, purchasing, planning, accounts, health and safety, and field teams now work from the same live information, creating a connected business with greater visibility, stronger compliance, and faster decision-making.
The challenge: bringing disconnected departments together
Operating across dozens of remote sites, managing more than 50 vehicles, specialised equipment, suppliers, subcontractors, and multiple service divisions created a significant visibility challenge for Taylormade.
Information was siloed between departments, making it difficult to track projects from tender through to invoicing. Job data was spread across multiple spreadsheets, creating delays in sharing information between the office and field teams.
Without a single source of truth, managers struggled to gain a clear view of completed works, labour hours, health and safety activity, and commercial performance. This lack of visibility also made audit trails harder to maintain and limited accountability across field operations.
The business needed a system capable of connecting office and field teams, providing real-time information, and creating a consistent approach across every department.
As one director explains:
Before we had Re-flow, we found that different directorates weren’t working together. There was no synergy.
The solution: one platform for every team
Taylormade implemented Re-flow as its central operational platform, giving every department access to the same real-time information.
From job scheduling and workforce management through to health and safety reporting, purchasing, forms, invoicing, and commercial oversight, Re-flow replaced disconnected processes with one structured system.
One of the biggest advantages was Re-flow’s flexibility. Using the Form Builder, Taylormade created bespoke workflows to support customer requirements, operational processes, and compliance obligations.
One of the main features that impressed me is the form builder. We do a lot of urban grass cutting for Amey and Staffordshire County Council, so we’ve been able to create forms to meet their criteria as a subcontractor.
Daily briefings and compliance records are now completed digitally, giving managers instant access to information from across the business. Instead of relying on paperwork returning from site, the team can review activity as it happens, helping them maintain consistent standards while building a clear audit trail for every project.
Scheduling has also become much more agile. Planners can adjust resources, respond to changing workloads, and keep projects moving without the delays associated with manual systems or disconnected spreadsheets.
My favourite feature from Re-flow is the scheduler. Being able to move jobs around easily and put different operatives onto jobs.
This flexibility is particularly valuable for a business operating across dozens of remote sites. By ensuring office staff and field teams are always working from the same information, Taylormade can coordinate work more effectively, reduce miscommunication, and make decisions with greater confidence.
Whether teams are planning works in the office or carrying them out on site, everyone now has access to the same live project information, creating a more connected way of working across the business.
Whether you’re out in the field fifty miles away from the office, you’ve got real-time information.
Key Re‑flow capabilities used:
Job scheduling and workforce planning
Custom digital forms and compliance workflows
Health & safety reporting
Purchase order and supplier management
Mobile job management
Asset and vehicle oversight
Real-time reporting and dashboards
Centralised operational visibility
The results
1. A connected business built on live information
Today, Re-flow sits at the centre of Taylormade’s operations.
Commercial, planning, purchasing, accounts, health and safety, and field teams all work from the same system, eliminating communication barriers and ensuring decisions are based on accurate, real-time data.
Communication between departments is streamlined because we’re all viewing the same information through Re-flow. This is allowing decisions to be made quicker, based on concrete facts.
2. Less administration, more productive teams
Replacing manual paperwork and disconnected spreadsheets has dramatically reduced administrative overhead.
With all project information captured digitally and stored centrally, staff spend less time chasing paperwork and more time focused on their core responsibilities.
As a result, Taylormade have reduced paperwork by 90% and created 20% more available time across administrative teams.
3. Better compliance and accountability
Digital forms, signatures, timestamps, and location data have created stronger accountability across field operations.
Digital workflows help ensure information is captured consistently, while health and safety records are available instantly for review.
The result has been a 100% increase in auditability and a 50% increase in HSE reporting activity.
4. Greater commercial visibility
The business now has complete oversight from tender through to invoicing, allowing teams to identify delays, track costs, and protect profitability.
Purchase orders, supplier information, bills of quantities, and project records are stored in one place, creating a complete history of every job.
This visibility has enabled Taylormade to conduct root cause analysis, identify lost revenue opportunities, and make improvements based on real operational data rather than assumptions.
Re-flow allows you to get the information quick and systematically.
The outcome
For Taylormade, the greatest benefit of Re-flow has been bringing the entire business together.
What was once a collection of separate departments and disconnected processes has become a single operation working from the same information.
Re-flow now acts as the operational backbone of the company, supporting collaboration, decision-making, compliance, and continued growth.
As the business continues to grow across the Midlands and beyond, they now have a scalable platform capable of supporting every department, every operative, and every project.
If you have multiple operatives out in the field then Re-flow provides that one data entry. If you want to grow your business, Re-flow is the platform you need to consider.
