Re-flow – Toppesfield Re-flow review: the surprise benefits of field operations software

Six years ago, Toppesfield chose Re-flow Field Management to unlock a digital flow of data between their sites and offices – and to put an end to waiting for documents to be delivered (and the frustration that caused).

Now, their forms are digitised, accessible on-site through an app, and instantly uploaded to the office when they’re completed – that’s site diaries, daily job briefings, CVIs, NCRs, checks, near-hits, site inspections, safety audits, and more. But the story of their digital transformation doesn’t end there.

Once they started with Re-flow, Toppesfield soon discovered that the software was capable of more than expected. Re-flow’s form builder and API connector soon made a significant streamlining impact not only on day to day operations, but also on long-term strategic planning

Background

Toppesfield are a national surfacing contractor based in Claydon, just outside Ipswich, with regional offices in London, Sheffield, Derby, and Birmingham.

Current projects include a large contract on the M27. They also work on the M25 for Connect Plus, alongside numerous local authority projects across Sussex, Lincolnshire, and other counties nationwide.

They employ 350 people and deliver an annual turnover of £120 million, operating around 30 surfacing gangs, each equipped with a full complement of pavers, rollers, Streetmasters, sprayers, sweepers, and low loaders – an annual plant investment of £6-7 million.

This scale demands precision, coordination, and dependable systems to keep operations running smoothly and to maintain the company’s excellent reputation for quality and reliability.

A case study update – software that does more than first expected 

Toppesfield soon embraced opportunities created by Re-flow’s regular updates – these often include new feature releases – and the many benefits of the software.  

As a long-term Re-flow client (one with a previous case study from a few years ago), they are an example of the long-term impacts of digital field management software. 

Here are some highlights: 

• Power and autonomy

  
  

  The form builder has given the team the ability to adapt quickly. If they need to capture data from their sites, due to a client request or shifting regulations, they don’t have to outsource the task to external developers, as they would have to do with bespoke software. The intuitive interface of the form builder allows for automations and other time-saving features. If certain safety procedures can’t be followed, for example, the form automatically notifies a relevant manager and halts work on site. 

• Targeted safety

  
  

  Different roles only see the forms relevant to them, keeping the user experience simple and focused. With adaptive questions and answers, forms take on a new life, functioning more as step-by-step instructions of safety and compliance processes. These can’t be skipped – so compliance is guaranteed and standards are elevated.  

• Focused insights

  
  

  There’s no point capturing data digitally if it is unusable. Good design leads to streamlined workflows and better insights. Complex processes – like the safety audit form that targets multiple areas of the business and once required multiple forms – are now condensed into one dynamic form that adapts to user choices, presenting only the relevant questions. This is a crucial step that ends the clutter of needless data and avoids the overwhelming prospect of multiple forms covering similar, but subtly different tasks. 

• Compliance, communication, and record keeping

  
  

  Co-signed digital forms, such as CVIs and NCRs, provide clear proof of changes and issues on site. Copies are instantly sent to stakeholders, protecting against disputes and streamlining billing. Compliance reports generate automatically each morning, and company protection is guaranteed with clear, searchable records for auditing.

• API Integration and reliability

  
  

  Re-flow integrates seamlessly with Toppesfield’s existing systems, including their ERP platform, Access FocalPoint. Through the API connector, data moves automatically between systems. Re-flow’s forms can be pre-populated with project details from the ERP, saving time on site. Completed data is also sent straight back to payroll and commercial teams for processing and invoicing.

Integration was straightforward says Sam Hennessy, Toppesfield’s business improvement manager. “It’s been faultless,” he says. “Re-flow’s support team have been excellent.”