Overview
Proarb is a vegetation management company, contracted by a regional electricity distribution operator to maintain its overhead power line network. Its surveyors work across a large rural patch, dealing with between 10,000 and 15,000 landowners a year and gathering high volumes of data out in the field.
Culverdocs helped Proarb move that field data capture, and much of its wider paperwork, onto fully customisable digital forms the team builds and controls itself, integrated with the systems it already uses. The two have worked together for around three years, after Proarb looked for a better way to handle its field data and approached Culverdocs.
The Challenge
Proarb had left paper behind years earlier, moving to in-house PDF forms and maps synced through Dropbox, a genuine step ahead of many competitors still working from paper. A lot of data was still being captured on Excel spreadsheets on field devices though, and as the business grew, that started to show its limits.
We were still gathering a lot of data in Excel spreadsheets on devices in the field, and it wasn’t ideal. We were having version issues, data issues, that sort of thing.
John Paul Williams
Director · Proarb
The business needed a solution that could:
- Reliably capture large volumes of field data without the version conflicts and other issues they were seeing.
- Let the team design and adapt their own forms in-house, rather than depend on a supplier.
- Integrate with the systems they already relied on, including SharePoint and Power Automate.
The Solution
Culverdocs listened to what Proarb needed and helped build around it. Early on, the Culverdocs team worked alongside John to set up the first flow, creating individual site records that feed Proarb’s database in SharePoint via Power Automate. The team also supported him as he learned to build and adapt forms himself, including adding JavaScript-driven calculations.
Culverdocs is now used across:
- Individual site records, feeding the central database in SharePoint.
- Timesheets, integrated through to the accounts team for payroll.
- Hazard and defect reporting, with instant email notifications to their network operator so issues can be actioned straight away.
- Day-to-day vegetation surveys carried out by field surveyors.
Forms are designed to follow the natural flow of what a surveyor sees on site. Location accuracy is supported by built-in GPS, along with a Manual Placement feature that Proarb specifically requested, and Culverdocs built.
The Impact
Greater Field Efficiency
With around fifteen surveyors in the field every day, gains per person quickly add up.
The surveyors who were previously using the in-house PDF forms we built, we’ve probably seen their efficiency increase by 30%.
More Accurate, Timely Data
Getting complete, accurate records back promptly was where Proarb had struggled most, and it’s where the change has been sharpest.
We’ve seen massive improvements in accuracy of data, the return of data, and efficiency. Couldn’t be happier.
An Easier Job for Staff
Simple, well-designed forms have changed how willingly the team reports from the field.
Culverdocs has really changed the attitude of our staff towards reporting. It makes it so easy for them.
Software That Adapts to You
Because Culverdocs builds and maintains the platform in-house, requests from customers can make it into the product.
The latest feature, where we can scroll to a position on a map, is fantastic. That was something I put on the wish list to Culverdocs, and they’ve implemented it.
The Results
Today, Proarb runs its field surveys, timesheets, and hazard reporting on Culverdocs. Working together, new features have continued to be introduced to support how its teams actually work in the field.
I absolutely would recommend Culverdocs to anyone looking to improve their data handling and workflows. The guys have been fantastic with us. They’re always there on the end of the phone, always willing to help. It’s been a great journey with them so far, and long may it continue.
John Paul Williams
Director · Proarb
Surveyor Efficiency Gain
Years with Culverdocs
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