Frosts Group – Contract Management & Scheduling Web Application

Frosts Group, a long-established grounds maintenance and interior planting company based in Milton Keynes, required a modern bespoke web application to manage their national maintenance contracts more efficiently. Their award-winning teams carry out planned and reactive work across the UK, creating a need for a centralised contract, scheduling and reporting system.

Their existing workflows relied on disparate tools and manual processes. The new system needed to consolidate contract details, enable UK-wide scheduling, manage product requisition and integrate with their internal CRM and billing system, Mamut.

Business Requirements

Frosts Group required a solution that would:

• Allow staff to manage hundreds of grounds and interior maintenance contracts
• Schedule visit routes for UK-based operatives
• Provide a secure platform for creating and managing quotes
• Offer management visibility over productivity and operational performance
• Enable product requisition for items linked to contracts
• Integrate with their internal Mamut CRM/billing system

Solution

New Media Aid developed a secure, multi-module .NET web application providing an end-to-end solution for contract administration, workforce scheduling and reporting.

The system included:

• A central database of all maintenance contracts and client-site details
• Scheduling tools for assigning operatives to visits across the UK
• Quotation tools for creating, tracking and approving quotes
• A requisition module enabling staff to order materials linked to contract activity
• Integration with the Mamut CRM/billing platform via automated sync
• Productivity dashboards showing workload distribution, job volumes and KPIs

The result was a streamlined workflow that replaced paper-based and manual systems, giving staff faster access to contract information and reducing administrative overhead.

Results

The system significantly improved operational efficiency across both interior planting and grounds maintenance divisions. Staff could access contract data instantly, schedule work more effectively and generate accurate quotes without duplicating effort.

Integration with the Mamut CRM/billing system reduced manual data entry and ensured consistency between contractual, operational and financial records.

This project helped establish strong foundations for later field service and contract management solutions built for SMEs across the facilities management and property maintenance sectors.