Toppesfield – a case study update from a long-term client

Key benefits

• API connector
  Toppesfield have integrated Re‑flow seamlessly with their existing systems, including their ERP. This creates a seamless flow of data from one system to another – such as the pre-population of Re‑flow’s forms and accurate figures for their financial software – without disruption.
• Form builder
  Re‑flow’s form builder gives Toppesfield the freedom to create and adapt digital forms in-house – from quick, one-off toolbox talks to complicated safety processes that guide operatives, ensuring accuracy and consistency across every site.
• Compliance, communication, and record keeping
  Co-signed digital forms, such as CVIs and NCRs, provide clear proof of changes and issues on site. Compliance reports generate automatically each morning, and company protection is guaranteed with clear, searchable records.

Summary

Toppesfield are a long-term Re‑flow client who sought a field management solution capable of managing their site data. However, they soon discovered that it was capable of much more. They now use the software’s API to connect to their other systems – including their ERP, Access FocalPoint, and other operational tools. 

Their story illustrates a number of key factors behind success with modern field management software:

• The power of integration – specifically, how Re‑flow’s API connectivity streamlines data exchange across platforms. 
• The strength of industry-specific solutions – designed for highways and other areas of infrastructure – offering flexibility, ongoing support, and measurable impacts on safety, visibility, and strategic planning.
• Other ways the solution became a key tool in their ongoing high-quality services for large contractors, including the likes of National Highways. 

For Toppesfield, Re‑flow has contributed to a foundation of compliance, improved safety, and real-time insights that support every level of their operation. 

Background

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

The business employs 350 people and delivers an annual turnover of £120 million. They operate around 30 surfacing gangs, each equipped with a full complement of pavers, rollers, Streetmasters, sprayers, sweepers, and low loaders – representing 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.

They’re currently working on 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.

The foundation of success

1 Integration and streamlining

Toppesfield soon came to understand the wider potential of Re‑flow’s integration capabilities. They embraced Re-flow’s ability to connect with other pieces of software – like their existing ERP system – Access FocalPoint, without disruption.

Re-flow’s reliable API connector made that possible, allowing seamless data exchange between platforms and the ability to populate Re‑flow’s forms with data from the ERP.

From there, automation and flexibility became key themes.

Defect reports and maintenance issues are logged immediately, triggering instant action.

Role-specific forms show each user only what’s relevant, reducing clutter and errors.

Regular updates and the Form Builder have opened the door for continuous improvement – allowing Toppesfield to adapt and create new forms independently as their needs have evolved.

This combination of usability, flexibility, and integration provided a strong foundation for Toppesfield’s continuing growth – the results of which are now felt across every level of the business.

And although there was initial hesitation at senior level – why would operatives fill out digital forms when they never fill in a form on a bit of paper? – once Toppesfield had Re-flow up and running, everyone was won over.

2 Flexibility, clarity, and consistency across sites with digital forms

Re‑flow has transformed how quickly and accurately data flows from site to head office. Information that once took days to collect is now available instantly. By pre-populating key fields, supervisors spend less time on repetitive form filling. Once-onerous processes that by their nature can lead to boredom and errors are transformed and are now quick and accurate.

“The forms are set out that it’s almost impossible for them to be completed incorrectly,” says Sam Hennessy, Toppesfield’s business improvement manager. ​“So that saves us an awful lot of time.”

Every form submission is logged, enforced where needed, and fully accountable. On a typical week:

• Over 2,000 forms are completed
• Around 4,000 signatures are collected
• Around 2,000 images are submitted

This generates clear, actionable data on hazards, defect sheets, dip sheets, site checks, and vehicle inspections. Everything syncs automatically between site and office, where it’s stored, searchable, and ready for audits or analysis. The data also supports payroll validation and helps identify trends such as near misses – giving management the insight to reduce risks further.

3 Strengthening client confidence and accreditations

Toppesfield’s clients appreciate professional, transparent processes. Re-flow supports that by enabling consistent, co-signed digital forms like CVIs that both the company and its clients instantly receive copies of on submission.

There’s never any ambiguity about work done, changes, and issues. Everyone’s got evidence. This then builds into a long-term searchable record database that eliminates the chance of potentially frustrating disputes and streamlines billing. The software can instantly generate clean, standardised, professional-looking reports ready to pass onto clients – no matter how historic the job – while also directly supporting ISO accreditations.

4 Staying flexible and efficient

Unlike bespoke systems, Re‑flow continues to evolve. Updates developed for Re-flow clients elsewhere benefit the whole user base when they are added to the software via updates. For Toppesfield, the addition of the Form Builder gave them an unexpected boost – and complete autonomy to adapt quickly.

“We can create a form today and use it tomorrow,” Sam Hennessy explains. ​“It could be a toolbox talk as a one‑time use form, which can gather signatures.” Toppesfield no longer have to consider any costs involved in producing new tools. ​“We can do it ourselves.”

Different roles only see the forms relevant to them, keeping the user experience simple and focused. Complex processes – like the safety audit form that targeted 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 allows for genuinely useful insights without the clutter of needless data.

5 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. ​“It’s been faultless,” he says. ​“Re‑flow’s support team have been excellent.”

6 Streamlining, smarter data collection, and safety

Transitioning to a digital system has allowed the Toppesfield team to hone their forms to either capture the exact data they need, or to lead operatives through step by step guides to their desired processes. ​“The form itself is the instructions,” Sam says. ​“And if a field needs completing, it’s mandatory. If it doesn’t, it’s not.”

This streamlined approach saves time and ensures the data collected is meaningful. The team now spots minor maintenance issues before they escalate, improves accuracy in material and plant ordering, and provides commercial teams with detailed, real-time records of site changes and communications through the messaging feature – all of which increase efficiency.

7 Data-driven management and safety

Toppesfield use data from Re-flow to create powerful new management opportunities. Custom dashboards help managers oversee teams and track performance. Safety data highlights trends and allows them to mitigate risk, from targeted toolbox talks and safety alerts to wider strategic safety improvements.