About the client

Kingsman Thermal Insulation provides high-quality insulation installation services for industrial and commercial projects. Their work supports a wide range of clients across the UK, delivering energy-efficient solutions and specialist lagging services.

The challenge

Kingsman Thermal Insulation relied on manual processes to manage purchase orders (POs), supplier communications and job-related procurement. This approach created several challenges:

• POs had to be created and shared manually, leading to inefficiencies.
• No central system to manage suppliers, laggers (installation teams), projects and items.
• Limited traceability of orders and attachments, such as cladding drawings or specifications.
• Difficulty ensuring consistency in PO numbering and formatting.
• No integrated way to generate and store PDF versions of orders.

Kingsman required a dedicated PO system to streamline purchasing, reduce errors and improve management of staff visiting client sites.

The solution

Hero developed a bespoke Purchase Order system tailored to Kingsman Thermal Insulation’s needs. Key features include:

• Order Management: automatic PO numbering, linked to creator initials and project numbers. Orders include supplier, lagger, job and delivery details, with the ability to attach drawings or specifications (PDF/JPG).
• Central Administration: management of suppliers, laggers, projects, items and users through an easy-to-use admin interface. Active/inactive states help maintain data accuracy.
• PO Generation & Sending: each order is converted into a PDF, stored in the system and emailed directly to the correct supplier with any relevant attachments.
• Security & Hosting: system built to run on modern browsers, with SSL, secure backups and GDPR-compliant handling of limited personal data.

The impact

• The purchasing process has been streamlined by automating PO creation and distribution.
• Errors have been reduced with consistent numbering and structured order details.
• Management of suppliers, laggers, projects and items has been centralised for greater efficiency.
• A secure, scalable system has been provided, which is backed by ongoing support and hosting.