Scaling smart: How Trail Group added value to its client services

As its fire and security division has expanded, Trail Group needed to manage more projects and more data—while keeping its focus on its customers, quality of service delivery and compliance.

“As a growing business, we needed a system that could keep up with us—one that would help us scale efficiently without adding unnecessary overheads.”

Jon Crosby, Managing Director, Trail Group

The challenge: Streamlining operations amid rising project volumes

With the number of projects increasing year-on-year, the company needed to:

• Standardise reporting across multiple teams and business units

• Gain real-time visibility of project progress and quality

• Reduce admin time whilst ensuring compliance

• Support growth through scalable, digital workflows

“Before Onetrace, generating reports and evidence was time-consuming. We were even considering hiring extra staff just to manage compliance data.”

Jon Crosby

The solution: Implementing Onetrace

Trail Group reviewed several options before choosing Onetrace for its ease of use, flexibility and hands-on support. Within just two and a half weeks, the system was live on two major projects—fully replacing their previous system.

“It was ridiculously fast. We went live in two and a half weeks, which is unheard of in this sector.”

Jon Crosby

Unlike other platforms, Onetrace gave Trail Group’s team a simple way to capture and share evidence of work delivered whilst on  site, while giving management real-time oversight of project progress and quality control:

• Real-time visibility: Compliance and management teams can review photos and records as work happens.

• Instant reporting: Branded reports are automatically generated, ready to share with clients and auditors.

• Client integration: Standardised formats make it easy for Trail’s clients to import data directly into their own compliance systems.

The impact: Digitised workflows deliver major time and cost savings

By digitising evidence capture and automating administrative tasks, Trail Group has achieved measurable savings and efficiencies and improvements in customer service:

• Reduced admin: Automation removed the need for appointing additional compliance administrative staff to keep our focus on expanding site and delivery teams.

• Faster payments: Evidence and reports are shared instantly, which has a positive impact on cash flow.

• Better audit readiness: Data is structured, consistent and easy to retrieve.

• Improved quality control: Real-time visibility helps address any potential issues before handover.

“Onetrace has made us more efficient, improved our visibility, and helped us control costs as we grow. It’s genuinely supported our expansion.”

Jon Crosby

Winning work through digital transparency

When a major London client required a competitor’s system as part of a tender, Trail Group demonstrated Onetrace instead—and we won the contract.

“We showed the client what Onetrace could do, and they loved it. They’re now looking to use it themselves. That project alone is a multi-million-pound, multi-year programme.”

Jon Crosby

The success has reinforced Onetrace as a core part of Trail Group’s business strategy—supporting delivery not only in fire protection, but also across construction and maintenance projects.

A partnership built on trust

For Trail Group, Onetrace isn’t just software—it’s a long-term partner.

“Onetrace has been a partner from day one. When challenges come up, they’re fixed straight away. We’ve always felt listened to and supported.”

Jon Crosby

Looking ahead

As Trail Group continues to expand its services and customer base, Onetrace will be at the heart of how the business delivers compliant, efficient and transparent work on every project.

“We’ve rolled this software out across multiple divisions, and we’re still finding new ways to use it. It’s easy, it’s flexible, and it’s helping us scale faster than we expected.”

Jon Crosby