About the Customer
VAE Group is a leading Australian HVAC provider delivering mechanical services across commercial, healthcare, and industrial sectors. With over 25 years of experience, the company specializes in complex building performance and mechanical solutions, backed by a strong focus on innovation, operational efficiency, and sustainability. As a technology-driven organization, VAE integrates advanced systems to enhance building intelligence and energy performance. Supported by modern platforms, advanced engineering processes, and a safety-first culture, VAE continues to invest in technology that enhances service delivery and enables smarter, data-driven operations across regions. Given the scale and complexity of its bi-regional operations, VAE required an integrated platform capable of improving visibility, accuracy, and long-term scalability.
Business Challenge
VAE faced several integration and operational hurdles stemming from fragmented data and limited visibility between Salesforce and Pronto Xi:
Limited Integration
Salesforce Field Service and Pronto Xi had limited integration, creating challenges for data visibility and access across systems
Limited Automation
Manual routing of orders, invoices, and customer records led to delays, inconsistencies, and scalability constraints.
Geographically Split Operations
VAE’s Australian and New Zealand operations required the same Salesforce instance but separate Pronto datasets. Existing configurations could not intelligently route data to the correct dataset.
Currency and Tax Complexities
The integration had to support different currencies (AUD/NZD) and GST rates while maintaining financial accuracy.
Inefficient Maintenance
Lack of DevOps, version control, and structured testing in the existing implementation increased operational risk and hindered continuous improvement.
Approach
To address these challenges, VAE worked with Salesforce and NJC Labs to improve its Salesforce-Pronto integration using MuleSoft’s Anypoint Platform.
Phase 1:
Phase 1 focused on updating existing integrations and adding dynamic routing to support multi-region operations across Australia and New Zealand. The solution provided automatic data updates between systems. Configuration-driven routing logic directed traffic based on company prefixes or service centres, allowing both regions to operate on a single Salesforce instance.
NJC Labs also introduced DevOps pipelines, source control, MUnit testing, and secure property management. Improved error handling and logging strengthened overall system stability.
Phase 2:
Phase 2 built on this foundation by simplifying additional business processes. These included profit reporting, credit note management, currency exchange updates, and timesheet improvements. NJC Labs introduced these enhancements smoothly, reducing business interruptions and keeping full consistency with VAE’s business requirements.
Key Components
MuleSoft Anypoint Platform: A complete API-led integration framework connecting Salesforce Field Service with Pronto Xi, using reusable APIs, structured data transformations, and robust monitoring.
Dynamic Dataset Routing:
Intelligent routing logic for dual dataset handling (AU/NZ) based on account prefixes, service centres, or employee identifiers.
Financial Process Automation:
Automated handling of multi-currency transactions, tax rates, and synchronization of credit notes, invoices, and payment statuses.
Timesheet and PO Enhancements:
Optimized error reporting, overtime handling, and synchronized user purchasing limits and pay rate data from Pronto to Salesforce.
CI/CD and DevOps Enablement:
Continuous integration pipelines with automated testing and version control for reliable, traceable deployments.
Results
The NJC–VAE integration project, delivered in partnership with Salesforce, has transformed the company’s digital operations, providing measurable improvements in efficiency, accuracy, and transparency.
Improved Operational Efficiency
Manual data entry between Salesforce and Pronto Xi was eliminated, significantly reducing administrative overhead and minimizing human error. Automated workflows streamlined key processes such as work order approvals, customer data updates, and invoice syncing.
Enhanced Financial Accuracy
Automated reconciliation of bills, credit notes, currency rates, and payment statuses across ERP data sets improved financial insight. By keeping live data aligned between Pronto Xi and Salesforce, finance teams gained confidence in reporting accuracy. This accuracy improved compliance and made month-end processes easier.
Regional Scalability
Australian and New Zealand operations now run on a single Salesforce instance with automatic dataset routing. This structure removed the need for repeated setups and made maintenance easier, resulting in lower operating costs.
Governance and Reliability
CI/CD pipelines, automatic testing, and organized error handling provided greater system control and insight. These capabilities allowed IT teams to detect and resolve issues quickly before they affected users. The overall stability of the integration environment also reduced outages and improved business team confidence.
Conclusion
The two-phase integration program marks a major achievement in VAE Group’s digital transformation. With NJC Labs’ MuleSoft expertise, VAE now operates a unified and flexible platform connecting Salesforce Field Service and Pronto Xi across Australia and New Zealand. This initiative resolved long-standing data challenges and manual processes while providing real-time visibility, automated financial updates, and simplified regional operations. VAE has gained greater efficiency, reduced risk, and improved service delivery.
The partnership demonstrates how strategic API-led integration delivers clear business value. It simplifies complex processes, supports data-driven decisions, and creates a strong foundation for future growth and innovation.
Client Testimonial
NJC Labs team was a pleasure to work with, easy to deal with, responsive, and consistently professional. They also went above and beyond to support our team after the project was completed, helping to ensure a smooth transition into our business-as-usual operations.