Real-time visibility when every second counts
Faced with the demands of 24/7 emergency response, Queensland Mines Rescue Service (QMRS) turned to Wiise ERP with the support of Momentum Software Solutions to streamline operations, break down silos between finance and field teams, and gain instant access to critical data.
“We’re in emergency response—we don’t have the luxury of waiting for end-of-month reports. We need live, accurate information at our fingertips to make fast, confident decisions. Wiise gives us that across both financial and operational systems.”
Trent MacDonald
Executive Business Manager, QMRS
Trent MacDonald joined QMRS in July 2020 as Executive Business Manager, bringing with him over two decades of diverse leadership experience across Queensland, New South Wales, and South Africa. With a background in operational automation, safety, and executive leadership, including roles as Operations Manager and Managing Director, Trent brings a strategic, hands-on approach to driving organisational change.
At QMRS, Trent has played a key role in leading the organisation’s digital transformation journey. Under his leadership, QMRS implemented Wiise to streamline operations, improve real-time visibility, and replace manual processes with modern, integrated systems, all while continuing to meet the organisation’s critical responsibilities in mine safety and emergency response.
Before Wiise
- Multiple systems across Finance, Procurement, Training, and Asset Management lacked API integration with the ERP system. This prevented a unified source of truth and made it difficult to gain a complete view of business operations.
- Invoices and approvals in most cases had to be manually signed and emailed, making it difficult to keep an audit trail.
- Month-end reports took weeks, with data pulled from different systems and checked manually.
- Simple things like leave management were done using pen and paper, slowing everything down.
- Project budgets were tracked using multiple systems, making it tough to know how things were tracking in real time.
With Wiise
- All key functions — Finance, Procurement, Payroll, Training, and Projects — now run in connected cloud-based systems: The business has one reliable source of truth, with systems that can adapt and integrate with third-party tools as needs evolve.
- Invoices process themselves: Accounts payable is automated with ProSpend and Wiise, removing manual data entry and improving auditability.
- Financial data updates automatically: Reports are quick to generate and easy to trust for internal use or management meetings.
- Payroll: Streamlined processes have replaced costly custom builds, making workflows simpler, faster, and more affordable.
- Budgeting is easier: Multi-department expenditures are tracked in one place, helping teams stay in control as the organisation grows.
The Problem
Queensland Mines Rescue Service faced increasing challenges due to disconnected systems, manual processes, and limited visibility.
Core functions like Finance, Procurement, Training, and Asset Management operated in separate tools, with no single source of truth. Data had to be entered multiple times, reporting was slow, and key tasks like payroll and leave tracking were still handled manually.
Without integration, it was difficult to get a real-time view of the business. Invoices were signed and emailed, project budgets were scattered across systems, and month-end reporting often took weeks.
“We’re in emergency response. We don’t have the luxury of waiting for end-of-month reports. We need live, accurate information at our fingertips to make fast, confident decisions.” — Trent McDonald, Executive Business Manager, QMRS
The lack of a connected system slowed decision-making, increased risk, and made it harder for the organisation to adapt and grow.
Challenges
Disconnected systems and siloed data: QMRS used separate systems for Finance, Procurement, Training, and Asset Management, with no integration between them. This made it difficult to maintain consistent data or get a clear view of operations.
Manual processes and double handling: Teams manually entered data across platforms, often duplicating effort. Invoices and approvals were processed via email and paper, making tracking difficult and increasing the risk of errors.
Slow, manual reporting: Month-end reporting took weeks, with data pulled from multiple systems and manually reconciled. This delayed decision-making and reduced agility.
Limited visibility into budgets and resources: Project spending was tracked in different tools, making it hard to monitor in real time or manage resources effectively.
Outdated tools for everyday tasks: Critical functions like payroll and leave tracking relied on spreadsheets and paper, slowing down workflows and reducing efficiency.
“Before Wiise, every time we changed our business model or needed to connect a new system, it meant custom development—time-consuming, expensive, and unsustainable. With Wiise, we’ve future-proofed our ERP. We can now integrate with almost any off-the-shelf software using APIs, without having to reinvent the wheel every time.”
Trent McDonald, Executive Business Manager, Queensland Mines Rescue Service
The solution
Wiise has reshaped how QMRS operates across both finance and emergency response. Under Trent’s leadership, the team now has:
- A centralised and integrated ERP system: Wiise brought together Finance, Procurement, Payroll, Training, and Asset Management into one cloud-based platform. This gave QMRS a consistent, reliable source of truth across the organisation.
- Automation of manual tasks: Processes like invoice approvals and accounts payable are now automated using ProSpend and Wiise. This has improved auditability, reduced manual effort, and freed up valuable staff time.
- Real-time reporting and better decision-making: Data now updates in real time across departments. Reports that previously took weeks can now be generated quickly and used to support daily decision-making.
- Stronger budget and resource control: Project budgets and resource planning are now managed in one place. This has made it easier for teams to stay on top of costs and allocate resources more effectively.
- A scalable platform that adapts to change: With API integrations built in, Wiise makes it easy to connect with third-party tools. QMRS can continue to evolve without the need for costly custom development or system changes.
Watch QMRS’s journey to smarter, connected systems
The payoff
Operational efficiency
Wiise replaced time-consuming manual processes with automated workflows, saving staff hours each week and reducing the risk of human error. By consolidating finance, procurement, payroll, and training into one platform, QMRS significantly improved day-to-day efficiency across departments.
Faster, smarter decision-making
With live, accurate data flowing between systems, QMRS gained real-time visibility into financials and operations. Leadership no longer has to wait for end-of-month reports to understand performance, allowing faster, more informed decisions at every level of the organisation.
Scalable and future-ready systems
Wiise provides QMRS with a flexible ERP platform that integrates easily with third-party tools. As the organisation evolves, the system can adapt to new requirements without costly development or disruption to daily operations.
