Aztec Labour Management B.O.S – Strategic Discussion Document
A bespoke enterprise platform engineered to restore transparency, modernise operations, and demonstrate serious commitment to your client
Prepared by: Cold Lava
Date: 10th December 2025
Re: Custom Business Operating System for Aztec Labour Management
Cold Lava builds bespoke business operating systems that automate and modernise the way organisations operate.

Cold Lava × Aztec Landscapes
A focused collaboration where Aztec defines the operational requirements and Cold Lava builds the custom business operating system to meet them.
The result is an exclusive enterprise platform engineered around Aztec’s labour model and compliance needs.
Background & Current Position
Aztec's current labour model is fragmented, reactive and increasingly costly. Recent analysis indicates:
  • Agency labour spend approx £600,000 per year
  • Upskill uplift passed on to Elite approx £410,000 per year
  • Skilled staff regularly deployed into lower skilled roles
  • Workforce mix inconsistent with commercial needs
  • No central labour system, no live availability and no structured rate governance
  • Elite has raised concerns which now create reputational risk
The business requires a modern, structured and controlled labour management solution.
Introduction to the B.O.S
Traditional CRMs were designed for sales teams decades ago.
They handle contacts and basic workflows, but they are not built for full operational control or compliance.
They are not designed to orchestrate labour, automate complex field processes, or act as the operating system of the business.
A Business Operating System is different.
It becomes the operating layer of the entire business and brings every moving part into one unified hub.
B.O.S:
• controls labour in real time
• manages CSCS right to work and compliance digitally
• automates all communication through WhatsApp, SMS and email
• captures and verifies documents instantly
• prevents misallocation and operational errors
• gives directors full visibility across the operation
• uses AI to support recruitment reminders workflows and decision making
Companies that rely on outdated CRMs or manual tools fall behind. In labour heavy environments speed and accuracy are everything.
This B.O.S is built from the ground up specifically for your operational model and compliance requirements
It replaces reactive firefighting with an intelligent automated AI driven operating model
Why a B.O.S, Not a CRM.
Cold Lava's B.O.S is not a CRM
A CRM manages customers. Cold Lava's B.O.S manages the entire business end to end.
Traditional CRMs Cannot:
  • manage compliance
  • automate multi-step operational workflows
  • unify communication channels
  • handle multi-division labour recruitment
  • enforce grading, history, tracking and uplift prevention
  • support AI-driven labour allocation
  • integrate pay, charge and uplift matrices
  • act as a single operational source of truth
Modern Requirements
With the rise of AI, organisations now require a single infrastructure layer that:
  • centralises all data
  • automates end-to-end workflows
  • manages labour and compliance
  • handles all communication channels
  • delivers real-time visibility for directors
  • reduces operational and compliance risk
Exclusive Build
This B.O.S is an exclusive build for Aztec and will not be created for any other commercial landscaping company.
A B.O.S becomes an essential infrastructure layer for modern subcontractors, not an optional tool.
Why This System Is Required
Fragmented Processes
Current labour processes are fragmented, reactive, and difficult to control.
High Labour Costs
Upskilled labour currently costs £34k per month, creating visibility issues for your client.
Lost Credibility
Lack of operational professionalism weakens your client relationship and demonstrates poor governance.
Strategic Purpose
This project is not aimed at cost cutting. Its purpose is to restore control, transparency, and operational professionalism.
The goal is to strengthen your client relationship by demonstrating seriousness and governance at enterprise level.
Key System Functions
Workforce Database
Complete workforce database with skills, experience, grading, availability, and history
CSCS & ID Management
Automated CSCS and ID management with expiry tracking and reminders
Automated Onboarding
Automated onboarding, right-to-work workflows, and sign-off documents
AI Communication
AI-assisted communication via WhatsApp, SMS, and Email
Job Assignment
Job assignment with prioritisation by grading, recency, and availability
Performance Tracking
Incident logging, performance scoring, and do-not-rehire flags
AI Capabilities Built In
Over time, Aztec will hold a database stronger than current recruitment agencies.
AI Secretary
AI secretary for operatives (chat and voice)
Data Capture
AI data capture from applications and enquiries
Job Advertising
AI job advert generation with direct posting to social channels
Applicant Qualification
AI qualification of applicants before reaching the labour manager
Availability Matching
AI-driven availability matching and workflow automation
Labour Fulfilment Automation Flow
Our intelligent automation platform streamlines the entire labour sourcing process, from initial job request through to confirmed assignment. This end-to-end workflow eliminates manual coordination, reduces time-to-fill, and ensures compliance at every stage.

aztecjobs.coldlava.ai

Work with Aztec Landscapes - Skilled Landscaper Jobs

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Market Review & Why Off the Shelf Cannot Solve This
Off the shelf CRM's fail to address Aztec's needs because they:
  • Are built for recruitment agencies, not subcontractors
  • Cannot control skills vs uplift
  • Have no linked rate or charge out governance
  • Lack compliance automation or non-conformance workflows
  • Do not provide on-site scoring
  • Rely on bolt-ons such as SharePoint, WhatsApp and spreadsheets
  • Cannot scale across divisions (Landscapes, Lifestyle, Residential etc)
A bespoke B.O.S is the only solution that can meet Aztec's operational, technical and commercial requirements.
Build Time and Technical Delivery
14-16
Weeks Development
Full custom development delivered within 14 to 16 weeks
100%
Secure Infrastructure
Hosted on Cold Lava's secure, insured, global infrastructure
✓
Enterprise Grade
Data stored on globally distributed enterprise-grade systems
∞
Scalable Platform
Built for long-term scalability and future expansion phases
High-level encryption, redundancy, and role-based access ensure security and reliability from day one.
Investment and Ongoing Support
Development Investment
~£55,000
Depending on automation depth, required AI agents and reporting modules
Managed Support - Year 1
£500 per month
Introductory rate providing full £1,000 support service level
  • Hosting, maintenance, updates
  • Monitoring and optimisation
  • Future improvements
Managed Support -Year 2+
£1000 per month

Standard service levels
  • All Year 1 features included
  • Each new build or module includes a 3-month fix window at no cost
Each new build phase includes a three-month fix period at no cost.
Communication Costs

Email
Free
Unlimited email communication at no additional cost

WhatsApp Messaging
£0.03 per message
Typical AI qualification cost: ~£0.30 per applicant.

SMS Messaging
£0.06 per message
SMS messages are approximately 6p per message
Labour Manager Role
Role Requirements
Salary expectation: £40,000 to £60,000
Dual role potential due to B.O.S efficiencies
A candidate has already been identified who can support labour allocation and business development
Key Responsibilities
  • Allocation and skills matching
  • Compliance oversight
  • Rate adherence
  • Recruitment campaigns
  • Performance scoring and non-conformance
The B.O.S requires a dedicated Labour Manager to manage the comprehensive system effectively and maintain operational excellence.
Financial Case & ROI
This project is not positioned as cost saving, however operational ROI is a natural consequence.
£34K
Current Monthly Spend
Upskilled labour spend (£408,000 per year)
£120K
Potential Annual Saving
20% reduction in agency dependency alone
£410K
Uplift Exposure
Current annual uplift passed to Elite
A 20% reduction in agency dependency yields £120,000 per year which alone covers the full B.O.S build, Labour Manager salary, and yearly support. Further ROI is achieved from uplift corrections and compliance automation savings.
R&D Claim Eligibility
Eligibility Criteria
Because the B.O.S is fully bespoke, technologically innovative and not available off the shelf, Aztec may be eligible for R&D tax relief under HMRC guidelines.
This may offset a percentage of your development investment, providing additional value beyond the operational benefits.

Financial Impact
This can offset a significant portion of the development investment, further improving the project ROI and reducing the effective build cost.
Consult with your tax advisor to determine eligibility and potential savings.
Why Cold Lava and System Examples
Why Cold Lava?
  • Proven experience building B.O.S and automation systems
  • Specialisation in communication workflows: WhatsApp, email, SMS
  • Next.js and PostgreSQL development stack (the tech that runs the system and safely keeps all the information behind it)
  • AI-assisted development and automation for faster, more efficient delivery
Next Steps
If Aligned
If this B.O.S aligns with your operational objectives, Cold Lava will prepare the full technical project scope, including:
  • system architecture
  • data structure mapping
  • automation framework
  • compliance workflow design
  • integration requirements
  • phased delivery plan

    All build specifications will be finalised in collaboration with Donna, leveraging her construction-recruitment background to ensure workforce processes, labour allocation, and operational workflows accurately reflect your real-world requirements.
Cold Lava will also make the lead developer available to attend any board or stakeholder meetings to answer technical questions.
Implementation
01
Scoping
Data extraction requirements
02
Architecture
System architecture planning
03
Execution
Development and execution phases
We then begin scoping, data extraction, architecture planning and execution phases to deliver Aztec's exclusive labour management solution.