Software installation and training: It can be a painless process

At the beginning of the installation and training process we often find that people in the office are anxious. They are used to the current system. Change is frightening.

The actual process is fairly straight-forward. After installation, which is handled by our technical staff, we go through a brief overview of the process. DoorPack is easy to use, and the training period is quite short. At least an hour of practice is needed after every training session.

The first one hour session covers service and dispatch. After 30 minutes the staff is able to enter and dispatch service calls and enter new customers. We spend another half hour or so practicing, and covering special requirements. DoorPack is designed to be customized to meet the needs of the company, with user defined fields and screens. These are used to tie to the customer’s Jobs in QuickBooks, and for other special fields and functions.

The second session covers questions and problems, and moves into installations and billing. At that point, the users are able to create work-orders, and bill them. They still are probably not comfortable with the process. We encourage them to call us if they have questions or problems. Customers at this stage get special priority.

In the third one hour session we normally cover equipment and service agreements. We train the users to enter service agreements that will tie back to their equipment and automatically produce maintenance service calls. We also go over the areas in DoorPack that are designed to control the renewal process. At the end of that session the new users are ready to work with PMs, although we are always available for questions as they come up.

The fourth session is set aside for review, questions, and includes a general overview of the process.

The whole process takes about a week, depending on availability of staff. At the end, DoorPack will be up and running. Normally we wait a couple of weeks, and then move to the mobile solution. This typically takes an hour or two to set-up, and one or two hours of training.

Take a few minutes to join us at our next online webinar and review how the DoorPack Service Software for Quick Books can help to streamline your operation, increase your productivity and eliminate the duplication.

Turbo-charge your Service and Recurring Maintenance

QuickBooks is a great accounting program, but it really isn’t designed to meet your operational needs. A Door business needs something that integrates customer history, schedules, contracts and work orders. You can drive yourself crazy trying to keep up with all the detail. Some people put the information into QuickBooks notes, or create appointments with Google or Outlook calendars. Some even try to keep track of everything in Excel. When things get busy it all tends to fall apart. The end result is money down the drain. A simple to use fully integrated service software program can fix the problem, but finding the right product is not easy.

Stand-alone software designed for the Door industry will generally meet your operational needs, but their own built-in billing and accounting can’t match up to QuickBooks. QuickBooks has hundreds of thousands of accounting users around the world, and spends millions to make their product user-friendly. And training your staff to use another accounting software can be a nightmare with a product that isn’t user friendly.

There are a several popular service software products that claim to “work with QuickBooks”. But beware. They may have their own billing and accounting software, separate from QuickBooks.

After creating the customer invoice in their software they push their invoices and accounting into QuickBooks. This is a recipe for disaster when you or your accountant discovers that your customer’s account balance in QuickBooks doesn’t match the balance in their software. Many of their customers end up disconnecting the service software from QuickBooks. They have to put up with the hassle of entering everything twice.

DoorPack allows your customers invoices and accounting to be created inside QuickBooks eliminating duplication.

DoorPack Modules

DoorPack Software provides four main modules with it’s connection to QuickBooks

DoorPack’s Base Service/ Installation Scheduling Module allows the user to quickly find any QuickBooks customer and review their complete customer history on one screen.

DoorPack’s design eliminates the need to search through multiple menus to quickly find what you are looking for. You can also drill down into the detail of any past work orders or quotes for reference. DoorPack also tracks each customers installed equipment ( just in case a replacement part is required) along with maintenance schedules, unlimited contacts, agreements, notes, sales activities, attachments, and phone call history.

Work orders for service calls and new installs can be printed and scheduled on Microsoft’s Outlook for all of the computers connected to the network. Using the DoorPack calendar with easy drag-and-drop features, the work orders can be quickly assigned to a new service technician. When the work orders are completed the labor and parts used can be entered. Each completed work order will automatically create an invoice, estimate or sales order in QuickBooks to eliminate the duplicate entry required for billing. This speeds up the normal billing process, reduces the amount of clerical entry and increases cash flow.

DoorPack’s Estimate and Quote Module provides a powerful alternative for automating your quoting process.

DoorPack Software is one of the only software tools which allows the dealer to prepare residential and commercial customer quotes for multiple manufacturers and multiple product lines.

There are three methods provided for quotes in DoorPack:

  • handwritten quotes
  • Excel imported quotes
  • DoorPack created quotes.

The quoting module provides a simple tiered method of quoting allowing the selection by manufacturer, by module, by option and then by option item. Pricing is automatically updated using the manufacturer’s multipliers.

Quotes can be reviewed using multipliers and/or gross margin assumptions. After quotes are printed in DoorPack they are tracked in the customer’s history record. With a simple click of the mouse an existing quote can be turned into an installation work order for scheduling and billing.

DoorPack’s Opportunity Tracking/ Open Item Tracking and Advertising Module allows you to track the source of each incoming call to better manage monthly advertising expenses.

It also provides a method for creating customer and prospect mailing labels and various mail merge letters for promotions, etc. The tasking feature for DoorPack provides management and the staff with a handy “ToDo” list feature tracking project deadlines and assignments. Incoming daily call opportunities may also be tracked and managed.

DoorPack’s Job Cost Contracts and Progress Billing Module provides the ability to track job contracts for progress billing and job costing.

Finally Fireline Systems wraps the entire DoorPack software product together with a powerful company-wide informational dashboard.

From one single screen DoorPack allows you to quickly see a snapshot of your entire company with the ability to drill into the details. This one tool alone streamlines the entire daily operation and eliminates the need for countless paper reports.

If you are looking for an overhead door service dispatch software solution specifically designed for your business, which links seamlessly to your QuickBooks, you owe it to yourself to request a software demonstration of Fireline System’s DoorPack Software today.

DoorPack Software – End the lost Paperwork Nightmare

There is something about paperwork that seems to make it hard to find. We’ve all been there before: Everything is right there in the file cabinet, good luck finding it. For example, we need to repair a commercial door we installed last year. We have all the information we need at our fingertips. First we go to the file cabinet or to QuickBooks, drag out all of the old invoices, and identify the equipment. Next we need find warranty dates. Finally, we need to sort through the invoices to pull together the customers repair history. The secretary needs to retype it all again on the work-order for the service techs to reference the prior work done.

Let’s not forget the typical flow from sales to installation. The secretary takes a call from a customer asking for a quote. She leaves a sticky note on the salespersons desk. With luck the salesperson finds the note, calls the prospect, and sets up a site visit. The sales person goes to the site, makes lots of notes, and gives the customer a quote. The salesperson puts the quote in his folder and goes back to the office.

When the customer calls, panic sets in. Where is the quote? Where are the notes from the site visit? We finally pull all of the information together, and try to schedule an install. We hand write a purchase order for our vendor(s). It falls into the same paperwork black hole. With luck, the warehouse guy realizes the unit that just came in must go somewhere. Otherwise, it gets stored in the warehouse until the customer calls complaining about the status of their new installation. This is followed by another wild search.

DoorPack Software for Quick Books is designed to eliminate the paperwork black hole. Installed equipment is automatically recorded, with warranty information. Initial site visit work-orders and notes are linked to the quote and installation work-order automatically. All of this can be printed with the work-order.