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.

More About DoorPack

DoorPack Software is door software specifically designed to address the unique needs of both garage door dealers and commercial door dealers.

DoorPack links seamlessly with the popular Quick Books software product line which provides dealers with a simple-to-use and easy-to-learn solution for quick customer history, quote preparation, work order scheduling, advertising and marketing.

As a QuickBooks Silver Developer Partner, Fireline Systems has created DoorPack Software with a seamless link into QuickBooks Pro, Premier and Enterprise desktop edition to preserve your current accounting functions.

This makes it easy for an existing QuickBooks user to add DoorPack Software and take advantage of all the specific features needed for a garage door and commercial door dealer.

DoorPack Software eliminates the typical duplicate entry issues that tend to waste valuable time by owners and their employees. With DoorPack you are able to continue using all of your familiar QuickBooks accounting processes …with the added convenience of DoorPacks expanded customer database history features including:

  • Tracking multiple customer locations
  • retail sales
  • work order history
  • installed customer equipment lists
  • detailed quote history
  • scanned attachments for before/after pictures
  • scanned customer signed work orders
  • any other type of customer document.

This streamlines your office process and eliminates much of the daily hunting for paperwork.

 

Scheduling Software Designed for Quickbooks

We all love QuickBooks but finding scheduling software for QuickBooks is not always easy. Without the ability to track your customer history and automate your service dispatch scheduling can really limit your business growth. It’s time to start looking for a service and dispatching program that is plug-in compatible with your QuickBooks. There are four major points that you should consider before you buy a scheduling software for QuickBooks:

Is it easy to use? Some scheduling software claim to do everything. Each of the features that you may or may not need come with a price. Some may make the software complex, hard to work with and difficult to learn.

Will they show you the scheduling software? During your software demonstration ask if you can schedule a new service call. Was it easy to find your customer? How many screens did it take? Was all of the customer history on one easy to read screen? Did it warn you if the customer had and outstanding balance due? Software should make your life easier not create more keystrokes and cause more stress.

Is it designed specifically for QuickBooks? The real test for a scheduling software for QuickBooks is to watch where the customers invoice is created. If the invoice is only created inside QuickBooks you have a seamless integration to QuickBooks. If it is created inside the service software’s Accounts Receivable software and then linked or synced into the customer’s record inside QuickBooks you are maintaining two different accounts for each customer. What do you do when the same customer’s balances are different? This type of integration can lead to accounting nightmares. Does the software connect with your QuickBooks billing accounts and jobs? If not, some kind of conversion will also be required.

Do they really focus on Door companies? Review the software company’s website. Do they work specifically for Door or every type of service business under the sun? If one size fits all, it may not fit you very well.

For additional information or a personal demonstration of the DoorPack Scheduling Software for QuickBooks visit www.DoorPack.com

DoorPack Software for QuickBooks

QuickBooks Integration:  Take a close look before you buy

When a Door company reaches a certain size operational software becomes a must. It gets harder and harder to hold things together.

If you are like most companies, you’re perfectly happy with QuickBooks for your accounting needs. What you really need is something more functional to run your operations.  So you start your Google search.  Many software products claim to integrate with QuickBooks, Peachtree, and a host of other accounting software packages. Most of them also claim to fit any service company from maid services to pest control to Door companies.

We hear this sad story almost daily from our new clients: Everyone claimed to be integrated with QuickBooks. After they bought the software they found out that the link to QuickBooks didn’t work correctly. They eventually ended up disconnecting the new software from their QuickBooks after many hours of training and needless frustration. Here are a couple of simple steps you can take to avoid this problem:

  1. Don’t assume that all billing and accounting is done in QuickBooks. Many buyers found that their new software had its’ own Accounts Receivable. They needed to re-learn how to do the customer billing inside the new software program rather than in QuickBooks. Their staff became frustrated and reluctant to learn another accounting software. Finally, their accountant didn’t understand the new software accounting since they only worked with QuickBooks, so information and adjustments had to be reentered in QuickBooks to get the proper tax information.

DoorPack Operations Software avoids this problem by focusing on QuickBooks. We create the customer billing and invoice in QuickBooks; just like you do now. No re-learning another accounting software product.

  1. Don’t assume that any generic service software will work for your Door Company. Take a minute to look at their website and see if they advertise as an “all-in-one” solution for all types of service companies, or specifically for the mechanical service contractor.

Scheduling Installations and Deliveries

Automate your parts delivery schedule:

One of our customers wanted more control over installations. The availability of parts was a major headache. He ordered most of his parts specifically for the job. Time after time the technician would get to the site, and be unable to finish, because a specific part was not available.

Receipts were scheduled in an excel spreadsheet. As parts were received, they were checked off on the sheet. When everything was checked off the installation was scheduled. In practice this should have worked. In reality, purchase orders, receipts, and the spreadsheet were constantly getting out of sync. Information on the spreadsheet differed from the Purchase Orders in QuickBooks. Since there was no delivery date on the PO line-item in QuickBooks, it was difficult to synchronize deliveries with installations.

Automating Purchase Orders and delivery schedules fixed the problem. The sales-person was given the responsibility to start the process when the quote was accepted. He or she would create the installation work order, which included all of the information on the quotation. The installation work order would be put on hold until the parts were received. The salesperson would also create a preliminary purchase order for the part, and assign it a delivery date and method. It was easy to look at a work order and see what parts needed to be expedited.

We created a main delivery schedule which includes scheduled parts deliveries, and customer installation requirements. The owner can now review the preliminary purchase orders and deliveries, change them as needed, and combine them into purchase orders for the vendors. The critical deliveries stand out, and can be expedited when necessary. When scheduling installations, it is easy to see if all the parts have been received, and a picking list of required parts is printed out with the work-order.

Best of all, everyone has up to date information. Projected work order deliveries are immediately transferred to the main schedule. Changes to the main delivery schedule are instantly transferred to the work order. People have the information needed to respond properly to customer questions.