Five Reasons to operate your software from your office and avoid the cloud

  1. Security: Every day we hear about a cloud- based system being hacked. No-one seems to be safe. The IRS was hacked; the entire government personnel system was hacked; Target Drug, TJ Maxx, Blue Cross and Blue Shield were all hacked. These organizations spend billions of dollars to protect their records. They all learned the hard way. Put it on the web and you risk losing it. Your average cloud-based provider can’t afford the kind of security these big organizations had. How secure do you think your data really is in the cloud?
  1. Ownership of the data: When you put your business into the hands of a cloud provider, all of your data is in their possession. You can access it, as long as you continue to pay. Miss a payment and you are out of business along with your customer history until it gets resolved.
  1. Switching systems: We hear it all the time. People have bought into a cloud-based office or mobile software app and are now unhappy, and want to change. Unfortunately, most can’t get their data out. Effectively they are locked into their monthly fee, unless they are willing to go cold turkey without their history.
  1. Your business depends on the internet. When it is down, so is your service business.
  1. Mobile security: Most cloud-based applications use a mobile solution that gives your techs access to your data. Password protection helps, but passwords tend to get passed around the office. It isn’t uncommon for technicians to raid the bosses’ customers and start their own business.

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.

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.