QuickBooks is a great accounting system. It is simple, easy to use and it gets the accounting done. The challenge is that QuickBooks doesn’t quite meet your operational needs. Accounting is nice, but your daily operations are what bring in the monthly cash flow. Now you have the best of both worlds … operations software that seamlessly plugs into your accounting software. Introducing a total solution: DoorPack for QuickBooks.
DoorPack allows you to clean up the bottlenecks and inefficiencies. Take a look at the way you are handling work-orders. Are you entering information over and over again, first on a service ticket, than on a white board, and finally into QuickBooks? How does it work when you are really busy?
How about your paperwork? Most offices have a number of file cabinets, crammed full of folders. It can seem like a paperwork black hole, everything goes in, nothing comes out.
DoorPack software is designed to eliminate double entry and lost paperwork. Names, addresses, and descriptions are entered once, and passed from quote to work-order, to QuickBooks invoice. Paperwork can be attached to quotes, work-orders and customers. DoorPack becomes a central place to find documents quickly and easily.
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.
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.