Service Scheduling Software: Managing service scheduling efficiently is critical for an HVAC or Plumbing mechanical service company. In the busy season, the calls come in very quickly call after call, sometimes two or three at once. It is no time to be scribbling notes on a scrap of paper. You need to get the information into the computer quickly, and have it flow directly into the dispatching process.
In the heat of the moment, many people feel more comfortable writing hand notes. They are sure that when things slow down they will be able to enter the info into their software. They frantically try to enter the new work orders between calls into their software.
It’s easy to fall into the duplicate entry trap. I keep everything right here in front of me. I enter the call and customer information into my notes, then I enter it again on the technician’s field ticket, finally I re-enter it again into my QuickBooks customer invoice. Service calls get lost, or worse the work gets done and never billed. Time and money are wasted.
Successful service companies make sure that the software process is followed, even when things are crazy. Information is entered into the software while the customer is on the line. The service software is set-up for fast data entry. Everything is entered on a single screen. Critical information is required so that nothing is missed. Information flows directly into the dispatch calendar without duplicate entry.
Dispatch Software: The dispatcher needs to be able to review the open calls at a glance. He or she needs to prioritize and group them so that the technicians are not running back and forth across town. To do that they need a simple, easy to use dispatch board, combined with a map showing the calls, and the current location of the techs. It’s also important to group your maintenance calls by location. This is one area where you can save a ton of money by creating better routing for your technicians.
Service Agreement/PM Renewals: With HVAC Pack Software for Quick Books the scheduling and PM renewal process is designed to remind you when they are due. Since our software completely automates this reminder process you have more time to identify and re-price unprofitable agreements. Then there is the billing side. Recurring invoices in QuickBooks aren’t much hope without a process. You just have notes and an invoice that keeps repeating itself. The process becomes a blizzard of paperwork, duplicate entry, and confusion. Business owners get so wrapped up in the daily paperwork that they neglect to review the history and profitability of their existing agreement before they send out the renewal notices. HVAC Pack has a process that allows you to keep track of these things on a timely basis. Maintenance calls are created automatically and displayed as PM’s on the calendar board. The person who is responsible for assigning the PM’s can see all the calls, and sort them by town, zip code, or territory. In that way, they can be combined by location for better routing.
Mapping/ Routing: It’s also important to group your maintenance calls by location. This is one area where you can save a ton of money by creating better routing for your technicians. Some companies group the calls by zip code, others by town, and some set up their own areas or territories. The HVAC Pack Service Scheduling and Dispatch Software can handle them all. This can really cut down on your technician travel time and your gas expenses.
It’s really simple, you have the right software tools for the job. HVAC Pack Service Software provides you with those tools. We offer a process that moves the initial information taken during the customer call, to the dispatch board and finally to the technician with our mobile solution. All of the information flows back with a click of a button, and can be sent to QuickBooks with another click, after someone reviews what the tech has entered. We allow you to group your services calls by zip or postal code, by town, by area or territory, and we offer a map with our dispatch board that lets you visually review the calls. Finally, we have a process built into our software that lets you keep control of your scheduling and dispatch.
Take a few minutes to join us at our next online webinar and review how the HVAC Pack Service Software for QuickBooks can help to streamline, and eliminate costly mistakes for your operation and increase your productivity. Call 800-890-8614 to register or visit our website www.HVACPack.com.
Be sure to check out our Video of the Month:
Watch how the HVAC Pack Service Software for QuickBooks can help to eliminate duplication and streamline your scheduling and dispatch processes.