The perfect system for HVAC Contractors, Plumbers, Irrigation Companies and other similar businesses!
Without a doubt, this is the best dispatching system that you can purchase. With this system you can examine your schedule for any day by simply typing in the date or by using the convenient date scrolling button. You can print out the days' activity at any time or select to print individual work orders for your technicians. Two very different entry screens are offered that allow you to record service dispatches and immediately schedule calls. One screen called the “Enter Daily Calls Screen” is designed for telephone operators to quickly take a service call. The Dispatch Board is designed to show the days activity as well as take and post service calls.
Complete customer information is available at any time. Including previously scanned work orders. Your office staff will be able to record customer specific equipment inventories, track information such as serial numbers, date of installation, warranty expiration dates, site location, description and many, many more variables with ease.
Dispatches are tracked continually. Nothing is ever lost! At any time you can see a current list of all uncompleted dispatches. Once completed, dispatches are automatically made available for billing. Labor, material and other costs can be added to the completed dispatch at the time of billing. Warranty reports and automatic inspection lists are included as well as a number of other reports and listings that are designed to automate your current service and dispatching system.
Up-to-date customer information shared across departments is a big competitive advantage. By providing your office staff with up-to-date customer information including scheduling, everyone who has access to a computer can easily view customer service calls, information regarding equipment, warranty status, current work order, and much more. When your office staff answers the phone and takes a service call can they will sound like a pro simply because they will know everything about your customer. A person who knows the details about your hard won customers can not help to provide you with more loyal customers and greater revenue possibilities.
DRAG AND DROP ANY CALL
Did I just say “Drag and Drop”? What does that mean? For those of you who are recording your calls on a 3x5 note card and using a safety pin to attach them to a cork dispatch board probably will not understand what I am referring to. Those of you who are using a computer to schedule your technicians probably wish that you had the ability to easily move calls around. Most computer systems provide for movement of calls but not like Dispatch Manager Pro!
The dispatch board below shows the entire schedule for Feb 23, 2009 for one of my clients. To move a call from one technician to another, simply use your mouse to click on the call to move and drag it with the mouse to the new technician that you want the call to be reassigned to.
THE DISPATCH BOARD
The Date Scroller in the upper left hand corner of the Dispatch Board makes it real easy to pick the date you want to view. You can have as many technicians as you want and as many time slots for scheduling. The Dispatch Board can be arranged with technicians as the columns and time as the rows (as shown) or reversed, technicians as the rows and time as the columns as shown below
Highlight any dispatch on your dispatch board and right click to view the screen below.
On this screen your operator has a convenient way of entering who called, their phone number, address and whatever work has been requested. The type of repair can be set which can change the color of the dispatch as is appears on the dispatch board. This system can identify as many repair types as you need and all of them can have a different color on the dispatch board. In addition to the items discussed, your operator can record the description of the repair after the call was completed along with any notes or other important information.
SCAN PAPER DOCUMENTS
The yellow action buttons along the top of the screen above provide for quick access to a number of very important features of the Dispatch Manager Pro software. This system has the ability to scan and store paper documents that are related to or generated by a dispatch. Such documents can be the original work order for the dispatch, hand prepared notes taken at your clients location, maintenance contracts that are filled out on the spot, a copy of a drivers license or any other such document that is important to keep for your files. The Scan button links to your local scanner which takes a picture of the document and stores it on your hard drive in PDF format. The software automatically provides a link to this PDF document for this particular dispatch.
VIEW PAPER DOCUMENTS
The view button allows your operators to look at all documents that have been scanned for this dispatch. In the screen below there is only one document that was scanned for this dispatch. Highlight the document and click the open button to see it.
SEND TEXT MESSAGES
That’s right! This system can be set up to send and receive text messages from each of your technicians in the field! The call message below is being sent to DON.J giving the customer’s name, phone number and location information in a single text message. No more missed calls or excuses. When the technician arrives at the customer’s location they simply reply to the call and the system will automatically record the arrival time in the dispatch record.
POST CASH RECEIPTS
As checks or payments are received for each of your service calls, it is a simple matter to update the dispatch with a record of the payments. In addition to flagging the dispatch as having been paid (note the black marks next to the dispatch records on the screen above), the Enter Cash Receipts function will make automatic postings to an integrated Accounts Receivable and Ledger System.
PRINT THE DISPATCH
After any dispatch has been entered you can print a single work order or the entire days group of work orders. Many forms can be supported or design your own!
MORE CUSTOMER INFORMATION
I would like you to take a few minutes and consider the Dispatch Manager program. I know that you have a computer system and that most if not all of your accounting and estimating functions may have already been addressed; but are your sales where you would like them to be? Are your customers satisfied with your service and response times? Is your service operation profitable? Can you even answer these questions? Without tracking your calls efficiently you can not begin to answer these questions and, if you are like all the other service contractors in your area, how you respond in the field determines how much you are going to make and ultimately how profitable you will be.
This program provides you with a means to offer maintenance contracts and the ability to follow up with your existing customer base to create additional sales easily. This could be a significant amount of additional revenue from already "existing" customers. Revenue that is much easier to acquire than convincing a potential customer that you are the best choice among the six or seven that he is looking at. The Dispatch Manager program can address this issue directly by tracking all customer sales and maintaining an up to date database that will show warranty expiration dates, equipment installed by location, serial numbers of large items installed with model numbers and inspection dates, scheduled repair times and last visit logs.
You will be able to track and trace all bills and service calls, providing an easy way to determine if any recorded call is a warranty call. It can also report which installer or service/sales person has the most call backs. The Dispatch Manager program would have a very large impact on this aspect of your business by tracking these warranty calls and maintaining a usable history of service by model and manufacturer as well as customer. As I am sure you already know, many warranty calls are avoidable with better information and model number tracking. Do you currently measure or capture any customer driven satisfaction indicators such as response time, warranty returns, customer comments, etc.? If you could do this then this information could be posted as selling tools on your web site and also be used internally to drive improvement.
The Dispatch Manager program provides for just this type of tracking.
Do you follow-up on old work orders or past customers whose systems are out of warranty or customers who need annual maintenance? This is one area that could clearly be a revenue generating function. The Dispatch Manager program would be able to generate lists of customers that are timely and directed at installations that may be in need of work “right now”! You need to ask yourself, How many lost customers, warranty claims, maintenance contracts does it take to pay for the software not to mention the improved efficiency in the office? There is no doubt that additional sales are waiting for you through the use of better customer tracking with the Dispatch Manager.
Call 248-214-7258 For An Online Demo Today!