Job Management Software
Sitting behind a desk doing paperwork is one of the most frustrating parts of running a field service business in Australia. It takes up too much of your time, and if you make mistakes, technicians can miss important appointments. Or worse, bill the wrong amounts and even get injured on site. Luckily, with job management software, you can save your business and field workers from all these problems.
Job management software like WorkBuddy is a cloud-based platform designed to automate and simplify administrative tasks such as scheduling and job tracking. Modern iterations of this type of software can run on all operating systems and smart devices, enabling teams to work from anywhere. High-quality job management software is also made up of five key components that help businesses run like clockwork. These include:
Centralised dashboards
When you log on to any job management software is a central dashboard that gives you an overview of your business performance. The dashboard highlights real-time operational data like job progress, team schedules, workload allocation, and project timelines. It can also display data crucial for management decisions like profit-loss statements, cash flow trends, and project-based earnings. Central dashboards often represent all this data with vibrant visuals like bar charts and calendars so you can make quick yet effective decisions.
Work order processing and job scheduling
Integral to job management software is the ability to instantly create jobs and assign them to the right field technicians. When businesses receive a work order request from a client or contractor, the software automatically registers contact information, work description, and deadlines in the company database. The program then creates a job that can be assigned to the appropriate subcontractors from the work order details.
First-rate job management software takes this process a step further by deciding which technician to dispatch to a project. WorkBuddy’s job scheduling features, for example, take into account work experience, certifications, service areas, and availability to find the best-equipped field technician for the job. If a technician fits the job description, WorkBuddy notifies them on their mobile phone and sends them specific instructions for the job. The job management software even comes with route optimisation features, so field technicians arrive at the right place at the right time. If there are scheduling conflicts or workload issues, job management software allows you to evaluate your team’s schedules and reallocate work with drag-and-drop ease.
Compliance management
Job management software can streamline dispatching and ensure that field technicians meet their safety and contractual obligations. One way it accomplishes this is through custom job forms and checklists. Businesses can create checklists that lay out the steps for highly specific work orders so technicians know what they need to do on arrival. These checklists can cover quality control procedures, site inspections, and safe work method statements. They can even be completed on a mobile app, so there’s less paperwork for both field technicians and back-office staff.
WorkBuddy also offers a wide selection of templated checklists that apply to many field service jobs such as electrical installation and plumbing maintenance. Whatever forms you use, projects can’t be completed unless all items in the checklist have been addressed. This encourages field workers to keep an eye on the required safety requirements of the job. Having these premade forms expedites the planning process and allows you to mobilise your team right away.
What’s more, field technicians can report safety incidents directly onto their job management app. They can upload hazard logs, on-site photos, and other relevant information, so you have all the information you need to resolve compliance issues. Job management software also saves customer logs, email histories, and terms of trade in case you need to settle project outcome disputes with contractors or clients.
Smart portals
Smart portals provide direct lines of communication between the parties involved in a project, like head contractors and field technicians. Job management software will typically offer three distinct portals to facilitate seamless collaboration:
- Contractor portals – Contractors use these portals to assign work orders to subcontractor businesses, track project milestones and job performance. They can also use the portal to monitor workplace safety standards, and process payments.
- Subcontractor portals – Subcontractors can view all the information they need to fulfil a contract, including contractor specifications, compliance checklists, and project timelines. Many subcontractor portals will also come with instant messaging and push notification features to allow subcontracting businesses to communicate with on-site technicians and contractors.
- Technician portals – Field technicians can view the jobs they’re assigned to and view an outline of the steps they need to take for the job. Additionally, technician portals enable users to upload geocoded images and videos, forms, timesheets, and field reports. This way people higher up the chain can monitor progress and quickly resolve issues. Instant messaging functionality is also a staple feature for technician portals.
Job quoting and invoicing
Thanks to tight integrations with leading accounting platforms like Xero, QuickBooks, and MYOB, modern job management software makes quoting painless. Accounting platforms keep a detailed record of historical data on per-project expenses, geographical costs, price books, and market trends. Your job management software can even generate competitive quotes to win contracts. These quotes will factor in the company’s current cash flow and profit margin goals to prevent projects from going into the red.
Another benefit of pairing job management with accounting software is a smooth billing and invoicing process. Field technicians can generate sales and tax invoices on-site when a job is completed instead of manually calculating expenses, service markups, and tax rates. The system can also be set up to send follow-up emails on pending invoices to ensure your business gets paid on time.
Job management software is a must for those who value accuracy, efficiency, and profitability in increasingly demanding environments. If your team is tired of constant admin headaches, it’s time you consider WorkBuddy. WorkBuddy is a powerful tool that can be tailored to enhance your company’s workflows, improve job outcomes and your bottom line. Book a demo today to see what our job management software can do for you.
