A long time ago at SoEasy we used to keep a separate system for job management.
However after years of reviewing this system we found the following issues:
- Jobs were started but never invoiced
- The job system caused double handling when it came to invoicing
- On review, 100's and sometimes 1000's of jobs were in the system that would never be charged or accounted for
- Resolving them as almost impossible
- The bottom line was that Job Systems appeared to lose money because of human nature
To solve this we made our Invoicing System double as the Job Management system.
This created a lot of simple functionality within SoEasy that has stood the test of time.
- No lost Jobs
- All jobs are billed
- Invoicing system has a built in costing and analysis system
- Better cash flow
- Progress payment request system
- Simpler management with all staff focusing on one system, the invoicing system
There are a lot of Job Management tools available and in this section we are going to look at some of them but not all. Please contact support for a consultant to review your needs.
1. Creating and Printing a Job Card
Advanced versions of SoEasy provide time managed Tablet and Smartphone utilities. However at the very basic level, this is how to create a printed job card.
Create an Invoice and add notes/story.
Note: When no items have been added to the Invoice, selecting 'Print/Close' will only offer to print a Job Card.
You can select the 'J' button to print the job card.
Notice you can set up the Job Card at this dialog.
If you select 'Email' SoEasy will compile an email with the customers address, ph numbers, and job description.
It will also attach the Job Card as a PDF.
You can send this to a staff member as a simple Job Allocation process.
There are also other methods that will be discussed later.
Allocating Option 1: Jobs To Staff
Note: Enterprise Version of SoEasy provide you with this feature.
To allocate a Job to a staff member you will first need to add the person to the security system found at:
Cash Book > Set up > Security
When you add a user you also need to edit their details and set up their 'Job Sort/Logging' number (the order in which you expect to see staff displayed in the system).
The number is any number you wish to use but try to make it unique. The number is not used other than for creating the sort order of display.
See below Invoicing Dialog which displays the Job Logging Staff in the sort number.
When creating an Invoice. you can select/change who the job is allocated to.
Allocating Option 2: Jobs To Status
Status is another allocation option.
Status is best understood as a stage at which the job is at.
For example:
- Active < In progress
- Billing < Finished and needs billing checked
- Pickup < Customer to pick up
- Review < There is an issue
- Booked < A booked job but not active
- Insurance < An insurance claim that we need to keep a track of
You can make your own Statuses at Platform > Setup > Job Sheets
Allocations
You can allocate jobs to staff and also a Status.
Or you can just use Status.
Job Display 1: The Job Management Screen
Jobs with Staff allocations and Status options can be viewed and managed in the Job Management Screen.
(This is not the only job management display so please continue to find out more options.)
Clicking SIDE 1 and SIDE 2 results in two different actions.
SIDE 1 takes you to the Invoice/Job
SIDE 2 edits the job details
Selecting various parts of the display filter the jobs.
Job Display 2: Diary
You can utilize SoEasy's Diary to plan Jobs. However this will only work with Staff and Dates.
When adding/editing an Invoice Header you can set a diary date:
You can go to the Diary from many screens including:
The Invoice
The Database
Platform Main Menu
The Diary
The Diary is a fully integrated Job Management System.
We also have large wall panels that will show the real time schedule and status of staff and jobs.
Notice there are four main displays at the top of the screen:
- Day
- Week
- Staff
- Status
The functions are self explanatory.
Select a Job from the Pending List and click on a diary position to schedule the job.
Job Display 3: Invoicing Screen
Some invoicing screens (SoEasy has a lot of different invoicing screens to choose from) have quick access job management so that staff can stay in the one screen whilst working on Invoices/Jobs.
1: If a job is on a list and you want to remove it, select the number with your mouse
2: Whilst viewing a Job, clicking one of the buttons associated with a status will place the job in the appropriate list
3: Click on a job in the list to display it in the main panel
4: If using SoEasy's Time Maximiser modules, time spent on the job can be seen here. Staff can also bill items and update notes from their tablet
When a Job is Close, the job will be removed from the statuses.
Example of a Full Job Management System
1. Staff log in and log off the system via SoEasy or via a special login/logout system
The capture of time is important because it enables us to keep track of staff productivity, in particular job staff
We can identify their start and finish time, and all the jobs that were processed during this time.
It enables the exact track of time used and facilitates accurate billing.
"For 8 hours of staff time, we can bill every minute to a job."
2. A job is logged into the system via PDA or computer input screens:
2 x 24" monitors are the most efficient set up for administration staff and anyone who uses the SoEasy system.
"Studies show a 25% increase in productivity by using 2 monitors."
3. SoEasy's Input Screen allows for very efficient job logging and processing of creditor invoices, markup, and identification of time used on each job.
Key Features
a) Easily locate all jobs for a particular site, staff, or registration number
b) Move jobs through various stages of process and see at a glance who is doing what
c) Quickly lodge Creditor Invoices, add markup, and load the invoice against the suppliers account
d) Record and view time spend by each staff member on each job
e) Send SMS text to customers including template messages (pre created messages)
f) Quickly create a new job based on an existing or past job
g) One screen provides all information so should a customer enquire, you can respond immediately
h) Establish private notes
i) Rapid notes against job (pre composed notes)
4. The PDA enables jobs to be loaded into the system on-site or whilst away from the office
This PDA Screen logs vehicles into the Job Management System.
5. Wall Panels show job progression and workflow
This is a 49" Job Management wall panel for the Automotive Industry.
As soon as a job is loaded into SoEasy and set as 'active', a key placeholder is set and keys are placed on the hook next to the vehicle.
We have many different panel layouts to suit many different industries.
6. Staff receive jobs via Txt, email, printed job sheets, or Tablet
Example screen: Full touchscreen job management system capturing 4 staff and 1 outwork in perpetual time management
In Summary
SoEasy is a fully integrated system them makes short work of the administrative process, reduces staff requirements for paper management, and captures every cost and time component for accurate, up-to-date job management.