Let technology work for you

By Jeff Salton

Are you getting the most of the technology at your disposal? Most contractors have a computer, mobile phone, GPS, and a few other gadgets but, like our brains, we only use a small percentage of what they’re actually capable of doing.

For instance, if you’re using an outdated or paper-based job booking, billing and accounting system that relies on your memory and takes up you're your weekend sifting through notes, invoices, and the like, while your computer sits idly on a desk at home or in your office, you are definitely not taking advantage of available technology.

And when a company has already done all the hard work for you by developing a software program that tracks jobs, billable hours, inventory and compliance requirements, you are running out of excuses not to use it.

Finally, when you find out that it costs less than $1,000 to start using immediately, what the hell is stopping you?

Guy Arrowsmith, from i-Man has developed IMS – a complete project management and mobile field management system developed specifically for the service-based industry. The IMS program is an end-to-end solution allowing small and large businesses to track projects from quotation to invoice.

One of the beauties of this product is that Guy is a former electrical contractor, so he knows what other contractors need in a program to help them run successful businesses.

IMS is a web-based product built to streamline business processes and allows customers to gain access to their business data remotely 24/7. It was developed 10 years ago and has been widely available in the field for the past five years.

Guy explains that for a small upfront fee of less than $1,000 and an ongoing subscription, it puts it within reach of most small businesses.

“”Most companies we deal with have a low IT base and may not be too familiar with computer programs. If ever they have queries or get stuck, they simply ring us up and, using software that allows us to view their screen, we can talk them through any problems they have instantly and in a few minutes they’re back working at full strength,” Guy says.

“This saves contractors lots of time instead of having to wait for a costly site visit to fix a simple query or get just a little bit of help.”

Guy says he’s noticed that most companies using the IMS system remark on the increase in billable hours – around 20-30 percent “because their staff aren’t having to come into the office nearly as often, especially for simple administration tasks. And when personnel can invoice on-the-job, cashflow is greatly improved.

“Even fuel savings are noticeable with crews not having to drive to the office nearly as much,” he says.

The system is constantly being upgraded, probably weekly. That’s the beauty of a centralised system, we can do development work on the model that will benefit all our customers, from their feedback.

But how does it work?

IMS is a completely electronic and automated system that is reliable and easy to use. The IMS product allows admin staff to enter a job, assign it to a date and specific service staff. The project can then be accessed on site and the hours automatically tracked. Invoices can be generated on completion of jobs and payment can even be received on site.

This eliminates much of the messy Friday arvo paperwork, where collation of invoices, inventory, billable and non-billable hours, extras, etc, takes place, when most people are tired and looking forward to the weekend.

IMS makes managing reoccurring jobs, or unfinished jobs, inventory of stock and compliance forms much easier. The GPS tracking module allows for additional functionality in terms of project planning and service personal organisation.

For example; an urgent job can be assigned to the nearest service personnel located simply by the GPS tracking module. I-Man also provides an integration link between IMS and most mainstream accounting packages, so you can keep using a program you’re already familiar with.

Who uses IMS?

Guys says that around 80 percent of his customers are electrical or plumbing contracting businesses. They appeal to the administration, management and

service staff sections within most businesses.

“Each of these groups value different aspects of the IMS product. Management is likely to utilise the IMS diagnostic functions to analyses business profitability and loss, inventory and stock control factors and also keep an eye on staffing productivity,” says Guy.

“Administration benefits from a streamlined easy-to-use process that ensures accuracy and leaves less room for human error between the quote, the job and final invoice.

“Service Staff like the interface specifically designed for hand-held devices. They also can track hours accurately and do not have to rely on memory to do so. No longer is time wasted by dropping paperwork into the office as it all can be transmitted instantaneously and remotely 24/7.

“Our clients see substantial increases in profitability after the implementation of IMS. Less hours of administration, increases in billable hours, quicker turn around in invoicing, and a more comprehensive picture of the overall profit and loss of the business, ensure success.

“We often hear from new clients about an upsurge in jobs, billable hours and profit since implementing IMS,” adds Guy.

He says that i-Man customers must be willing to spend the time to implement IMS properly, and that they must be positive about the process? A little bit of pain for a lot of gain.

How it works

In the office:

The moment the phone is answered and a potential new job or query is made, IMS is opened and the data is entered. A task is then generated either to follow up, quote or a job is scheduled to a service personnel. Once the job is undertaken, service staff log their hours and parts used and any other additional costs. This information is instantly accessible to the administration staff. An invoice is generated, sent from IMS and can be transferred through the integration link between IMS and their accounting software. Based on information received through IMS from service personnel, a job may also be rescheduled, parts ordered or a selection of other outcomes.

On the road:

Work starts on site with IMS, not in the office. Service personnel access IMS, jobs are uploaded and information pertaining to each one is logged, ready to go.

IMS offers a specifically designed PDA interface allowing service personal to access information, order parts, log hours and even fill in compliance forms while on site.

After hours:

IMS streamlines business process to such an extent that tasks can be completed quickly and efficiently – even remotely. This means less time in overtime!

Guy says many of i-Man’s customers now have the confidence to take on more staff and quote on complex projects as they know they can be carefully managed by the IMS system.

IMS ensures that our customers can grow their business to the next level.

Increasing profitability and productivity of staff is a hallmark of good business

practice. IMS enables our customers to achieve excellent levels of business

practice and become leaders in their field.

He says the software is constantly being updated and that subscribers have instant access to any beneficial changes.

Visit i-man’s website to read up more details of the program and some detailed case studies (Velocity Electrical, Penguin Air, Five Star Electrical) and judge if IMS is right for your business.

www.i-man.com.au