Refrigeration Software

Win more refrigeration customers, without working harder, by automating tasks to improve customer service and streamline business admin.

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Refrigeration FSM Software

When a prospective client’s fridge stops working they’re usually pretty stressed — refrigeration failure is a big deal because if the issue isn’t remedied swiftly, it means stopping service and throwing out thousands of dollars of perishable food or medication. If you can respond to such prospects almost immediately with a quote and repair window, you’ll instill confidence and be pretty much certain to win the job.

The thing is, it’s pretty hard to do that manually. Plus, if you have to redo all your technician’s schedules every time there’s an urgent job, things can get pretty messy.

Thankfully there’s a simple, easy-to-use and cost-effective solution to these challenges are more.

Introducing Optsy refrigeration software, the all-in-one refrigeration service management tool that integrates:

  • Customer and staff information
  • Estimating/quoting
  • Scheduling
  • Dispatch
  • Routing (with technician GPS locations)
  • Inventory
  • Billing and invoicing
  • Receipting
  • Reporting

We’ll help you customize the software to your exact needs and set it up with key information like your staff details and standard fees. Then all you need to do is enter your prospect’s details once and you can find an opening in your schedule and generate an estimate with just a few clicks. Once the estimate is approved, the software will automatically schedule the job based on parts availability and technician location and availability.

When the job comes up in the schedule, the software will automatically notify the client with an estimated time of arrival and will show the technician the best route to take to the client’s premises. Once the job is done, your technician can update your inventory in real time with just a few clicks. Similarly, they can mark the job as complete with just a click of the button and the software will automatically issue an invoice for the work without any additional data entry. Upon payment, it’ll also automatically issue a receipt.

If you use Quickbooks, our refrigeration software integrates seamlessly with the accounting software and will automatically update your accounts receivable, expenses and income in real time. Otherwise you can generate custom reports to keep track of your cashflow etc. in the Optsy software, and you can export your data when you’re ready to fill in tax documentation.

The result is:

  • Better customer service with far less effort
  • More clients thanks to referrals from happy customers
  • No repeated data entry, so far fewer data errors
  • Greatly reduced paperwork and time spent on admin, so you can spend more time on revenue-generating tasks

And if you already have software that accomplishes some of these tasks, you’ll likely save money by combining several subscriptions into one.

Optsy refrigeration software includes everything you need to easily manage your refrigeration business, so you have nothing to lose and everything to gain by scheduling a free demonstration.

How Optsy refrigeration software can benefit your business

Our software is full to the brim with all the features you need to efficiently manage your refrigeration business.

Refrigeration CRM software

Any of your staff can enter and access details about your clients including contact and payment details, communication and order history, reminders, and notes. And each other part of our software can access that information too. So, your staff enter the client details once, and they can then be used in quotes, invoices and work orders, and they can even be used to select the best route to the client’s premises.

Just think how much time it’ll save when you no longer have to enter client details into several different programs. Plus, clients will see how much more professional you are than the alternative refrigeration contractors, when they realize they never have to give you the same information or answer the same questions multiple times.

Staff and technician management software

You can record all your staff details in the software and they can track their time and work tasks there too. No more manual timesheets and you can even see how productive each staff member is. Best of all, you can customize the user rights and credentials for each staff member so they only have access to the parts of the tool that you want them to access. Similarly, you can customize the purchasing rights of each staff member, so you have the right staff making the right purchases.

Refrigeration estimating and billing software

Optsy’s suite of tools includes estimating and billing software. With it, staff can issue estimates and invoices, view payments and billing history, and even take credit card payments with Optsy Payments powered by Fidelity. You can create customized reports from that data and if you use Quickbooks, you can connect our software with your existing Quickbooks account. The invoices created will be automatically connected with the relevant customer profiles, work orders and quotes and you’ll be able to quickly and easily see who’s paid what and whether there are any overdue invoices.

SLA tools

When it comes to ongoing refrigeration clients, an SLA is vital. An SLA that lays out the immense value you deliver while protecting your business from scope creep and unfair litigation in the event there’s ever an issue.

With our software you can create and manage SLAs and other contracts. It’ll even automatically schedule tasks and issue invoices based on the contracts you have in place. With Optsy, you’ll spend far less time serving those valuable, ongoing clients while offering them a smoother, more reliable service. That’s a win for everyone.

Refrigeration dispatch software

When it comes to dispatching technicians, our refrigeration dispatch software is legendary. The tool will automatically suggest the closest available technician and tell them the fastest way to get to the location taking traffic into consideration, so your staff get more work done and your clients receive faster service, helping you win repeat and referral clients and increase your revenue.

Refrigeration scheduling software

Optsy’s suite of tools includes refrigeration scheduling software which makes it easy to schedule once-off tasks (like delivering and installing a new fridge) and reoccurring jobs (like commercial refrigerator maintenance visits) from the office and on the go. The software automatically suggests the best technician for each job based on their availability and other tasks for the day, so there’s no more zigzagging all over the map and no more late finish times because someone has been overbooked.

Refrigeration job management software

So much goes into successfully managing refrigeration jobs. You’ve got to know the client’s history, exactly what needs to be done and which equipment and tools are needed for the job, so they can be made available. Then you’ve got to assign the job to an available member of your staff, hopefully someone who has another job in close proximity, and make sure all the paperwork gets done so you get paid promptly, have all the information you need at tax time and everyone knows you’re maintaining the level of service required by your SLA (if relevant).

If you’re using several pieces of software to do all that, you know it takes ages to input all the data and make sure it’s consistent across tools. That’s why we included refrigeration job management software in our suite of field services management tools. With Optsy, you can quickly, efficiently and accurately manage every single aspect of all your jobs in one place, regardless of whether they’re once-off installations, regular maintenance jobs, or everything in between. You’ll save time on data entry and reduce data entry errors, get more jobs done each day, increase staff satisfaction because they spend less time on paperwork and zigzagging all over the map, be able to serve your clients more professionally, and save money by not having to buy or subscribe to an array of tools.

Equipment tracking

Our software will help you keep track of your equipment and its maintenance schedules, so you always know where everything is and when it needs a service.

Inventory management

Our software offers real-time inventory tracking, so your staff won’t ever turn up to a job without the parts they need to install and your clients won’t ever get grumpy that their jobs need to be rescheduled due to an unexpected lack of parts.

Tasks and reminders

Everyone can create and assign tasks and set reminders, so no one ever drops the ball and forgets to do something. No cranky clients or lost revenue because someone on your team forgot about a job or left a tool behind, and no late payment fees because someone overlooked a bill.

Custom reporting

Worried Jimmy’s been slacking off? Think Cho might be ready for a raise? Optsy’s fully customizable reporting tools will tell you how productive your team is whenever you need to know. Want to check your cashflow? There’s a report for that. Trying to figure out who your best clients are, so you can see if they’ll refer other customers to you? You can create a report for that too. 

Need to send a regular report to your larger clients that summarizes the refrigeration maintenance tasks you’ve completed? Optsy’s customer reporting functionality will allow you to do just that. You can even automate it!

Basically, if you want to know something about your business or your clients want to know something about the services you’ve performed, as long as you’ve put the data in the system, our service management software will be able to generate the report you need. We’ll even help you set up custom report templates, so accessing the business insights that will help you grow is super easy.

Mobile-ready refrigeration service software

Regardless of whether your staff have Apple or Android phones or tablets, they’ll be able to install Optsy and sync data in real time. And if they’re heading into an area without mobile reception, they’ll be able to record data in the system ‘offline’ and it’ll automatically sync once they’re back in range. So Optsy has you covered no matter how you’re set up or where you are.

Fully customizable refrigeration service management software

Don’t need some of the amazing Optsy features? No problem, just disable that feature. Prefer your software to look a particular way? We’ll help you customize the interface. However you need your software to work, Optsy can make it happen.

So, if you want to grow your business, Optsy’s refrigeration software is an all-in-one suite of tools that’ll save you time, reduce errors, increase your productivity, improve staff and customer satisfaction, and save you money.

Schedule a no-obligation, free demo to see for yourself how Optsy can help you optimize and grow your business.

We’re so confident you’ll love our software that for a limited time, we’re offering qualified candidates a $150 gift certificate just for having a demo!

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    Mahwah, NJ 07495

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