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.
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.
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.
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.
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.
Need to send a regular report to your larger clients that summarizes the plumbing 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.
