Drowning in Paperwork? Learn How to Regain Control of Your HVAC Company

April 13, 2021
HVAC, Microsoft Dynamics CRM, Mobility & Devices
5 min read

Between contracts, quotes, timesheets, and checklists, dealing with paperwork is most certainly a time-consuming and inefficient chore. But is it necessary? Contractors can eliminate the delays and pressures that come with maintaining an endless paper trail while also lowering costs, errors, and wasted time by going paperless.

There are a number of ways that paperwork can cause HVAC service companies to face unnecessary challenges and setbacks, including:

  1. Records that are lost, destroyed, or misplaced, resulting in loss of data, loss of revenue, privacy breaches, and lost customers.
  2. A higher chance of human error.
  3. Technicians spending much too much time filling out lengthy, repetitive forms, attempting to keep them coordinated and safe, and then returning them to the office.
  4. Blind spots into how the business is doing, what is successful, and where improvements can be made.
  5. Longer wait times for paperwork to be received, inserted into the system, accepted, and sent to the customer, resulting in slower billing times.

When you use many software products and data-entry systems on a regular basis, paperwork can become even more tedious. This is particularly true when software and hardware don’t communicate well, requiring users to manually record and enter data between systems over and over again. Users have to continue inputting paperwork by hand no matter how advanced an application is if it is not flexible enough for integration.

Regaining control

As with many other industry issues, technology could hold the key to solving the problem. Specifically, there is extreme value in leveraging a connected software and workflow automation to reduce human error and control the problem.

Using sophisticated and connected field service management automation tools, contractors can:

  • Use templates to drive process and procedure standardization through the entire organization.
  • Share documents in real-time by taking advantage of cloud storage and sharing capabilities.
  • Maintain version control over crucial documents.
  • Integrate workflow automation to ensure that checklists are added to inspection or maintenance work orders automatically and synched to the technician’s mobile device.
  • Implement security roles to ensure that each team member has access to the data they need.
  • Reduce the number of software applications by taking advantage of a comprehensive end-to-end solution that shares critical documentation from field technicians to the back office.

All of These Problems are Solved by Standardizing on the Microsoft Platform.

As key information is segmented and “stowed away” within an organization, it creates data silos. Investing in end-to-end platform technologies is one of the simplest ways to eliminate these data silos.

A case in point is FIELDBOSS HVAC contractor management software. Built within the Microsoft platform, FIELDBOSS brings together multiple tools into one platform, making your field data easy to collect, manage, share, and access from one secure location.

Under this digital approach, applications are integrated with each other natively and on one central platform. For example, SharePoint Document Management is a web-based collaboration system for managing paper forms digitally (e.g., manuals, instruction guides, or product catalogues and brochures). It allows teams to collaborate “in the cloud” by storing and exchanging all files, documents, news, and resources in one central location. Furthermore, SharePoint is integrated into other key programs such as Microsoft Teams, Dynamics 365 Sales, Customer Service, Accounting, Microsoft Teams, and Mobile.

Another integrated application is Microsoft’s Customer Relations Management adds-on, such as the Document Core Pack. Within FIELDBOSS, this is integrated into Dynamics 365 for template management, including email and documents for quotes, estimates, purchase orders, invoices, and customer reporting; as well as Outlook to further streamline the use of email; and electronic signature solutions such as Adobe sign or DocuSign.

FIELDBOSS Mobile Screenshots

Eliminating the paper problem

The world has gone digital, and now is the time for the field service management process to catch up. When you eliminate paper from your business processes, you achieve greater productivity and save money. Contractors will also eliminate delays associated with completing, managing, sending, and storing paperwork by automating business processes. Finally, by entrusting “paperwork” to the cloud, approved members of the team can access it from anywhere.

“It’s difficult to imagine making such changes to company processes. These improvements, however, can provide access to resources you already have, which can significantly enhance the way you operate.” According to Jonathan Taub, President of Rimrock, developers of FIELDBOSS mobile software. “You will drive consistency, efficiency, and compliance within your HVAC service business by removing paperwork and automating workflows.”

With all the functionality FIELDBOSS has to offer, it is often hard to explain to potential customers all the ways they can benefit from ditching their paper process. As a single, integrated system, FIELDBOSS provides you with the tools you need to connect to your customers, field staff, equipment, and data. It also automates your business processes, cuts down on your paperwork and streamlines inefficient operations both in the back office and the field.

Contact FIELDBOSS for more information about how you can leverage HVAC contractor management software and provide the best service possible to your customers, while increasing your business profitability.