Dataforma

Save Time

• Manage work orders, projects, warranties, service/project scheduling and bid/lead tracking all in one system.
• Enter building, company, contact, warranty information and building instructions one time in one location.
• Instant status reports on buildings, work orders, projects, warranties and billing information.
• Real time daily, weekly, or monthly reports on accounts receivable aging, bid summary, work on hand, warranty expiration and work order/project calendars.
• You determine what information your customers can access regarding projects, work orders, invoices, pictures and warranties via a link from your website. Your customers can submit work order requests direct via the customer portal.
• You and your customers can access information from anywhere at any time via a secure internet connection.
• Less down time from constantly upgrading software, configuring servers, migrating and backing up data.

Save Money

• No big up front cost for software, servers, firewalls, switches or physical space.
• You lease our services and pay only for the number of users you need. Add users as you need them.
• Upgrades immediately available to our partner companies on a monthly basis.
• We store, manage, and backup your information on our servers in multiple locations.
• Your staff has unlimited access to a 24/7 live help line for routine questions as well as free monthly webinars on topics selected as a result of your feedback.

Basic Accounting

• Setup Entities and Divisions, chart of accounts
• Accounts Receivables and Accounts Payable
• Project/job costing
  • Fixed asset management, equipment module
  • Inventory management
  • Cash receipts
  • Purchase orders

Save Time: Eliminate need for multiple systems to manage A/R

Bid Tracking

• Creating a bid from a lead takes just seconds
• Bid calendar shows all bids for the company, color-coded by salesperson
• Easily update project bids directly from the calendar view
• Organize/filter bids on bid calendar, by salesperson, type of work, etc.

Save Time: Tracking bids/opportunities manually or in spreadsheet log

Building Work History

• Instant access to all past Service Work Orders and Production Projects
• View all current or expired Warranties, including PDF copies of the same
• Document the current roof system, manufacturer, dimensions, and specific products and quantities installed
• Store all roof drawings, photos and all other documents associated with the building in one place
• Record important building relationships, owner company and contacts, property management company and contacts, etc.

Save Time: View Work Orders’ data through the Building

Calendar Management

• View all meetings, human resource and personal events in one place
• Filter calendars by specific users or event types
• View availability for office staff when trying to schedule meetings
• Record individual/personal days on employee calendars

Save Time: Researching who is/is not available for appointments & meetings

Correspondence Management

• Track all key communications including phone conversations, mail, faxes, emails and meetings.
• Assists with Sales, Project Management, Inter-office communication, Invoice collections and Marketing
• Use follow-ups as reminders of future tasks that need completed
• Generate mass mailers and emails
• Improve communication, set up and track reminders
• Open follow-ups show up in message board on home page as reminders

Save Time: Sending inter-office emails and reducing long phone conversations

Customizable Dashboard

• Instantly view critical company figures on the home page
• View Work On Hand $, Open Follow-Ups, Open Work Orders, etc. all in one place
• View snapshot summary of all projects/leads
• Leads (#) with approximate $
• Pending projects (#) with approximate $
• All links take you to the actual records that make up the figures
• Program dashboard view/information specific to each user name

Save Time: During staff meetings by updating Your projects in real time

Customized User & Company Defaults

• Use the user-specific Quick-Print function to instantly export a common template (Invoice, Work Order Ticket, etc.)
• Pre-populate creation forms with typical information to eliminate unnecessary repetitive clicks in the system
• Select default views for modules so that you can view what you would like to as soon as you open the page

Save Time: Using defaults, create work orders and leads while on the phone with customers

Document Management

• Any file that can be saved on your computer can be uploaded into Dataforma
• Documents are stored in relationship to a specific file for quick retrieval (work order, project, building, etc.)
• Document resizer allows large file-size photos to be uploaded quickly and take up less space
• Retrieve documents from anywhere with an Internet connection
• Multiple doc upload feature allows users to drag and drop groups of documents at one time

Save Time: Looking for documents on computer, server, hard copy, etc.

Google Maps Integration

• Plot all of your open job locations on a Google map
• Use the “Get Directions” functions to provide directions from your office to the project or work order location
• The Building and Work Order’s general information page contains a pinpoint location of the address and allows you to open it in Google Maps with one click
• Plot all buildings with a specific type of roof system installed

Save Time: Entering address information and Google maps, Mapquest, etc.

Group/Mass Mailers

• Generate Email Blasts using the contact information stored in the Dataforma system
• Create Mass Mailers that export into a customizable letter document
• Use groups to quickly find all contacts that you want to send mailers (newsletters, Christmas cards, etc.)
• The contacts file in your database builds very quickly when all of your employees enter every customer they meet

Save Time: Sending group emails to large groups of customers at one time

Internal Reports

• Accounts Receivable, Building, Installation, Project and Work Order Reports
• Apply search filters to make reports unique for your company
• Quickly report on:
  • Total S.F. of roofing installed by roof type
  • All projects completed for a specific customer
  • Find data needed to complete pre-qualification statements

Save Time: For your staff in preparing reports for meetings and management summaries

Invoicing

• Quickly generate invoices directly from the Work Order or Project
• Invoices pull information from Work Orders to expedite the invoicing process
• Share A/R information with the office staff without giving them access to Accounting
• Manage overdue invoices and track collection efforts
• Invoice reporting features for buildings, customers and aging
• Put customers on credit hold, enter credit limits

Save Time: Quickly creating invoices as soon as work on roof is complete

Lead Tracking

• Easily create, view, and print new leads
• Organize leads by salesperson, type of work, etc.
• Store a history of leads/opportunities on any specific building
• Run weekly sales meetings directly from the system
• View the source and close ratio of lead sources. Analyze reports to decide where to spend future marketing dollars
• Generate reports to view close ratios by salesperson, type of work, or any combination of numerous search filters

Save Time: Assigning and providing leads for salespeople

Project Contract Management

• Easily update the status throughout the project (Lead->Pending->Approved->Completed)
• Add the contract amount/date and capture detailed estimated vs. actual costing information
• Mark awarded projects as open to view current backlog, work on hand
• View work on hand $ in message board on home page in real time

Save Time: Recording/tracking work on hand by hand or via spreadsheets

Proposals & Reports

• Generate proposals directly from Dataforma
• The proposal format is completely customizable, match your current format
• Standard text such as Scope of Work and Exclusions are added to the Dataforma Library. Retrieve the library language to quickly generate a Proposal. Using the library language saves times, creates consistency and reduces spelling errors
• Other reports can include roof evaluations and inspection reports

Save Time: Eliminating redundant typing of scope of work language for proposals

Purchase Orders and Payables

• Create Purchase Orders for projects, using the product catalog to quickly populate the description and pricing information
• Create Payables to track material costs for projects and apply them against your budget/estimate
• Track the purchase history for specific products to easily spot price fluctuations

Save Time: For A/R staff by creating purchase orders

Searching and Sorting

• Use the quick search links within all modules to easily sort files
• Use the in-depth search to apply any variety of filters for detailed searches
• Views can be sorted by using the advanced search link
• All fields displaying in the message board are active links to real time search results/reports

Save Time: Remember one aspect of a project and quickly find

Service Work Management

• Create Service Tickets while speaking to the building representative
• Quickly capture key information such as the Reported By contact, Building, Invoice To company/contact, Work Description, etc.
• Never lose a service ticket - Work Orders are permanently documented
• Identify bottlenecks through latency reports
• Store employee and material costs/burden for automated work order costing
• Message board on home page displays number of reports, scheduled and completed to be invoiced work orders

Save Time: Managing work orders, storing documents and creating invoices in ONE system.

Service/Work Order Calendar

• Drag-and-Drop reported work orders to Schedule/Dispatch Service crews
• Work Orders that need to be scheduled can be filtered by Building location or type of work for quick, logical scheduling
• Work Orders color coded by crew/service foreman
• Saves a permanent history of the service schedule
• Work order font color indicates if the work has been billed or not
• Multiple views to see Monthly, Weekly or Daily schedules

Save Time: Scheduling work orders, simply drag and drop to schedule

Warranty Management

• Permanently document all Manufacturer and Workmanship Warranties
• Upload a scanned image of the Manufacturer warranty to the file
• Print Workmanship Warranties into a customized template and send to your customer
• Easily generate mass marketing letters from expiring Warranties to sell additional services
• View all past and current warranties on existing buildings

Save Time: Looking for warranties and finding job folders for copies of warranties