Dataforma

1 Review 4/5

A web-based software system designed by Dataforma Inc..

About 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

Product Overview

User Reviews of Dataforma

Submitted on December 16th, 2013 by Sandi from Goodmen Roofing

Web based business management service for roofing & construction industry; project mgmt, lead & bid tracking, work history, warranty & document mgmt, internal reports, accessible to all users

There seems to be so many levels, but the more we use it, the better it is.