Anybody using Job Management Software?

[M-B-Electrical-Services]

Hi all.

I am pondering on the idea of using a job management software package for my business.
I have a large number of clients with many of them being repeat customers and I'm running myself into the ground with paperwork!
Tracking each job and what stage it is at is becoming a bit of a chore and is adding a lot of stress to my already busy day.
I've tried my best to organise each client into their own folder and sub folders but it's getting difficult to manage.
I'm a Sole Trader so I'm doing literally everything myself and I can't afford to go Ltd and employ somebody.

Are any of you guys using job management software like ServiceM8, Tradify or the like???
If so, what are your thoughts and is it worth it?

I've watched a number of intro videos on a few of them and they make it look so easy but something tells me that it ain't gonna be so simple.....

Cheers.

 

[telectrix]

i just use my grey matter. that's soft enough for me.

 

[buzzlightyear]

i just use my grey matter. that's soft enough for me.

That's good enough for me when can you start.

 

[UNG]

Not used any of the software packages you mention but have used a few in the past mainly integrated with accounts, payroll, stock control and estimating and the hardest part is getting all the customer / client information onto software application intially so you can go live with it if you already have a customer database that you can export / import / link to this does save a lot of set up time,

Once it is up and running the biggest downside can be the ongoing software maintenance costs especially if it is part of a suite of integrated software

 

[M-B-Electrical-Services]

Not used any of the software packages you mention but have used a few in the past mainly integrated with accounts, payroll, stock control and estimating and the hardest part is getting all the customer / client information onto software application intially so you can go live with it if you already have a customer database that you can export / import / link to this does save a lot of set up time,

Once it is up and running the biggest downside can be the ongoing software maintenance costs especially if it is part of a suite of integrated software

Hi UNG.

For me, it's all the back and forth I have to do all the time. I have estimate/quotation, invoice and receipt templates etc etc but I have to manually adjust every single one.
I do a fair bit of work as a supplier to various consultation businesses so I get tickets numbers/PO numbers so I have to make sure that every document has all the correct PO numbers etc etc.

Then there's keeping tabs on job status and what stage they're at. I have all that on various Excell files but keeping track of that is becoming a bit if a nightmare too.
It's mainly because I have to manually update it all but it's easy to forget sometimes.

 

[UNG]

Not sure what budget you have in mind for your list of requirements ISTR spending circa £10k - £12k on office software ( accounts, stock control (linked to estimating for pricing), payroll, job costing and estimating) plus somewhere around £1 - 1.5k / yr in maintenance fees starting back in the late 80's / early 90's for a small company that me and my business partner were running at the time

As a start have you looked at any of the trial software that is out there to get an idea of what you need / what suits you and your business, from what you have said a CRM package would possibly be a good place to start IMO with a tablet to input infomation while away from base rather than making paper notes to input later

 

[M-B-Electrical-Services]

Not sure what budget you have in mind for your list of requirements ISTR spending circa £10k - £12k on office software ( accounts, stock control (linked to estimating for pricing), payroll, job costing and estimating) plus somewhere around £1 - 1.5k / yr in maintenance fees starting back in the late 80's / early 90's for a small company that me and my business partner were running at the time

As a start have you looked at any of the trial software that is out there to get an idea of what you need / what suits you and your business, from what you have said a CRM package would possibly be a good place to start IMO with a tablet to input infomation while away from base rather than making paper notes to input later

Oh wow so you've been running your business for some time now! I hope you went from strength to strength considering the amount of money you spent setting your business up!! I'm only a lowly Sole Trader at the minute and I find that some of the larger consultation/FM companies that I apply to be a supplier to will turn their nose up at me as soon as they find out I work for myself.
I try not to take that personally though as I understand they want a business with many staff to service their complicated needs.
The funny thing is though, these large electrical contractors will sub the majority of the work out so a Sole Trader like me in the end anyway!

I tried Tradify around 18 months ago when I first set up but the software overwhelmed me and they continually badgered me with phone calls in the hope that I would sign on the dotted line at the end of the trial period whilst offering little in the way of support. This experience put me off somewhat but regardless, a CRM package will need to be looked at.

I will more than likely give "ServiceM8" or "YourTradeBase" a try soon just to see what's on offer as my budget is low at the minute.

I'll get there I'm sure.

 

[timhoward]

Some people swear by Tradify. Not tried it but might be worth a look. Nick Bundy has some videos on it (but they do sponsor him)

 

[M-B-Electrical-Services]

Some people swear by Tradify. Not tried it but might be worth a look. Nick Bundy has some videos on it (but they do sponsor him)

Hi,

That's the problem though as all the high profile Influencer electrical channels like Bundy, Artisan et al all tout how good it is but they're sponsored so I tend to not trust that.
I much prefer an independent review of which there are none out there!

 

[baldelectrician]

I tried Tradify and didn't like it. I also agree on no support

I also tried nextminute and that was a rip off- you pay a month in advance but when you cancel they delete your account straight away and you don't get the month you have paid for. You cannot even log on to the portal and check historical stuff

Most of these job apps fail in not letting you have different contact fields (for a tenanted property you could have 2 tenants, a landlord, an agent and a magaging factor), some apps only let you have one or 2 contacts per job

I eneded up using Xero for the quotes (you can save custom templates with diffrerent terms and conditions for different types of clients)
Xero can also do the payroll

I use Xero with office 365 as that syncs with all devices

 

[UNG]

Oh wow so you've been running your business for some time now! I hope you went from strength to strength considering the amount of money you spent setting your business up!!

I closed that business in 2004 when my business partner suffered some mental health issues and I realised I could be heading the same way in fact it was far closer than I thought at the time

I'm only a lowly Sole Trader at the minute and I find that some of the larger consultation/FM companies that I apply to be a supplier to will turn their nose up at me as soon as they find out I work for myself.
I try not to take that personally though as I understand they want a business with many staff to service their complicated needs.
The funny thing is though, these large electrical contractors will sub the majority of the work out so a Sole Trader like me in the end anyway!

We all have to start somewhere but growing a company these days gets more complex as you start to employ people, the thing with working for big companies delivering on time and then getting payments from them beware of the companies that suddenly start pushing more and work at you generally a good indication they are on stop with another supplier and their financials are a bit wobbly

I tried Tradify around 18 months ago when I first set up but the software overwhelmed me and they continually badgered me with phone calls in the hope that I would sign on the dotted line at the end of the trial period whilst offering little in the way of support. This experience put me off somewhat but regardless, a CRM package will need to be looked at.

I will more than likely give "ServiceM8" or "YourTradeBase" a try soon just to see what's on offer as my budget is low at the minute.

I'll get there I'm sure.

Ahh so you have already found the first problem of deploying software. The first pieces of business software I set up (1988) was payroll about 8 weeks into a new tax year the options were just put in the year to date figures or process the first 8 weeks again using the software on the positive side this allowed us to learn how the software worked but 10 months on at the end of the tax year it could be fully processed on one system. Manually payroll was taking 3 - 4 hours / week to process using the software it was 20 - 30 minutes the end of year manually could take a day or two the software did it in a few hours (computer speeds back then were nothing like they are today). That set up / inputting all the information took 2 days with around 6 -7 employees being paid and we were learning as we went but for the next payroll run we had a fully working package with a noticeable time saving. Move on to accounting with about 50 ish regular customers details to input and I think you get the problem although that customer database could be exported or linked to other software packages like job costing and estimating but there is quite a time investment intially to get your business information into a working package

The problem with software one size fits all so you have to adapt to it or find ways of making it work as you want

 

[M-B-Electrical-Services]

I tried Tradify and didn't like it. I also agree on no support

I also tried nextminute and that was a rip off- you pay a month in advance but when you cancel they delete your account straight away and you don't get the month you have paid for. You cannot even log on to the portal and check historical stuff

Most of these job apps fail in not letting you have different contact fields (for a tenanted property you could have 2 tenants, a landlord, an agent and a magaging factor), some apps only let you have one or 2 contacts per job

I eneded up using Xero for the quotes (you can save custom templates with diffrerent terms and conditions for different types of clients)
Xero can also do the payroll

I use Xero with office 365 as that syncs with all devices

Hi baldelectrician,

Ah, so you're findings tally with mine then, that's really helpful to know. I won't go down the Tradify route again then! (was going to give it another go).

You're right about the contacts thing, when you really drill down into the detail of each app, you start to realise that there are little holes of information missing which are vital to your service. Not only that, the pricing is generally scaled so the services you REALLY want are hidden behind the much more expensive service plan price.

I'm not familiar with Xero, I'll look into that one! Thanks!

 

[M-B-Electrical-Services]

Off to site guys, I'll reply to all who've responded later on.......

 

[baldelectrician]

Hi baldelectrician,

Ah, so you're findings tally with mine then, that's really helpful to know. I won't go down the Tradify route again then! (was going to give it another go).

You're right about the contacts thing, when you really drill down into the detail of each app, you start to realise that there are little holes of information missing which are vital to your service. Not only that, the pricing is generally scaled so the services you REALLY want are hidden behind the much more expensive service plan price.

I'm not familiar with Xero, I'll look into that one! Thanks!

Xero is a accountancy package, it does all the PO thing (we don't) and gives you list of what has been paid etc

It also links well with Stripe, we take card payments direct from the invoice, if a client pays via stripe it shows as paid on Xero and also allocates the charges as well.

 

[Gavin John Hyde]

servicem8 is not too bad, had the trial but didnt get enough use out of it to justify it right now. found it very good

 

[M-B-Electrical-Services]

servicem8 is not too bad, had the trial but didnt get enough use out of it to justify it right now. found it very good

Its iPad only though that's the problem. The more I look, the more I see that each one does one thing well but misses the target on the rest. This isn't going to be easy......

 

[UNG]

Its iPad only though that's the problem. The more I look, the more I see that each one does one thing well but misses the target on the rest. This isn't going to be easy......

This is the problem with off the shelf software but it is a much cheaper option than bespoke software so you have to adapt to the software developers offering, sometimes it can be worthwhile speaking to the software developers as they will have a future development process for updates and may already have some additional features you need in the pipeline or include some of your needs / ideas in the future

 

[M-B-Electrical-Services]

This is the problem with off the shelf software but it is a much cheaper option than bespoke software so you have to adapt to the software developers offering, sometimes it can be worthwhile speaking to the software developers as they will have a future development process for updates and may already have some additional features you need in the pipeline or include some of your needs / ideas in the future

You're right of course. I will be having a conversation with a SimPro rep on Monday about their software but my main concern is pricing really. It has to be justified vs the time I currently spend (which is hours) manually filling out paperwork.
If SimPro is too expensive, I'll opt for one of the more mainstream options and just make it work for me.
Either way, I'll be sure to report back with my findings for anybody else considering doing the same as me.

 

[DefyG]

Read an article yesterday in July/August edition of PE about a system called 'Fergus', which might be worth looking at further?

 

[M-B-Electrical-Services]

Read an article yesterday in July/August edition of PE about a system called 'Fergus', which might be worth looking at further?

As it happens, I'm on a 14 day trial with these guys at the moment. Still getting to grips with it. The only thing I've found I don't like up now about that is I can't seem to change/alter the layout of the quotation/estimate form. It's not as intuitive as YourTradeBase I'm also trying. YourTradeBase is much simpler to use but isn't as detailed.

As I said, they're all different and useful in their own way.

 

[UNG]

You're right of course. I will be having a conversation with a SimPro rep on Monday about their software but my main concern is pricing really. It has to be justified vs the time I currently spend (which is hours) manually filling out paperwork.
If SimPro is too expensive, I'll opt for one of the more mainstream options and just make it work for me.
Either way, I'll be sure to report back with my findings for anybody else considering doing the same as me.

The problem is at the buying stage it can be difficult to justify the cost until you are 3, 6, or even 12 or more month's into using the software other thing to assess is how one piece of software will integrate or export it's information to other software packages as I mentioned in an earlier post as that is where the real time saving is to be found

 

[baldelectrician]

As it happens, I'm on a 14 day trial with these guys at the moment. Still getting to grips with it. The only thing I've found I don't like up now about that is I can't seem to change/alter the layout of the quotation/estimate form. It's not as intuitive as YourTradeBase I'm also trying. YourTradeBase is much simpler to use but isn't as detailed.

As I said, they're all different and useful in their own way.

I was VERY unimpressed with Your Tradebase, I paid upfront for a month and when I decided not to continue with the subscription I could not get any access to the software (despite paying for it in advance)

Poor show

 

[M-B-Electrical-Services]

The problem is at the buying stage it can be difficult to justify the cost until you are 3, 6, or even 12 or more month's into using the software other thing to assess is how one piece of software will integrate or export it's information to other software packages as I mentioned in an earlier post as that is where the real time saving is to be found

Very true. The time it is taking me to input all the various values in each category is excessive but it's hard to know which one to actually spend time doing the data input to.

I understand that the software is an investment though and I do need to pick the correct one based on the criteria you suggested in an earlier post.

 

[M-B-Electrical-Services]

I was VERY unimpressed with Your Tradebase, I paid upfront for a month and when I decided not to continue with the subscription I could not get any access to the software (despite paying for it in advance)

Poor show

YourTradeBase was initially very refreshing as it was very simple to use and quite intuitive BUT it's the "simple" part of this sentence that describes the product. I have an info@ email address which is customised to my business but YTB won't integrate in into their software so I'm forced to use their generic email system which looks god awful! Not only that, there is a "I'm using YTB" logo at the bottom of every email so its a no go.
I do like the customisable quote/invoice layout function though, that's quite clever but that's it's main selling point for me.

Fergus is going in the bin too as this software doesn't allow for any customisation of your quotes/invoices at all. You're left with what the software designer thinks it should look like. I want my quotes/invoices/receipts to look professional as I feel that your documentation is a extension of your business and therefore if the quote/estimate looks like a child did it, you've no chance of winning the work. Fergus does a lot right though and maybe I'm missing a trick with it but I don't think it's for me.

I'm currently demoing JobLogic which is quite impressive! Very very detailed software with oodles of customisation. I love the client creation section as there are lots of options to add various people within an organisation and their specific roles and contact details. This one looks good up to now.
Their quotation/invoice section etc etc on the other hand will take some getting used to as, in order to customise the documents to your business, you have to upload a DocX letterheaded file and manually copy and paste the various bits of info over to it to act as a template. So lots of copying this sort of stuff:

@@CustomerName@@

@@CustomerFullAddress@@

@@CustomerReferenceNumber@@

@@CustomerAccountNumber@@

@@CustomerContactName@@

@@CustomerContactTelephone@@

@@CustomerContactEmail@@

@@CustomerBillingAddress@@

I'm not so sure yet.............

 

[M-B-Electrical-Services]

Frustrated with Fergus as it's quotation section is just too limited. I'll not bother trying with that anymore.
The only good thing Fergus does which none of the others can do is that it integrates with my existing email address.

JobLogic is really good but again, there is no option to integrate with your existing email set up. Plus, when it does sent an email it sends it as a Word DocX file which 1. looks crap and 2. is open to editing and 3. has a daft "powered by JobLogic" symbol as the footer.

If I was to continue to use it, I would have to download each file, convert it to a PDF then send it via my own email address which kind of the defeats the purpose of automation.

Not fully impressed with any of them up to now.

 

[baldelectrician]

Frustrated with Fergus as it's quotation section is just too limited. I'll not bother trying with that anymore.
The only good thing Fergus does which none of the others can do is that it integrates with my existing email address.

JobLogic is really good but again, there is no option to integrate with your existing email set up. Plus, when it does sent an email it sends it as a Word DocX file which 1. looks crap and 2. is open to editing and 3. has a daft "powered by JobLogic" symbol as the footer.

If I was to continue to use it, I would have to download each file, convert it to a PDF then send it via my own email address which kind of the defeats the purpose of automation.

Not fully impressed with any of them up to now.

I am using Xero for this

They let you add a docx that is customisable to my own spec.

My quotes havd 6 pages after the inital cost which includes terms and also cooling off period stuff (legally requiured)

ALthough Xero does not do time management softwaer I find it works for me jost now, would I switch over to a software package that links to Xero and manages jobs etc- maybe

I know a heating engineer that used powered now (which I tried) and he found that once the first year is up the price hiked up quite a bit

So Xero and Outlook does it for me.
We also use dropbox for the photos (my son does not want to use One drive photo sync as he has his own photos he does not want to sync - I shudder to think)
So it all just about works.

 

[M-B-Electrical-Services]

I am using Xero for this

They let you add a docx that is customisable to my own spec.

My quotes havd 6 pages after the inital cost which includes terms and also cooling off period stuff (legally requiured)

ALthough Xero does not do time management softwaer I find it works for me jost now, would I switch over to a software package that links to Xero and manages jobs etc- maybe

I know a heating engineer that used powered now (which I tried) and he found that once the first year is up the price hiked up quite a bit

So Xero and Outlook does it for me.
We also use dropbox for the photos (my son does not want to use One drive photo sync as he has his own photos he does not want to sync - I shudder to think)
So it all just about works.

I might have to look into this a little more as this little rabbit hole is getting deeper and deeper the more I look.
It seems to me that the majority of these software packages are hampered in some way or another.

My accountant uses QuickBooks so it would make sense to use software that will integrate QuickBooks.

I know that Quickbooks offers a similar service to Xero so I'll take a look at that option too.

I am similar to you in that I like to provide as much detail as possible in my quotes/estimates so that there is no confusion over what my client is receiving as a service.
I am weak on T&C's though to be honest! I wouldn't even know where to start with that!

I tend to feel that, as a Sole Trader, clients don't seem to care about T&C's as I've never been asked to provide them.
They are 100% required though, I realise that.

Yeah, don't be messing with your son's pics on OneDrive! That'll not end well!

 

[Alan-N]

OK, this is what I use, and it's not perfect, and it's not integrated BUT it's free

For Estimates, Invoicing and bookkeeping (matching payments etc to bank account) I use FreeAgent , you can get it free if you have a business account with several high street banks. My accountant has full access to it, and it makes his job (and fee) minimal, as he can generate all sorts of financial reports

To keep track of jobs I use the free version of Trello, simply paste in a template to the card as I create it, and update it as a job moves through my process. It's pretty much the equivalent of the old T-Card system

And of course an online calendar, I use Apples, but Googles would do the same job.

I have looked at the available job management packages, and they don't offer much more apart from being integrated

 

[M-B-Electrical-Services]

OK, this is what I use, and it's not perfect, and it's not integrated BUT it's free

For Estimates, Invoicing and bookkeeping (matching payments etc to bank account) I use FreeAgent , you can get it free if you have a business account with several high street banks. My accountant has full access to it, and it makes his job (and fee) minimal, as he can generate all sorts of financial reports

To keep track of jobs I use the free version of Trello, simply paste in a template to the card as I create it, and update it as a job moves through my process. It's pretty much the equivalent of the old T-Card system

And of course an online calendar, I use Apples, but Googles would do the same job.

I have looked at the available job management packages, and they don't offer much more apart from being integrated

Hi Alan,

That's really helpful information bud. I haven't heard of the software you're using so I will do some research on this to see if I can introduce it into my work-flow.

Your method looks really interesting though so I'm intrigued.

Are you a Sole Trader or Ltd with employee's?

You know what, I'm really disheartened with this process as I thought it would be really straightforward thing - select a software package and just work with it but I've realised they all make promises but fail on delivery.

I have a telephone consultation with simPRO this morning so I'll update you all later on with the results of that but something tells me it's going to be their pricing that will prevent me from using it. I've heard that their minimum cost per month for the service is £70 which is a bit eye-watering BUT, if their software really does integrate everything then I think I could swallow that cost. Either way, it must be expensive as they don't advertise their prices ANYWHERE.

Ultimately, it's the time I lose to manually doing everything that is the critical thing here so I will have to consider all options.

I'll post back later on.

 

[baldelectrician]

Hi Alan,

That's really helpful information bud. I haven't heard of the software you're using so I will do some research on this to see if I can introduce it into my work-flow.

Your method looks really interesting though so I'm intrigued.

Are you a Sole Trader or Ltd with employee's?

You know what, I'm really disheartened with this process as I thought it would be really straightforward thing - select a software package and just work with it but I've realised they all make promises but fail on delivery.

I have a telephone consultation with simPRO this morning so I'll update you all later on with the results of that but something tells me it's going to be their pricing that will prevent me from using it. I've heard that their minimum cost per month for the service is £70 which is a bit eye-watering BUT, if their software really does integrate everything then I think I could swallow that cost. Either way, it must be expensive as they don't advertise their prices ANYWHERE.

Ultimately, it's the time I lose to manually doing everything that is the critical thing here so I will have to consider all options.

I'll post back later on.

For quotes I find Xero good

It takes a bit of time to add the items to products and services but once it is there that's it

 

[M-B-Electrical-Services]

Just had an email back from simPRO. Their pricing is as follows:

Enterprise

Monthly

Office LIcence @ £96/user per month (equates to £22 per week)

Mobile Licence @ £14/user per month



Annual Subscription

Office Licence @ £87/user per month (Equates to £20 per week)

Mobile Licence @ £12.50/user per month.

OUCH!!!

They offer full integration and training which is spread over 3 days.
This isn't an easy decision and my wife will kill me if she gets wind of these prices!!

They are 3 times more expensive than the average cost of the more well known software packages.

Thoughts guys?????

 

[M-B-Electrical-Services]

There is the obvious thing of writing this cost off to the tax man which will lessen the tax I pay so I guess I could justify it in that regard...............................

 

[baldelectrician]

Ask them for a demo

Can you commit to a month to see if it works for you?

 

[M-B-Electrical-Services]

Ask them for a demo

Can you commit to a month to see if it works for you?

I have asked the question mate.
See what they say.
I've also asked about being tied into a contract etc etc.

 

[UNG]

Reading though this thread if you pardon the term the thing that is clouding some aspects of these software packages is WHERE is YOUR and your customers data stored.
A question that may need some deeper research is how financially secure are these software companies if they go down and your data is in their "cloud" what happens next you lose your data and it could take your business down, for me I would be looking for a daily or weekly local data backup to your chosen media in some form that keeps your data accessible and not encrypted with their encryption key making it unusable
It was certainly much easier 30 or so years ago implementing and deploying software but the eye watering costs are still the same

 

[M-B-Electrical-Services]

Reading though this thread if you pardon the term the thing that is clouding some aspects of these software packages is WHERE is YOUR and your customers data stored.
A question that may need some deeper research is how financially secure are these software companies if they go down and your data is in their "cloud" what happens next you lose your data and it could take your business down, for me I would be looking for a daily or weekly local data backup to your chosen media in some form that keeps your data accessible and not encrypted with their encryption key making it unusable
It was certainly much easier 30 or so years ago implementing and deploying software but the eye watering costs are still the same

You make an extremely valid point UNG.

It's an important aspect that I failed to consider. I have heard horror stories of organisations that have decided to emigrate from a particular software package only to find that access to their customer base is denied.

I would have to ensure a manual back up of all client details is carried out as you suggest.

Excellent point UNG

 

[Alan-N]

Hi Alan,

That's really helpful information bud. I haven't heard of the software you're using so I will do some research on this to see if I can introduce it into my work-flow.

Your method looks really interesting though so I'm intrigued.

Are you a Sole Trader or Ltd with employee's?

You know what, I'm really disheartened with this process as I thought it would be really straightforward thing - select a software package and just work with it but I've realised they all make promises but fail on delivery.

I have a telephone consultation with simPRO this morning so I'll update you all later on with the results of that but something tells me it's going to be their pricing that will prevent me from using it. I've heard that their minimum cost per month for the service is £70 which is a bit eye-watering BUT, if their software really does integrate everything then I think I could swallow that cost. Either way, it must be expensive as they don't advertise their prices ANYWHERE.

Ultimately, it's the time I lose to manually doing everything that is the critical thing here so I will have to consider all options.

I'll post back later on.

I am Ltd for tax reasons, but I'm the only electrician. I couldn't justify the cost of the packages to myself.
If you're at all familiar with the old T-Card system, then Trello can mimic that electronically, simple create a "card" then drag
it from column to column as it progresses through, "estimate sent," "waiting on material", "ready to do", "waiting on payment" etc. I add the booked date to the title and arrange them in date order in each column. Like I said it's not perfect but it's free,
Manage Your Team’s Projects From Anywhere | Trello - https://trello.com There is a paid for version with additional features, but I can live without it

And Freeagent is worth a look for estimates, invoicing etc (even does payroll) Easy-to-use accounting software for UK small businesses - https://www.freeagent.com/

 

[M-B-Electrical-Services]

I am Ltd for tax reasons, but I'm the only electrician. I couldn't justify the cost of the packages to myself.
If you're at all familiar with the old T-Card system, then Trello can mimic that electronically, simple create a "card" then drag
it from column to column as it progresses through, "estimate sent," "waiting on material", "ready to do", "waiting on payment" etc. I add the booked date to the title and arrange them in date order in each column. Like I said it's not perfect but it's free,
Manage Your Team’s Projects From Anywhere | Trello - https://trello.com There is a paid for version with additional features, but I can live without it

And Freeagent is worth a look for estimates, invoicing etc (even does payroll) Easy-to-use accounting software for UK small businesses - https://www.freeagent.com/

Cheers Alan.

I will look into this and see if I can make this work. It's all about being efficient with your time I suppose and anything that may help me manage my time a bit better will help.

I appreciate your input!

 

[M-B-Electrical-Services]

During my research, I came across this government scheme which may help some of you guys:

Final opportunity for businesses to access Help to Grow: Digital scheme

Government announces closure of Help to Grow: Digital scheme

www.learn-to-grow-your-business.service.gov.uk

I am not eligible as I am not a registered business (Ltd) but some of you guys might benefit from the large savings if you're not already enrolled on some of the software packages on the list.

 

[M-B-Electrical-Services]

Hi guys,

Just thought I would update those who are interested.

Had a chat with a lad called Joe at simPRO on Friday about their software and he took me through a demo which was quite interesting. It seems to tick every box really and will integrate with everything I currently use and more.
The layout is very similar to all the other packages I've tried and looks simple enough to use but, like any new software, it will take a good while to get get the best out of it. I'm really interested but the price is significantly higher than the regular stuff.
It is the sort of software that grows as your business does due to the massive functionality of it and would be great foundation to build upon.

Here is the process:

Firstly, you have to go through their "implementation" process. For me that's 3 days worth of somebody walking me through the software and how to use it. Personally, for a small business like mine, I feel that 3 days is excessive and would probably only need 1 day as I will only be using around 25% of the features.

These days are billed at £700 per day with a current "offer" of half price if you book before a certain date (typical sales tactics) so a grand total of £1050 for 3 days.

Then there's the monthly subscription cost which is billed at £104 per month inclusive of VAT. This is for the Office package.
There is an additional mobile version that ties in with the office version for an extra £16.80 a month inclusive of VAT.
So, if I was to go for both office and mobile (which Joe of course suggests) then that would be £120.80 a month tied in for 12 month contract. £1449.60 a year.

When you look at the other more common products, they average around £45 a month (£540 a year) but, as I have found, each one I have used has it's drawbacks which would add extra work needed so they are not an ideal choice.

The simPRO software integrates with everything with no additional steps required but is this worth the asking price!

One thing is certain, I have to start using some form of management software as I can no longer keep spending hours every night manually filling forms out when a single software package can do it all for me in a matter of minutes.

 

[UNG]

Hi guys,

Just thought I would update those who are interested.

Had a chat with a lad called Joe at simPRO on Friday about their software and he took me through a demo which was quite interesting. It seems to tick every box really and will integrate with everything I currently use and more.
The layout is very similar to all the other packages I've tried and looks simple enough to use but, like any new software, it will take a good while to get get the best out of it. I'm really interested but the price is significantly higher than the regular stuff.
It is the sort of software that grows as your business does due to the massive functionality of it and would be great foundation to build upon.

Here is the process:

Firstly, you have to go through their "implementation" process. For me that's 3 days worth of somebody walking me through the software and how to use it. Personally, for a small business like mine, I feel that 3 days is excessive and would probably only need 1 day as I will only be using around 25% of the features.

These days are billed at £700 per day with a current "offer" of half price if you book before a certain date (typical sales tactics) so a grand total of £1050 for 3 days.

Then there's the monthly subscription cost which is billed at £104 per month inclusive of VAT. This is for the Office package.
There is an additional mobile version that ties in with the office version for an extra £16.80 a month inclusive of VAT.
So, if I was to go for both office and mobile (which Joe of course suggests) then that would be £120.80 a month tied in for 12 month contract. £1449.60 a year.

When you look at the other more common products, they average around £45 a month (£540 a year) but, as I have found, each one I have used has it's drawbacks which would add extra work needed so they are not an ideal choice.

The simPRO software integrates with everything with no additional steps required but is this worth the asking price!

One thing is certain, I have to start using some form of management software as I can no longer keep spending hours every night manually filling forms out when a single software package can do it all for me in a matter of minutes.

Hi guys,

Just thought I would update those who are interested.

Had a chat with a lad called Joe at simPRO on Friday about their software and he took me through a demo which was quite interesting. It seems to tick every box really and will integrate with everything I currently use and more.
The layout is very similar to all the other packages I've tried and looks simple enough to use but, like any new software, it will take a good while to get get the best out of it. I'm really interested but the price is significantly higher than the regular stuff.
It is the sort of software that grows as your business does due to the massive functionality of it and would be great foundation to build upon.

Here is the process:

Firstly, you have to go through their "implementation" process. For me that's 3 days worth of somebody walking me through the software and how to use it. Personally, for a small business like mine, I feel that 3 days is excessive and would probably only need 1 day as I will only be using around 25% of the features.

These days are billed at £700 per day with a current "offer" of half price if you book before a certain date (typical sales tactics) so a grand total of £1050 for 3 days.

What do they mean by implementation process, 3 days straight off just creates information overload I would rather have some sort of split so a 2 and 1 with a week or 2 between which gives you time to find all the questions and problems you have found

Then there's the monthly subscription cost which is billed at £104 per month inclusive of VAT. This is for the Office package.
There is an additional mobile version that ties in with the office version for an extra £16.80 a month inclusive of VAT.
So, if I was to go for both office and mobile (which Joe of course suggests) then that would be £120.80 a month tied in for 12 month contract. £1449.60 a year.

When you look at the other more common products, they average around £45 a month (£540 a year) but, as I have found, each one I have used has it's drawbacks which would add extra work needed so they are not an ideal choice.

So can the software pay for itself how much of your time does £120 buy and will the software save you that much or more time every month that you can use as productive chargeable time, also keeping better track of materials ensures they are all charged for

The simPRO software integrates with everything with no additional steps required but is this worth the asking price!

Only you can answer that one and it will probably take 12 - 24 months before you will really know

One thing is certain, I have to start using some form of management software as I can no longer keep spending hours every night manually filling forms out when a single software package can do it all for me in a matter of minutes.

Be prepared the software is not an instant fix and initially you have to spend the hours getting your existing info in and build the database with a a go live date in mind when you will move all your daily operations over to the software

 

[M-B-Electrical-Services]

What do they mean by implementation process, 3 days straight off just creates information overload I would rather have some sort of split so a 2 and 1 with a week or 2 between which gives you time to find all the questions and problems you have found

So can the software pay for itself how much of your time does £120 buy and will the software save you that much or more time every month that you can use as productive chargeable time, also keeping better track of materials ensures they are all charged for

Only you can answer that one and it will probably take 12 - 24 months before you will really know

Be prepared the software is not an instant fix and initially you have to spend the hours getting your existing info in and build the database with a a go live date in mind when you will move all your daily operations over to the software

I totally agree with everything you've said UNG and I've taken it all on board.

Looking at the simPRO package, as much as it may be a wonderful product which will save me a ton of time and effort in the office, I just cannot justify the asking price! A thousand pound juts to be trained and then a further £120+ a month on top is just not affordable for a business of my size.

I am looking back into the Fergus software now. It is the best of the bunch I've looked at by quite some margin so I'm currently building it up to test it's functionality. It does seem very capable and, at £35 a month, it's affordable too.
The £35 a month includes an app which, although limited in some ways, has enough functionality to be useful.

Watch this space for further updates for all those considering Job Management software.

Oh, and by the way, I've tried the Tradify software just for completeness and it is way behind where it needs to be.
In my personal opinion, it is the worst out of all I've tried up to date. There is no way these YouTuber fancy sparky channels are actually using the product they are advertising.

 

[UNG]

Looking at the simPRO package, as much as it may be a wonderful product which will save me a ton of time and effort in the office, I just cannot justify the asking price!

This is understandable and there needs to be a quantifiable return on the investment made, if you are looking to grow your business / employ others in the long term then there may be some gains to simPRO product once the business starts to grow

A thousand pound juts to be trained and then a further £120+ a month on top is just not affordable for a business of my size.

That is a bit steep and I do wonder how many enquiries simPRO actually turn into sales because of that

I am looking back into the Fergus software now. It is the best of the bunch I've looked at by quite some margin so I'm currently building it up to test it's functionality. It does seem very capable and, at £35 a month, it's affordable too.
The £35 a month includes an app which, although limited in some ways, has enough functionality to be useful.

Software will always improve and evolve from user feedback I don't know how long any of the software products you have looked at so far have been in the marketplace and how they have changed during that time

Watch this space for further updates for all those considering Job Management software.

Not that I'm looking for business software but I'm interested on how you prgress with this

Oh, and by the way, I've tried the Tradify software just for completeness and it is way behind where it needs to be.
In my personal opinion, it is the worst out of all I've tried up to date. There is no way these YouTuber fancy sparky channels are actually using the product they are advertising.

They don't call them influencers for nothing the money they earn from advertising one software might well be spent on another

 

[Sparky's Auntie]

Hi all.

I am pondering on the idea of using a job management software package for my business.
I have a large number of clients with many of them being repeat customers and I'm running myself into the ground with paperwork!
Tracking each job and what stage it is at is becoming a bit of a chore and is adding a lot of stress to my already busy day.
I've tried my best to organise each client into their own folder and sub folders but it's getting difficult to manage.
I'm a Sole Trader so I'm doing literally everything myself and I can't afford to go Ltd and employ somebody.

Are any of you guys using job management software like ServiceM8, Tradify or the like???
If so, what are your thoughts and is it worth it?

I've watched a number of intro videos on a few of them and they make it look so easy but something tells me that it ain't gonna be so simple.....

Cheers.

Hi there, I'm a bit late to reply but I can recommend xero too. Without it I'd be up to my neck in word documents. I'm looking into a Job Number allocation facility that's within the system too.

I don't want to hijack your thread but my problem is that I was dragged out of retirement to help out, so am very inexperienced in the ways of a good admin assistant. What is the best way to keep on top of where a job is up to? I'm not sure of the most effective way of doing it. I end up trawling through emails and trying to get a handle on it.

Sorry to butt in

 

[M-B-Electrical-Services]

Hi there, I'm a bit late to reply but I can recommend xero too. Without it I'd be up to my neck in word documents. I'm looking into a Job Number allocation facility that's within the system too.

I don't want to hijack your thread but my problem is that I was dragged out of retirement to help out, so am very inexperienced in the ways of a good admin assistant. What is the best way to keep on top of where a job is up to? I'm not sure of the most effective way of doing it. I end up trawling through emails and trying to get a handle on it.

Sorry to butt in

Hi,

Yeah, Xero is great accounting software but, as far as I'm aware, that's all it is good for really, accounting.

Your question about keeping on top of where a job is up to is the reason I started this post really.
I was really struggling to get to grips with not only where my jobs are currently up to but, and here's the most important one, have I been paid!
Here is a small snippet of the home page of the software I'm using, I can only show a very small section as the page contains sensitive information but essentially, this home page allows me to see where my jobs are currently at a glance.




Now I've only just started using this software in the last couple of weeks so there are only a handful of jobs on there at the minute but you get the general idea.
I have found this software to be really helpful in allowing me to track a job from start to finish. I can add notes, files, certification , site pictures, RAMS, insurance docs etc etc to each individual job which the client can see via a portal.

Don't get me wrong, it takes a bit of getting used to and you'll need to commit some time to learn it but other than doing it manually as you are doing now, I don' think there is another way around job tracking.

 

[Sparky's Auntie]

Hi,

Yeah, Xero is great accounting software but, as far as I'm aware, that's all it is good for really, accounting.

Your question about keeping on top of where a job is up to is the reason I started this post really.
I was really struggling to get to grips with not only where my jobs are currently up to but, and here's the most important one, have I been paid!
Here is a small snippet of the home page of the software I'm using, I can only show a very small section as the page contains sensitive information but essentially, this home page allows me to see where my jobs are currently at a glance.

View attachment 100712


Now I've only just started using this software in the last couple of weeks so there are only a handful of jobs on there at the minute but you get the general idea.
I have found this software to be really helpful in allowing me to track a job from start to finish. I can add notes, files, certification , site pictures, RAMS, insurance docs etc etc to each individual job which the client can see via a portal.

Don't get me wrong, it takes a bit of getting used to and you'll need to commit some time to learn it but other than doing it manually as you are doing now, I don' think there is another way around job tracking.

OOH that looks interesting! Also terrifying. May I ask what you're using again please?

 

[M-B-Electrical-Services]

OOH that looks interesting! Also terrifying. May I ask what you're using again please?

Of course, I'm currently using software called Fergus. This software is the most user friendly and feature packed for it's price amongst the others I've tried. It takes some getting used to but if you stick with it, you'll be up and running in no time.

One thing I will mention though, it has a feature where you can add materials to each job and you can do this manually per job of course but the bets way to use it is to add "favourites". You can create specific list of items and group them into sub-categories, for example; Cables---Armoured/Fire Rated/Standard/LS/Singles etc etc.
Its good BUT it will take you some time to populate as you'll need to create a product code, product description, cost and retail cost (you can add your mark-up later). This feature will take up a lot of your time but is worth it as when you're filling out an estimate/quotation, you only have to type the start of the word and it will bring up suggestions.

Ultimately, like anything, the software is only as good as you design it to be. Put the hours in and it'll reward you.

Give it a try, they do a 14 day trial and their support is quite good. I had an hour long consultation with no obligation.
Its not perfect by any means but its better than spending hours manually file searching and inputting when its all there for you.

Good luck with whatever you try.

 

[Sparky's Auntie]

Of course, I'm currently using software called Fergus. This software is the most user friendly and feature packed for it's price amongst the others I've tried. It takes some getting used to but if you stick with it, you'll be up and running in no time.

One thing I will mention though, it has a feature where you can add materials to each job and you can do this manually per job of course but the bets way to use it is to add "favourites". You can create specific list of items and group them into sub-categories, for example; Cables---Armoured/Fire Rated/Standard/LS/Singles etc etc.
Its good BUT it will take you some time to populate as you'll need to create a product code, product description, cost and retail cost (you can add your mark-up later). This feature will take up a lot of your time but is worth it as when you're filling out an estimate/quotation, you only have to type the start of the word and it will bring up suggestions.

Ultimately, like anything, the software is only as good as you design it to be. Put the hours in and it'll reward you.

Give it a try, they do a 14 day trial and their support is quite good. I had an hour long consultation with no obligation.
Its not perfect by any means but its better than spending hours manually file searching and inputting when its all there for you.

Good luck with whatever you try.

Cheers me dears, I'll google Fergus. I'm too old for this

 

[M-B-Electrical-Services]

Cheers me dears, I'll google Fergus. I'm too old for this

You and me both......

 

[jedisparks]

I use a notepad. A list of jobs I've been asked to do. When I complete a job I cross it off. Once every couple of weeks I rewrite the list including new work that has cone in but minus the jobs I've crossed off. I need it simple.