Field Service Software Demo with Carpet Cleaning Company
[0:00:01] All right Debbie. So, I just got off the phone with you. I wanted to just record you a quick video and show you how mHelpDesk works at a very high level.
[0:00:11] So here we have work orders and all of work orders. So this is going to be all of your jobs. Right here we’re calling them work orders. It’s all customizable actually. You can always go into Settings, Dictionary and if I want to change them to jobs or service requests, I could do that in here by going to my dictionary and changing the work order name. Pretty easy.
[0:00:31] So anyway, so this is all of my work orders at a glance and this is grouped by status. So I could see OK, here’s all of my work orders in status “open in progress,” status “job received,” “ready for final approval”. These are all customizable statuses as well but just a list view of all of your work orders.
[0:00:48] Then again we have our scheduling view. You can view it at a month at a glance like this. A lot of our customers and a lot of the carpet cleaning customers particularly, they will actually view – they will view it like this. So I’m just going to highlight. You guys will probably have three to four technicians in here, right? So I’m just going to say, OK, here are my technicians. Then I could see them on a calendar like this side by side for the day. So I could say, OK, here’s what the day’s jobs look like for each of my technicians. Then all the like pending jobs up here and then you can even drag and drop them.
[0:01:21] So let me go ahead and again, kind of sample workflow is that a customer would call you up and then you would go ahead and you would add the work orders. So you hit this big green button that says “Add Work Order,” and then what does is it allows you to begin adding this work order into your mHelpDesk system very, very easily. See how down here it’s just – hold on. Let me just change one thing.
[0:01:54] All right. So I’m back on my Add Work Order form right here. So again I just clicked Add Work Order. Now I’m just going to begin creating this work order. I’m building it out, right? So if it’s an existing customer right here, I can start typing their name and then it’s actually going to auto populate your existing customer from your customer database. That’s already entered in on mHelpDesk. It’s pretty easy and really cool.
[0:02:17] Then I’m just going to start entering the work order details. So status, these are all customizable. You can create these statuses or you could even have someone on our team help you build out these statuses based on what makes sense for your business and since we work with like hundreds of carpet cleaning companies
, you can actually leverage our knowledge of working with all these companies to build out the best statuses for you.
[0:02:39] So this is going to be a new job. So I’m just obviously going to keep it in status “new”. Then type right here. So I can have different types like residential, commercial. Maybe residential recurring jobs. So if I click Commercial Cleaning, I have these custom fields show up down here that I’ve already built out and I think I actually built these out when we were on the phone together and then job name is going to be this. It’s just going to be – it’s going to be “commercial steam cleaning” and in the description, I’m just going to put “See below,” because I’m actually going to put the scope of work really into the custom fields and then you can like report on it.
[0:03:19] So I’m not going to assign it. I’m not going to change the priority. I’m just going to skip right down here. So OK, so this is commercial cleaning, right? Carpet cleaning and again you can have a lot of custom fields built out here but let’s just say OK, this is commercial cleaning. Yes. Dining room, carpet cleaning, dining room. These are just the – I’m just kind of showing you the different ways you can utilize these custom fields so you could either create checkboxes or create dropdowns added to mailing lists.
[0:03:46] This is like if you – it’s a prospect and you want to add them to your mailing list. You could say yes here. Then post job checklist. We’re going to do that later. So now I’m just going to click Add and what I just did in like 10 seconds, I just created a work order with all the customer’s information, all the work order details, the scope of the work down here and it generated a unique work order number super fast.
[0:04:10] So now I can go to scheduling and you’re going to see this work order that you’ve just added right up here and then now I could see that if it’s for this day, like same day, right? I could say OK, I want to drag and drop this work order onto the calendar of the technicians. So say I want Lauren Bobby [Phonetic]. They’re the cleaner to do this. I could literally just drag and drop this at 11:00 AM.
[0:04:31] As soon as I let go, it gets assigned to that cleaner. So they will get a notification and it gets scheduled for that time. So they’re not only just assigned to the job just kind of like generically but it’s actually scheduled for that time block.
[0:04:44] So what happens is Lauren Bobby is going to get a notification that she could view the work order and then she can update the status to something like “open in progress” or “open job received,” whatever you want. Again, you can build out these statuses into your workflow but let’s just say it’s “open job received” and that’s just letting you know that she received the job and that it’s like, “Hey, yes boss. I got it. I’m going to do it.”
[0:05:07] Once she receives it, she can go and she can just start like doing the job or say Jim, right? You’re giving Jim the job. He can just get it. He can see the job details, the time, the scope of the work, what needs to be done. You could even put like free text fields down here or even in the description of additional information, but they can just start working on the job.
[0:05:26] So probably update the status to like “open in progress” or something like that that’s going to really just say like yeah, I’m doing the job. Then what they can do is they will just enter like time and materials in this Time and Materials tab.
[0:05:38] So let’s just say yeah, I worked – I did labor or actually I think we decided like you guys do like flat rates per room, right? So if it’s a commercial room cleaning, and actually it’s going to be as a product. I remember we added this when I was on the phone with you guys. So it’s going to be – hold on.
[0:06:05] Maybe we did that as a service. OK. So at this time, so yes, so commercial room cleaning. So I guess maybe this gets billed at a certain rate, right? So let’s just say it took three hours and I’m going to click Save. So just to kind of back up a second. So the cleaners, what they do is they get assigned the jobs.
[0:06:23] All they have to do is get the jobs, view the information, update the status, enter time and materials and then update the status again and that’s it. It’s super easy for them to just begin doing their work, get their jobs all in a paperless manner.
[0:06:39] So now once I’ve added time and materials here, all the cleaner has to do is just go to Status and update this to “open ready for invoice”. Check this out. So down here, this appointment has only been assigned to Lauren Bobby which is the cleaner. As soon as I drop it into this status “ready for invoice” and I click Save, watch this. It automatically reassigns it to the billing team and to the office manager and the reason that’s happening is because in the background, there’s a rule that says anytime this status is assigned to a job – or a job gets put into this status which is ready for invoice, just automatically reassign it to like Debbie or to the office manager who then gets notified of their assigned job. You can go in. You can jump to invoice. Look, we’re doing all of this inside of this work order. Everything is connected. It’s all paperless. It just happens really fast.
[0:07:30] So now you go to Invoice. You’re going to see outstanding time and materials notification up here. All you have to do is in one click, you can add this to the invoice and you have just created this beautiful invoice in like two clicks without any miscommunication between the team members and now like you can go to download PDF and check this out. You have this like pre-created invoice. You can actually make this from the field. You could customize this as well but it’s all created there for you with the line items, like the technician that did it.
[0:08:02] This will be customized to look and feel like your company. It will have “service with a smile”. You can even put on your invoice like fans are going to get left after they’re subject to us going and recollecting the fans or something like that.
[0:08:15] But anyway, you just created this invoice. Now we even have payment integration but let’s just say the customer then pays the check for the invoice. You click Save. They paid the invoice. Now you can go to Invoice and it’s stamped as paid up here and it just took your work order and it changed it from that status which was ready for invoice and put it into a closed status right here.
[0:08:34] So it just completed the entire life cycle of this work order
from first customer contact all the way to customer finish just in one easy shot. So now, you go to your work order list. It’s obviously going to be in the closed status. You’re not even going to see it.
[0:08:49] If you go to People and you pull up the customer that you did the work order for which was ABC Company – these are all custom fields by the way. So you can actually create custom fields at the customer level. This is the customer and store data about the specific customers for anything you want, like garage door code, like whatever you want. It’s pretty cool. Then you could just go to Work Orders and see all the historical work orders that you’ve ever done for that customer.
[0:09:15] So it’s a really neat and easy way to see everything you’ve ever done for a specific customer at a glance, like all neatly organized in one place. Then obviously all the historical invoices as well.
[0:09:27] So – and they’re all kind of bundled inside this customer like profile almost. So it’s a pretty cool way to just see everything. So again, work orders, we created it, assigned it, scheduled it, added it. The technician entered their time and materials, updated the status. Then the office manager went in, created the invoice, sent it out, got paid and this is basically just where it all snaps together.
[0:09:52] There are a couple of other cool features that you can do, like products and services. We have like all of your products and things in there. Everything we have is templated so you can go to Templates. Any single email notification is all right here templated out. Invoice template, you can customize this.
[0:10:06] We can do this all for you by the way. We have a – I forget what it’s – it’s like a – so like white gloves set up in implementation and training
where we will basically do everything for you and import everything. But at a glance, that’s mHelpDesk. I’m looking forward to our call tomorrow and let me know if you have any questions Debbie. Thanks.
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