17hats: All-in-One Business Management Software

In this monthly post, it’s my pleasure to introduce you to one of the many apps that we at Schulte and Schulte endorse and recommend to our customers.

As a firm of construction accounting specialists, we love to help companies in the construction industry with their books and finances, part of that help is finding different apps or software that can help our clients out.  During this monthly feature, we take a look at several apps that we love at Schulte and Schulte, LLC, and dig a little deeper into our favorites.

This month, we would like to introduce you to 17hats.

As a business owner, there are multiple “hats” that you will wear as you go about running your business.  By hats, we are talking about the different roles you will play on any given day, from accounting, marketing, client communication, lead development, etc.  17hats is a brilliant piece of software that is designed to integrate each of these different hats into an easy to use business management tool.  We could go into detail talking about each of the different tools that are built into 17hats, but for the sake of time we will highlight a couple of the features that we appreciate the most; specifically the Overview Page, Customer Relationship Management (CRM), and Workflow Management.

Overview Page
This dashboard is what you will see whenever you log into your 17hats account.  It has been designed to incorporate a 3-day calendar view of all events and to-do’s that you have set up.  Underneath the calendar is a list of all action items from every ongoing project that you have, as well as a list of client email correspondence that is needing your attention.  This dashboard is customizable to include this above information, as well as other options available for you.  It is a really handy tool to get a bird’s eye view of what needs your attention on any given day.

Customer Relationship Management (CRM)
A lot of effort has been put into developing this CRM tool to make it easy to use.  As the above video shows in its example of adding a new lead and the development of that lead into a client, 17hats utilizes its CRM to assist you in keeping your contact information and projects accessible. It also stores all email communication and documents sorted by client.  This means no more searching through your email account for that important message from a client’s project you are working on.

Workflow Management
The video above gives a snapshot of the process involved within 17hats’ Workflow Management.  You are able to create templates for almost everything you will end up passing onto a customer, from engagement/proposal questionnaires and feedback forms, quotes, invoices, and more.  It has e-signature technology built into the app to allow anything that needs a signature or feedback from a customer to be sent from the app, and also allows you to track what has been sent.  17hats has a one-way sync that will allow you to sync invoices into QuickBooks Online, which is music to our accounting ears.

We love 17hats, and would like the opportunity to share it with you.  If this sounds like an app that you would be interested in checking out, please let us know!

JOBBER: Business Management Solution for Field Service Companies

 

At Schulte and Schulte, our passion is in working with any company that fits under the construction umbrella.  This includes construction service businesses like plumbers, HVAC techs, roofers, landscape techs, etc.  Some of the apps that have been, and will be, featured in this blog series are feature filed and do have elements that would be beneficial to construction service businesses.  However, we feel strongly about finding an app or software solution for each of our clients, and this month’s featured app, Jobber, is a great solution for anyone in the construction service industry.

 

 

 

Jobber is geared toward any company that focuses on construction field service. It is a comprehensive business management solution that will aid any small to medium-sized construction service company. There are three main areas that we’d like to focus on as we dig into this app: Client Features, Team Features, and Business Features.

Client Features
Jobber has some features that will impress your clients and help keep your client information organized. It has an excellent customer relationship management (CRM) tool to keep your client’s information and communication organized. As you communicate with your different clients, whether by sending a quote, getting an e-signature, or reminders to follow up with clients, Jobber keeps track of all communication and saves it in each specific client’s file to help keep you as a construction service business owner more organized.

Team Features
These Team Features integrate both the Jobber computer software as well as their mobile app, which is available for both tablet and phone on iOS and Android. Included are various tools like Scheduling that allows you as the construction service business owner to easily create new jobs for clients and assign them to your team with only a few clicks; Map View Routing that will automatically send notice to your team as they are out in the field giving them the information that they need to get to and work the next job; and GPS Tracking so that you get a clear picture of where your team is at throughout the day as well as tracking employee hours and labor costs.

Business Features
Jobber gives you the ability to send out customized invoices so that you are in control of what your clients see on their invoices. It also has the option included of accepting payment for service right at the jobsite. Also included are Reports that provide a bird’s eye view of how your construction service business is doing, Time Tracking that makes it easy to review and complete payroll, and Accounting Sync that seamlessly integrates with QuickBooks Online to assist with your monthly bookkeeping.

We love Jobber, and would love the opportunity to share it with you. If this sounds like an app that you would be interested in checking out, please let us know!

KNOWIFY: Manage Your Entire Contracting Business in One Place

In this monthly post, it’s my pleasure to introduce you to one of the many apps that we at Schulte and Schulte endorse and recommend to our customers.

As a firm of construction accounting specialists, we love to help companies in the construction industry with their books and finances, part of that help is finding different apps or software that can help our clients out. During this monthly feature, we take a look at several apps that we love at Schulte and Schulte, and dig a little bit deeper into our favorites.

This month, we would like to introduce you to Knowify.

Knowify is an app that is a huge help to any subcontractor, whether that be commercial or residential. Some of the features that won us over at Schulte and Schulte:

Job Costing & Estimating
With Knowify’s powerful estimating tool, you can plan your jobs, itemize your material budgets, and schedule your people to create comprehensive cost estimates. These estimates can be translated into bid line items with a single click.

Bids, Contracts, & Service Work
You can quickly create bids and contracts on your own letterhead and send them through Knowify for electronic signature. You can also easily create service tickets and schedule technicians on work orders.

Time Tracking & Scheduling
Replace the whiteboard, create and maintain your schedule in Knowify so that all your people can see what needs to be worked on while they are in the field. As your people work on work orders, they can punch in time and reimbursements via Knowify’s mobile app. As your people put in time, Knowify will track how you are performing on each job compared to your budgets and estimated costs.

Knowify is truly cloud-based. You can access your Knowify account on your desktop computer, laptop, or tablet; it’s time tracking is most easily handled through the mobile app that is available for either Android or iOS.
We’ve been impressed with Knowify’s truly unified, fully integrated platform. All of its different modules (contracts, time tracking, purchasing, and invoicing) integrate seamlessly to ensure that the products and billable time covered by our client’s contracts are billed correctly.

We love Knowify, and would love the opportunity to share it with you. If this sounds like an app that you would be interested in checking out, please let us know!

Store Smart, Hunt Less: The Best Ways to Organize Your Construction Contractor Shop

When you or your workers waste time looking for material, tools, or equipment, dollars are flying out the door

If you’re organized, even a small shop can be a comfortable size. If you’re not, well, then a shop of any size will get crowded.

Have you been in your shop and heard, or said things like this?

  • Has anybody seen the box of washers?
  • Do you know where the shop-vac is?
  • What happened to the long, flat-head screw driver? I was just using it.

If you have, stay tuned, I’ve got some ways to help you move from the contractor’s dreaded “treasure hunt” to an efficient and serviceable shop even Ben Franklin would approve of. Because you know . . . when you or your workers waste time looking for material, tools, or equipment, dollars are flying out the door.

Organized + Systemized  

Whether your construction contracting shop is used for storage only or also includes some amount of fabrication it makes sense to have all the items in it organized in a handy and useable way.

Here are three goals to keep in mind as you go about the task of organizing your shop

  1. Providing a safe environment
  2. Managing inventory
  3. Being able to find what you need when you need it AND seeing to it your workers can find what they need – without needing you.

Buy In to tackle the organized shop project

If you’re a one-man operation, then the only person you need to get to Buy In is you. And that may be a bit tricky. Remind yourself of the outcome before and during the process. You may even decide to reward yourself with a new tool or some other desired item when the shop is all organized and living in all its glory.

And, if you see you’re going to need some help with this organize-the-shop project, you’ll need to see to it the others working with you understand why this change and the labor involved will make a difference not only for your company but also for them. You might start by reminding them of the third goal as mentioned above, “Being able to find what you need when you need it AND seeing to it your workers can find what they need – without needing you.” You may also consider a small bonus, or a gift card for dinner out, or a shop-wide we-did-it party at the completion of the organizing venture.

Need more info? Check out this article from Entrepreneur about getting employee buy in.

Depending on the size of your shop and the number of items in it, this project may take only a long Saturday, or a few work days. It may also be such a big project it will need to be divided into several parts and completed in stages. This is where you’ll find the next step to be vital to conquering the messy shop blues.

Organize an organizing plan

Unless you’re ready to add more space to your shop by adding on or moving to a larger facility you need to deal with the square footage you already have.

Start by looking at the layout. Do you have a blueprint or schematic of your shop you can check out? If not, grab your tape measure and get busy.

Having a plan or even a prioritized list saves you the effort of stopping, deciding what’s the next thing to do, and then rebuilding momentum each time you move on to a new task.

Determine the necessary components

Begin with or establish new places for your stationary tools

Then consider all your options in these areas

  • Go vertical with a multitude of shelving and rack options
  • Think of using overhead ceiling racks
  • Determine your need for specialized holders (such as a wire spool holder)
  • Bring in component drawer sets or toolboxes

If you set up your storage system with some empty cubbies, empty drawers, and empty shelf space, you’ll be buying yourself some time before having to re-reorganize.

The principle organizing principles to consider

  • Know the difference between a want and a need (You know what I mean.)
  • Sort by category (the category that makes the most sense to you, for example by job type or by tool type)
  • Store like items in the same area or space (for example, all fasteners in one storage area)
  • Keep larger and heavier items low (and on wheels when that is an option)
  • Make it easy to get to (only one barrier layer – no drawers inside closed cabinets, for instance)
  • Store items closest to where they will be used (get multiples of the exact same tool, if it will be used in several different places during any given day)
  • Keep frequently used items most easily accessible (Think “coffee cup” and you’ll know what I mean.)
  • Consider developing “ready to go” boxes for items you will transport frequently
  • Remember – getting rid of something makes room for the future

Now get to it

Wouldn’t it be nice if you could push the do-over button? Well, depending on the size of your shop you may actually be able to do something pretty close to that. If your shop is small the first step may very well be akin to pushing the do-over button because you can take advantage of the option by moving everything out of the shop space. Ah, now you can do-over by following the steps below before moving items back in.

If your shop is larger or if you need to organize in stages because of time limitations, you can still use the same formula

Set aside the time necessary

  • Put it on the calendar
  • Remind others involved
  • Stick to it

Clean out the entire shop or a designated space in the shop

  • Sweep and clean
  • Make any facility repairs necessary (including painting if you choose)

Sort

  • Group like items together
  • Arrange items by function or frequency of use
  • Label what goes where (Skip this step at your own peril.)

Get rid of the junk

  • Toss it
  • Donate it
  • Sell it
  • Notice how much more space you have (and smile)

Put your material, tools, and equipment in the “smart” places they belong

  • You probably won’t get everything perfectly right the first time
  • Tweek it in about a week after you’ve discovered the weak spots

Finally

Rinse and repeat until you have all spaces and areas clean, organized, and functioning well

This is one in a series of articles concerning pieces of the organizing puzzle for your construction contracting business. You can go here to find more.