JobFlow

Complete Work Management System

JobFlow is a complete work management system. No matter the size of your business, it will help you to manage and grow, bringing all areas under control with powerful live commu¬nication and reporting.

JobFlow is suitable for reactive works, preventive maintenance (PPM or Service Jobs) and large projects.

It is scalable for any size of business and offers direct job allocation and data capture via the JobFlow Android App with bespoke electronic forms.

JobFlow is fully integrated with TomTom Telematics, which offers fuel management, driver behaviour reporting and commercial vehicle tracking.

1. LOG CLIENT REQUEST

Jobs (Reactive, PPM or Project) and quote requests are logged to the client and site (job history may be viewed). On approval, quotes can be converted to a job. JobFlow records if a certificate, eg NICEIC is to be issued on job completion and reminds you to attach a copy before the job can be closed.

2. JOB ALLOCATION

Allocate jobs to the appropriate operative or sub-contractor via a simple diary layout. You can also send specific method and risk assessments. Send the client a confirmation email to confirm the appointment too.

 

CONTROLLER

Each job can be assigned to a member of office staff to oversee. Daily Job-related tasks for office staff can be allocated and monitored too.

3. PARTS & STOCK CONTROL

Never overstock or run out!  Order general stock, parts for jobs, and hired plant. Record stock at any number of locations, including vehicles. JobFlow adjusts levels as parts arrive, are used, or moved between locations. Top up orders will be generated as your preferred levels are breached, so each location has optimum stock. Hired plant must be ‘Off Hired’, automatically generating a unique reference, before JobFlow lets you close the job!

A list of outstanding hired items is available.

4. VISIT SITE

Bespoke electronic forms are on the operative’s device for completion. JobFlow won’t allow progress if they are not completed in the order you specify (eg. Permit to Work or Risk Assessment before Worksheet).

Record works done, assistants, parts used, assets, photos, out of pocket expenses, lunch taken and timesheet data and, the important client signature.

A survey form with any extra works needed can be sent back to JobFlow for a new quote to be made.

5. DATA CAPTURE

Forms, data and photos are transmitted directly to the system from site. Also, job data, site plans etc. can be emailed to operatives who can also access parts stock and their diary to see future work.

6. JOB FINISHED

Invoice immediately to improve cash-flow

All worksheets, complete with client signature, are received at head office as an operative leaves site, so the job can be costed and invoiced straight away. No torn or coffee stained work­sheets arriving back from operatives weeks later for processing! Signed electronic worksheets or forms can be emailed instantly to the client if required.

7. FAST INVOICING

The cost of parts, hired plant, sub-contractors and employees are all tied to the job record for fast job costing and invoic­ing. JobFlow lets you vary VAT rates for invoicing, it also handles retentions at any rates over any period, invoicing all or part of a job as required. JobFlow also has a fast and efficient system for rais­ing batch invoices, where multiple jobs are billed on a single invoice.

 

ACCOUNTS COMPATIBILITY

Purchase and sales invoice trans­actions can be exported to most specialist accounts packages, eg. Sage 50, 100 and 200, Sage Construct, Exchequer, Xero, Quickbooks. Have another system? Talk to us!

8. LIVE REPORTING

How much cash is tied up by work in progress?

Which are our most profitable clients / job types / operatives?

Whatever it is you want to know, JobFlow can tell you. Live reports are available on-demand by any parameters to help you plan your business.

 

Additional options available include integration with TomTom WebFleet commercial vehicle tracking. This provides clear re­porting on vehicles, trip mileage and working hours to help you control your fleet and monitor your carbon footprint. We can create a bespoke dashboard of your KPIs for an instant picture of the service you are providing.

LIVE FEEDBACK TO CLIENT

Authorised staff can quickly be trained to navigate Job Flow screens in the office or remotely. This enables them to answer calls from clients quickly with accurate and up to date information, reducing the length and number of calls. Clients can access their job in¬formation via the optional Web Access Module (below) and place jobs directly on-line too!

LIVE FEEDBACK TO CLIENT
Authorised staff can quickly be trained to navigate JobFlow screens in the office or remotely. This enables them to answer calls from clients quickly with accurate and up to date information, reducing the length and number of calls. Clients can access their job in¬formation via the optional Web Access Module (below) and place jobs directly on-line too!

 

NEW HOSTED
JobFlow is available as an on-site option and now as a hosted solution.

 

ON-SITE Ideal for companies with teams of work allocators running multiple desktops from centralised offices where internet bandwidth may be poor and local servers provide a more stable system.

 

HOSTED Suitable for any size of business but particularly for smaller operations where server costs may be prohibitive. JobFlow data is secure and backed up by Microsoft Azure with a 99.95% uptime SLA. Low set up costs and from £10 per user a week.

Design and Management Systems Ltd

Customisation

If you have requirements that aren’t covered in the general JobFlow specifications or by the extra modules here, please call us.

ASSET MANAGEMENT

Holds details of individual asset, including serial no., location, model, warranty etc. Maintenance history is recorded too, with costs and parts used, giving you a full audit trail of each asset.

CLIENT WEB ACCESS

Clients can log in remotely to see progress on current jobs, approve quotes and create new jobs too (even outside normal hours). They can view and print work-sheets from completed jobs plus invoices and quotes, reducing telephone queries.

PREVENTIVE MAINTENANCE

This PPM option allows visits to be scheduled over several years. Any number of visits for any type of work on any asset. Management reports help future resource planning.

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