Perfect teamwork

ROMASS repairs and maintains garage doors of all makes and models, whether it’s for companies or private individuals. This service is performed by ROMASS’s own technicians – a conscious decision that enables them to offer a high-quality service. For bookkeeping and invoicing, ROMASS calls on Exact Online. But business strategist Maikel Brouwer realised that there was a great deal of efficiency to be gained by automating the paperwork of technicians and planners and leaving the administrative processes to Exact. This brought him to Odyssee Service, a Field Service application that offers an automatic connection with Exact, so that data can be exchanged. Perfect teamwork between Exact and Odyssee Service ‘The integration between Odyssee Service and Exact online has enabled us to make huge improvements in our service organisation by working faster and more efficiently.

Easy integration

“If you want to let two systems talk to each other, you have to expect that there will be some configuring of the connection between the two. But this actually ran surprisingly well. Data, such as clients, contacts, articles and prices are tracked in Exact. Work orders, timesheets and the schedules are then processed in the Odyssee Service app. By linking these two apps, the whole process, from the first work order to the final invoice, is perfectly regulated and automated. This saves us a great deal of work and puts us in the position to offer a better and more transparent service to our clients. For example, the technician can show the client an overview of the amounts to be paid that is divided into hours and (spare) parts. As soon as the client signs on the technician’s tablet, the details are sent to Exact for invoicing. Everyone is happy and has saved a huge amount of time,” says Brouwer.

Missing a spare part? No problem!

Sometimes technicians are on site when they notice that an installation or repair can’t be performed without additional parts that they don’t have on hand. Until now, the administrative rigmarole that then needed to be set into motion involved telephone calls, emails and a great deal of paperwork between the technician, the client and finally the back office staff that contacted the supplier or suppliers. Unnecessary delays, incorrect orders and important details that were forgotten when it was time for invoicing were par for the course. But this has all changed. Using the Odyssee Service app on their tablets, technicians can now place direct orders that are linked to their assignments and clients. All details are provided with pinpoint accuracy and are immediately available to bookkeeping and the internal service.

Communication for more trust

“The Odyssee application will allow us to better help our clients. That’s why this communication module is so interesting. Our clients receive automatic confirmation of appointments with our technicians. And after the work has been performed, the signed work order, with a complete overview, arrives in their inbox. They may look like minor details, but in a client relationship, they breed trust,.” explains Brouwer.

Click & drop information

“More and more often, we want to add extra information about a specific sort of garage door that needs to be set up; we frequently find ourselves having to schedule routine assignments that deserve extra explanation. The Odyssee application has a Drag & Drop tool for this: the information fields. We are free to configure them for ourselves. And for every object: clients, users, installations, assignments and more. Without any customisation, we can immediately track the data for specific doors and automatic doors. The fields are dragged onto the screen via drag & drop to build information fields.

From the kick-off to the first invoice in just two weeks

“When we joined Odyssee Service, we also signed up for Quick Start. After an initial session where we were involved in configuring the application to the needs of ROMASS, we were able to practice managing a number of projects. We took this in stride – the application is extremely user-friendly. Nonetheless, as a new way of working for many of our workers, I found it important that there was training provided in the second step. The workers now like to work with the app on their tablets. And with the training and the link to the Odyssee helpdesk for coaching, they have been very quick to get underway with the application. In fact, we were up and running within two weeks, including training. And that’s simply unbelievable for an application that has had so much impact on our activities.”