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Field Services

Workers installing solar panels.

Acumatica helps you address these 5 field services challenges

By | Acumatica Cloud ERP, ERP, Field Services | No Comments
Workers installing solar panels.

The right business software helps ensure field techs have the tools and equipment necessary.

Field services companies face unique challenges, from data integration and maintenance management to scheduling, dispatching and route management.

Managing these challenges requires a business software designed for the field services industry. An enterprise resource planning (ERP) product like the Acumatica Cloud ERP Field Service Edition provides functionality designed specifically to meet those challenges head-on.

Here’s a closer look at how Acumatica helps you address these 5 field services challenges.

1. First-time fix rates

Returning to a customer to redo work is costly. Often return work is due to poor, inaccurate or incomplete information about the customer’s problem, inaccurate location data, incorrect equipment or a mismatch with technician skills.

2. Scheduling predictive repairs

Sensors installed in equipment are able to alert your business when needed repairs are critical. Businesses that can respond promptly to these issues using the Internet of Things and wireless technologies can prevent larger repairs.

3. Managing service contracts and warranties

Maintaining the revenue from service contracts means tracking expiration dates and managing appointments and service calls. Warranty information needs to be integrated with other functions, including sales and customer service, while accurate tracking of what parts are under warranty is critical.

4. Emergency service calls

Emergencies can derail technician scheduling, route optimization and equipment availability. A field services ERP should provide the right integrations to minimize the disruptions.

5. Siloed data

Field services companies that keep customer data, processes, scheduling and finance in separate systems are working from behind. An ERP solution integrates data from myriad functional areas and systems, giving all employees a 360-degree, transparent look at operations, customers and information.

With mobile solutions, Acumatica’s field service ERP delivers needed information in real time to field techs.

How Acumatica Cloud ERP Field Service Edition solves common problems

Acumatica’s field services ERP solution is designed to solve common and complex problems in the industry. The main benefits and features include:

  • Scheduling, dispatching and call center management to expedite responses with accurate service needs, customer information and history, and create or modify schedules
  • Route planning using Google Maps to optimize resources. The module includes route plotting for service techs, lists of required equipment or machines, and real-time adjustments to reflect traffic conditions that are sent to the technician’s mobile device
  • Mobile service management with mobile apps for Android and iOS, with instant access to service information and customer data
  • Emergency service call integration using visual tools to add unplanned calls and send changes to the technician
  • Equipment maintenance records for each piece or machine installed at a customer’s site, including manufacturer, model, configuration, necessary repair parts and preventative maintenance schedules and orders
  • Inventory management to track the locations and costs of tools and parts that are spread across warehouses and vehicles
  • Warranty management to track simple and multidimensional contracts 
  • Project cost tracking 
  • Personalized dashboards
  • Business intelligence insights

Acumatica knows the issues and challenges for the field services industry and has developed the ERP that meets critical needs. At NexTec, we help businesses identify, select, install and optimize their investments in key software solutions. Our experts work regularly with Acumatica solutions that make a difference. To learn more, take the Acumatica Product Tour.

Tech investments for small business field services

Here’s how Acumatica can save your field service business

By | Acumatica Cloud ERP, ERP, Field Services | No Comments

If your business does installations, repairs or services at customer locations or equipment sites, then you have a field service business.

Field service businesses have unique challenges. Managing scheduling and dispatch, visibility of workforce in the field, collecting accurate information back from jobs in a timely manner and communication breakdowns are just a few.

It can be difficult to keep track of logistics for your field services business. Acumatica is here to help.

Let’s take a look at one company’s challenges:

Bob has a Field Service business. He’s been successful at growing his business and he has several technicians performing field work.

Dennis receives a call from a customer requesting an air conditioner repair  He checks invoice history and a spreadsheet to see what equipment and warranties they have. To save time, he takes notes on a piece of paper. Unfortunately, the phone immediately rings again, and the repair order never makes it to dispatch.

Amber, the dispatcher, is busy managing technician schedules. She uses several spreadsheets to make sure everyone is fully utilized, the right people attend jobs that need a license, and the trips are planned as efficiently as possible. It’s difficult for her to take urgent requests because she is lacking visibility of her technicians out in the field.

As the Controller, John is in charge of cashflow and is experiencing delays in the invoicing process. Many of the employees submit job sheets by hand, leading to keying errors. These delays cause invoicing mistakes, and numerous credit memos being issued, impacting cashflow.

All of these issues can be tackled with a field service software, like Acumatica.  Let’s look at this again… this time using Acumatica.

With Acumatica, it is easy to access calendars for your team members to see who is available at any given time.

A customer calls for a repair. Dennis looks up the customer and creates a new Service Order in Acumatica. He asks which equipment needs work and selects it for the order. He can see the Equipment warranty information and informs the customer that the unit is out of warranty, except the compressor. No slips of paper to get lost and the customer is impressed that Dennis has all the information needed and created the service request so quickly.

Amber sees the new job on her Calendar Board. She can view existing appointments for each technician and create the new appointment with a drag and drop. If licenses or skills are required, she can use the staff filter to find technicians that fit the requirements of the job.

With the Staff Appointments on Map, she can see and manage where technicians will be during the day so when urgent jobs come in, she can easily see who will be nearby.

Technicians in the field are using the Acumatica app on their Android and iOS devices. They have all the information needed and can use the app for various tasks like using the map to find directions to the next job.

The technicians are now entering information directly into the app and it’s immediately available back at the office. They can start the job, track their time, add parts, update equipment info, take before and after photos, complete the job, capture a customer signature and even invoice and collect payment out in the field.   Bob’s customers prefer one invoice for all the work done in a month, so invoicing is done in the office. Invoicing can be automated or users can control the process.

The streamlined invoicing eliminated invoicing delays and invoicing errors are drastically reduced, so customers are paying promptly and cashflow is improved.

Bob was able to form stronger customer relationships, more productive employees, and had better management of resources – all translating into more profitability!

Get in touch today to learn more about what Acumatica Field Service can do for your business.

Additional Acumatica resources

Acumatica: Ideal for Field, Professional and Oilfield Services

Growing companies rely on Acumatica Cloud ERP’s scalability

Webcast: Acumatica Cloud ERP for Field Services

Female construction worker with orange hard hat and vest.

Acumatica: Ideal for Field, Professional and Oilfield Services

By | Acumatica Cloud ERP, ERP, Field Services, Oilfield Services, Professional Services | No Comments
Female construction worker with orange hard hat and vest.

Oilfield services companies need solutions that allow for precise project accounting, data collection and analytics.

If your business offers services – as a professional firm or a resources exploration company – you need software solutions that keep everyone connected.

With the right enterprise resource planning software solution, you’ll have the proper tools that connect core components of your business, helping your teams be more productive and coordinated. You’ll have better outcomes for your business and your customers.

Your ERP solution helps your business, whether field services, professional services like law and accounting firms, and oilfield services, with the unique, industry-specific functionality that is necessary for success.

An ERP solution also solves common challenges among services companies, including:

  • Meeting customer expectations for reliability and on-time delivery
  • Regulatory compliance with local, state, federal, international and industry mandates
  • Loss of institutional and client knowledge due to employee turnover
  • Complex taxation requirements

Below is a closer look at the core benefits of ERP software and why Acumatica is ideal for field, professional and oilfield services.

Unique challenges for industry

Your company’s business requires specialized solutions that address core challenges that are often difficult to resolve. That’s where Acumatica comes in. Acumatica’s ERP solution has been designed to deliver on the greatest needs for field services, professional services and oilfield services businesses.

Here is a closer look at some of the challenges each of those industries regularly faces:

Field Services

Field service companies have to address a wide range of customer demands and complexities in scheduling, operational efficiency and logistics. Among the common challenges are:

  • More product complexity as the variety of and technology used in products grow. Items such as refrigerators, washing machines and HVAC systems are increasingly “smart.” These connected devices require technicians that can address mechanical and digital issues.
  • Increased competition in both product sales and service providers
  • Ever-increasing customer demands and expectations
  • Staff turnover due to retention challenges and an aging workforce

Professional Services

Professional services firms are selling an intangible product – time and knowledge. This creates challenges related to workload management and balancing client services with sales and marketing. Law, accounting and other professional services businesses are looking for:

  • Commercialization of data and insights delivered via automation solutions
  • Technology that can automate complex processes by breaking them into simple components such as research, data analytics, document assembly, contract management and project management
  • Data agility that allows for better collection, storage, reporting and usage of large amounts of information that provides for faster, accurate insights and solutions for clients
  • Staff efficiency driven by technology that allows for employees to focus on more critical, strategic tasks instead of clerical and administrative responsibilities

Oilfield Services

Complex projects occurring in multiple geographies requires tools to collect and transmit large data sets in real time that can inform key decisions. Oilfield services companies often grapple with:

  • Managing potential risks
  • Maintaining financial control across projects in different areas and under different legal structures
  • Supporting upstream players via repair and maintenance of wells and drilling equipment, drilling rig leasing and seismic data processing
  • Real-time visibility into production costs, yields and outcomes
  • Data sharing across multiple systems
  • Compliance with multiple regulatory mandates
  • Optimizing field logistics and the supply chain
  • Tracking equipment and other assets

These challenges are among the core reasons to use an Acumatica ERP solution.

Work on site.

Field services companies are facing increasingly complex products and more demanding customers.

Advantages to ERP solutions for services companies

Why are more services businesses turning to enterprise resource planning solutions? Because these products address core needs and deliver operational excellence, allowing principals to focus on key business needs.

Here are some of the advantages of choosing a cloud-based Acumatica ERP:

  • Single source. Eliminate the need for costly third-party integration services, expensive add-ons and inefficiency with a completely integrated system that provides a single source of data that can be used across the company.
  • Accurate, efficient data. With one data source, there’s no need to re-enter information in different systems, resulting in fewer errors and information that is more precise.
  • Streamlined operations. Improve efficiency with integrated applications for financials, customer relations, distribution, project management, project accounting and service management.
  • Anywhere access. With cloud-based access and mobile applications, users can access information, files and reports from any internet-connected device at any time and from any location.
  • Security. Service companies have legal and regulatory mandates about how data, especially client data, is collected, stored and used. Other requirements specify security precautions that need to be in place. Acumatica data is secured with the most rigorous physical and software protection.
  • Cost predictability. One license allows you to extend access to new employees or other users without incurring incremental costs and additional licensing fees. Extend access to customers to review accounts and check on status.
  • Operational ease. The cloud-based solution means there is no on-premises equipment to install, configure, maintain and upgrade.
  • Scalability. As your business grows, your Acumatica ERP scales accordingly, allowing more data to be stored and accessed easily.
  • Relationship management. Improve your company’s relationships with partners, suppliers and customers. Gain a 360-degree view of your customers’ interactions with sales, marketing, finance, fulfillment and customer service.
  • Customer management. Manage leads, contacts, accounts and cases with a consolidated view of all prospects and customers.
  • Automated sales and marketing. Integrate your sales and marketing operations with automation tools that track, manage and assign leads to sales teams, resulting in shorter sales cycles and increased closed-business rates.
  • Contract and order management. Use company-defined sales workflows to expedite orders and contract creation and execution with tools to handle discounting, flexible pricing, variable service rates and long-term or warranty-specific support cycles.
  • Adaptability. Acumatica ERP is designed to respond to ever-evolving and changing customer demands for better service, incorporating cloud computing, business intelligence, analytics, automation, e-commerce and mobile technologies.
  • Better insights and productivity. Business intelligence tools and dashboards deliver insights into client trends and purchasing patterns that increase billable hours and staff productivity.
  • Integrated document management. Share invoices, customer interactions, inquiries and contracts across disciplines to provide consistent and coordinated service. Automated and rules-based workflows route documents, track activity, avoid delays and signal when a step in the process is behind schedule.
  • Logistical control. Dispatch calendar boards optimize travel routes, rearrange appointment orders, schedule and dispatch employees to the right job at the right time.
  • Time and expense management. Make timesheet and expense report entry easy for your employees, subcontractors and partners with capabilities on mobile devices. Accelerate the collection and reporting of project costs with tools that consolidate expenses and allocate shared expenses.
  • Project accounting. Manage project budgeting, billing and profitability across projects, employees, materials, resources and tasks. Project accounting integrates with general ledger, accounts payable, accounts receivable and inventory management.
  • Improved cash flow. Fulfill orders and requests faster with fewer mistakes, allowing for faster collection and reconciliation processes.
  • Collaboration. Portals allow for internal collaboration and partnership with freelancers, contractors, partners and customers.
  • Employee empowerment. With a single source of data and a complete view of client engagement, employees have a more complete understanding of relationships, can make better decisions, and can deliver better service.
  • Employee engagement. Better scheduling, allocation and assignment tools allow for better employee outcomes, improved engagement and reduced risk of burnout. These benefits lead to more satisfied, productive and effective employee outcomes.
  • User friendliness. Acumatica allows users to customize views, displays, reports and dashboards using fields and data that are most relevant to their work. Browser-based drop-down menus, point-and-click functionality and visualizations make the platform easy to use quickly.
  • Software integration. Acumatica integrates seamlessly with other work productivity applications such as the Microsoft Office suite of programs. It also integrates with credit-card processing, barcode, project management, e-commerce, print, promotion and supply chain solutions.
  • Reliability. Acumatica’s ERP solution is designed to remain operational, a promise made in guaranteed service level agreements.
  • Data recovery. In the case of a natural disaster or a cyberattack, Acumatica data backup and recovery services ensure that there is minimal disruption and fast restoration of your data.

Acumatica offerings

Acumatica’s enterprise resource planning solution is designed with service industries in mind. Its applications meet specific needs for field services, professional services and oilfield services providers, including:

  • Financial Management – General ledger, accounts receivable, accounts payable, cash management, currency management, tax management, deferred revenue accounting, intercompany accounting, recurring revenue management, fixed assets, human resources and payroll
  • Customer Management – Sales automation, integrated marketing, service and support automation, customer self-service
  • Project Accounting – Cost tracking, advanced billing, time and expense management
  • Inventory Management
  • Sales Order Management
  • Purchase Order Management
  • Materials Requirement Planning
  • Requisition Management
  • Time and Expense Management
  • Service and Support Automation

NexTec Group proudly works with services companies and other industries to identify the systems and tools that make a difference and deliver a competitive advantage. Our skilled and experienced consultants have extensive knowledge of the industries, vendors, products and features, helping our customers choose, implement and optimize their technology solutions.

NexTec works closely with Acumatica customers to deploy and configure the ERP solution and integrate legacy systems to create an integrated software product. We also provide training, insights and supports to ensure your business gets the most return from your investment. To learn more about how NexTec and Acumatica deliver exceptional products that solve your services company’s most critical business needs, give Acumatica a try.

Additional resources

Here’s how Acumatica can save your field service business

How to choose an Acumatica partner

The Acumatica difference: 5 reasons growing companies choose the fastest-growing ERP solution

Thank you! – Acumatica Cloud ERP Field Services Demo

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Thanks for getting in touch

Here’s the Acumatica Cloud ERP field services demo.

Want to know more? Request a demo today.

About NexTec Group

NexTec Group is a national consulting firm, specializing in technology to help you manage your business. This includes Enterprise Resource Planning (ERP), Customer Relationship Management (CRM), and Business Intelligence (BI), Cloud and On-premise solutions for mid-sized businesses.

We started the company because, as consultants, we saw software sellers that had never walked a mile in the customers shoes. We had, and knew that we could offer something different. A company made up of consultants that had experience working in the industries that they were now advising.

In the 20+ years that NexTec has been in business, we’ve developed close working relationships with our customers, partners and each other.

Customers choose NexTec because…

  • Our consultants have an average of 25 years’ experience in both consulting and industry.
  • We understand the software, customer challenges, value teamwork, and are passionate about doing great work
  • We have the biggest and most experience Sage X3 team in the industry, implementing Sage X3 since the product’s introduction.
  • We provide clear information that helps customers make informed buying decisions
  • We stand by our customers to make sure the technology works, is used, and produces great results
  • We deliver our services with a sense of friendliness, fun, individual pride, and company spirit

If you see the possibilities, let’s meet for lunch, coffee or a drink.

Sage Authorized Partner

Field Service ERP Software

By | Acumatica Cloud ERP, Field Services | No Comments

Technology to Drive Your Field Service Business Further

Acumatica Cloud Enterprise Resource Planning can position your field service business for success

Orchestrate and take control of finance, accounting, technicians, service, and customer satisfaction.

Modern field service businesses need to deliver the highest levels of service to exceed customer expectations and increase profits. To make this happen, you need a flexible, robust system to bring together finances, dispatching, warranty management, inventory and more all in one place. NexTec Group and Acumatica Cloud ERP have the answer.

Benefits for Companies in Field Service

Take Control of Your Finances

Managing the finances and success of each project no matter the size requires a clear picture of the costs, during each phase of the project. Acumatica delivers financial management integrated with field service and project management so that you can truly take control of your finances.

Get a 360-Degree View of Your Customers

Customer Management (CRM) is part of Acumatica, not a loosely integrated module. From marketing, quoting, building, and installing, and then in field services, the customer information is visible throughout the organization providing a 360-degree field of all customer interactions.

The Right People at the Right Place at the Right Time

As you sell and service a wide range of products, it’s absolutely necessary to know which people have the skills to get the job done. You need to deploy the right people to the job so that work can be completed efficiently by skilled technicians. With organized and integrated dispatching, scheduling, and call center functionality, Acumatica delivers the functionality you need.

Putting the Right Tools in Your Technicians Hands

In field services, tools and repair parts are typically spread across multiple vehicles and warehouse locations. With Acumatica, you can get a clear picture of your inventory—whether it’s in your facilities or on the move, making it easier to avoid shortages or unprepared technicians.

See the Big Picture from Call Center to Truck

Your customers call you when they need service and expect you to be able to provide this service without a game of 20 questions before you can dispatch a tech. With tightly integrated CRM, you can develop a truly aligned service and sales team to control your conversations.

Do More for Your Customers in Less Time

It’s well-known that service contracts and warranties are among the most time-consuming processes that field service management companies need to complete. With Acumatica, You can make the process of warranty management easy with multidimensional contracts and easy specification to minimize confusion and maximize productivity.

Ready to learn more? Request a demo today.

NexTec Group is an award-winning business software consulting firm with over 24 years helping companies streamline field service and maintenance take control of their projects, people, and processes. We specialize in implementing ERP, CRM, BI, Cloud and On-premise solutions that can manage customer issues, track products, and improve operations.

Acumatica Gold Certified Partner