Inventory Software For Mechanical Contractors

Inventory Software For HVAC, Plumbing, Electrical And Other Mechanical Contractors

Inventory software for mechanical contractors (HVAC, Plumbing, Electrical, etc.) should be made with field service operations in mind in order to be useful. QR Inventory is this kind of a software. It provides an easy way for the field technicians to track inventory, as well as equipment installation and maintenance on site, away from the office computers, using mobile devices. All information collected with the mobile devices is sent to a centralized cloud location in real time, so all employees have an access to an accurate, real time inventory stock and equipment service log.

Barcode Scanning Inventory Management In Multiple Locations

Inventory management can be complicated for mechanical contractors (such as HVAC contractors, plumbers, electricians, roofers, etc.), since most inventory-related tasks must be done outside of the office, away from the office computers. The requirement to track inventory between warehouse(s), service trucks and installation sites makes desktop inventory programs not very useful for HVAC, plumbing and other contractors.

With QR Inventory, mechanical contractors can easily track inventory in multiple location in real time, spend minimal time on the inventory tracking and still always have an accurate inventory stock information.

Field technicians can use their own mobile devices (smartphones or tablets) for barcode / QR code scanning, processing inventory transactions and inventory stock look up. They can easily control inventory in their service trucks, request inventory from the warehouse when they are running low, track what parts or inventory was used on what project and for what client - all by scanning QR code / barcode on the inventory items and filling out mobile form on a smartphone.

Processed inventory transactions are submitted to a centralized cloud location, and immediately become available to all authorized users. Field technicians use mobile devices to access current inventory stock, and find the closest location where required parts are available. Office employees access information on inventory stock in all locations, as well as inventory transactions history on the office computer.

Work Tools Management For HVAC, Plumbing, Electrical Contractors

All mechanical contractors (HVAC, plumbing, electrical, roofing, etc.) have work tools that field technicians check out for the job and then return back. Often technicians can pass tools to each other, and if there is no tool management system in place eventually valuable tools are misplaced or lost.

QR Inventory will help you create an accountability system where you always know where the tools are, how they are being used, who checked the tool out last, and keep tabs on the tools which were not returned back on time.

Using a smartphone and QR Inventory mobile application HVAC / plumbing / electrical technicians will be able to check tools in and out of the warehouse by scanning QR code label with a smartphone. When checking tools in and out, they can record additional information: what job number the tool was checked out for, when it should be returned, document tool conditions and take pictures. You define what do you want to track via the web dashboard, and field employees or warehouse managers will be able to fill out this information on the mobile devices.

If technicians need to pass work tools to each other, no problems. They can record this transaction by scanning QR code label on the tool, and you will see who has the tool now, and will be able to review the entire chain of custody.

As soon as tools are transferred between locations or employees, central database is updated. All authorized employees have access to the real time information, including current location of the tools and equipment, tools transactions and usage history, and tools inventory reports.

HVAC And Other Equipment Installation, Maintenance & Service Tracking

HVAC, plumbing and electrical contractors are field service businesses, which means that field employees need to document equipment service, repairs and maintenance, and conduct equipment inspections on the client's sites. QR Inventory makes this process easy by replacing paper forms with the mobile forms and checklists that field technicians can fill out on their smartphones. Maintenance forms, service forms, parts and time invoices, inspection checklists - all your physical paperwork can be converted into the mobile forms for paperless data collection.

Administrator(s) can create all necessary forms and checklists via the web dashboard. You can use current paper or pdf forms to create mobile forms, or create completely new forms from scratch. All forms that you create will be available to the technicians in the field to fill out on their mobile devices. Optionally, you can pre-fill part of the form in the office and push it to the mobile devices for completion.

Once technicians fill out any of the forms in the field, they submit it to the central database, and the record becomes available to all authorized users. If you need a customer signature, a customer can sign off on the mobile device and the signature becomes part of the record. Technician can create pdf report based on the collected data, and e-mail it from the mobile device to all involved parties (customer, supervisor, etc.). Pdf report may contain your branding, information on the equipment, collected data, images and signature. You define pdf look and layout via custom template.

As a result, technicians have an efficient way to document their work, office employees have immediate access to all records, and all documentation is securely stored, available on demand to authorized employees and is easily searchable.

Instant Access To The Equipment Information In The Field

Instant access to the equipment specifications and past service history leads to better and more efficient field service. QR Inventory makes all necessary information easily accessible in the field. All your employees need to do is scan QR code or barcode label on the equipment with a smartphone - and they can instantly access equipment specifications, pdf documentations, installation instructions and past service / maintenance history.

You define what information technicians should be able to access in the field via the web dashboard. Field employees with the right permissions can update equipment information on the mobile devices and add pictures.

Time Tracking For HVAC / Plumbing / Electrical Field Projects

Your employees can track time they spent with a specific customer, or working on the specific equipment using the same mobile application that they use for other field tasks (tracking inventory, recording equipment maintenance and service, accessing information and inspecting equipment). All they need to do is to scan QR code on the equipment / location, press "Start Time Tracking" button when they start, and "Finish" button when they are done with a specific job.

When an employee clicks "Finish" button, the time information (including employee, GPS location, equipment or customer location, start and stop time, and when / where start / stop was recorded) is sent to the server.

Office employees can review and group time sheets by any parameters they need for payroll, billing and reporting. You can review raw time data by employee / customer / equipment, as well as total aggregated time for selected time period by employee, equipment, customer, location or any combination of the above (e.g. how much time an employee X spend during last month fixing equipment A).

Warnings And Alerts

QR Inventory will make sure you are on top of everything in your HVAC / plumbing / electrical business, and nothing slips through the cracks. You can create customized alerts to warn you when parts or materials inventory is running low, and optionally (with accounting module) automatically create purchase orders. You can create alerts on preventive maintenance / routine inspections, and receive automatic e-mail with the list of equipment for which preventive maintenance is due.

Create alerts on warranty expiration and other important dates. Receive an alert if value in the number field (temperature, pressure, etc.) falls below or raises above a threshold.

As with everything else, QR Inventory is very customizable. You can create custom fields for anything that you need to be alerted about, and configure when you will receive an alert, who will receive an alert and what will e-mail message say.

Parts And Materials Invoicing

Using QR Inventory accounting module, you can quickly create parts and materials invoices based on recorded QR Inventory transactions. You can then keep track of invoices and payments, and receive alerts for overdue invoices.

If you are using QuickBooks Online, you can create invoices in QuickBooks with several clicks.

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