| Integration |

JaRay’s Service Business Management System provides you with over 1200 interactive applications to give you full control over your business. 

Your data is your company’s most valuable asset. With it, you can grow your business, collect the money people owe you, mine the data for new sales, check profitability and productivity, and stay in compliance with government regulations; calculate replacement of and utilization of equipment. It is too valuable to treat casually.

Basic Features

Customer History

Accounts Receivable, showing 30-60-90 with Current Sales, Total Sales, Job counts, Credit Limits, Tax ID#, Standing Purchase orders (also can be by invoice), mailing list codes, Customer Types that you define, priority Codes that alert the dispatcher as to the importance of the customer. Customers can be tied to Primary Accounts for reporting sales. Numerous account codes allow you to define accounts for statistical and reporting purposes. Assign salespeople.  Instantly view all job addresses or invoices associated with a customer. Show sales, receivables, warranties, maintenance agreements or contracts, credit problems, job information, attached documents, sales efforts, collection efforts, email addresses, fax numbers, contact information, job histories, and lots of etc. Attach anything to the Customer’s Record so the user is instantly alerted to any money owed, terms, letters, proposals, contracts, warranty info, scanned documents, etc.

Collection efforts, Sales efforts, Conversations and Contact information, email and phone addresses are all a click away. [Menu]

Jobsite History

Definable fields like: cleanout locations, sewer lengths, past service calls by job address, contact information, contracts, price quotes, letters, proposals, and unresolved issues needing follow-up. Attach Scans, Preventative Maintenance Agreements, Letters, Map, Proposals.  See all jobs, both filed and unfilled, Special Directions, 30 User Definable Fields, A/R Notes, Sales Notes Contact Information and manager, a record of conversations and contacts, Phone Numbers and Email Addresses.

Instantly see all invoices by date, or type of work. See all invoices for both the Jobsite and Customer from one list. View scheduled jobs, either past or future even if the job was never completed or cancelled.

Reports from a specific jobsite include statements, complete history of all transactions, listing of all default customer’s jobsites, payment history, 30-60-90, sales $ popup, fax or email statement. [Menu]

Letters

Make templates for common letters and automatically merge data from your customer database for proposals, marketing, etc. If you have complex proposals and letters, they can be scanned or attached in a Word Document format. [Menu]

Attachments

From the customer record, you can browse and pop up invoices, proposals, scanned documents, warranties, contracts, information about user-defined fields, sales information, collection efforts, scheduled jobs, cancelled jobs, total sales, job counts, and free jobs for the billing name for month, quarter, and total.

If you have the mapping option on the workstation, you can pop up a map of the job location. See special directions and cross streets, links, A/R notes, future sales contacts, conversations, phone numbers, email addresses, etc.

Browse to other jobs billed to the same customer, next door neighbors, and contracts or preventative maintenance agreements. [Menu]

Contracts

Track, notify, and schedule customers when their contract or preventative maintenance agreement is due.

Invoices can automatically be generated for routine scheduled events whether or not service is actually performed.

Contracts can be scheduled and alerts made for any date range. Date Due, Last Service Date, Scheduled Dates and Expiration Dates are all tracked.

Routes can be set up with Stop #s. Contract sales amounts with multiple line items, each with separate income categories can be automatically input for scheduled jobs.

Customer Service Rep is automatically alerted to contract as soon as the Customer Record is displayed.

Mailing Labels, Merged Letters, and calling lists can be generated using contract data. [Menu]

Mailing Lists

Mine your data! Your own customers are your best prospects. Create merged letters, mailing lists, calling lists, labels automatically. Define lists from many criteria including date serviced, type of work, warranties, preventative maintenance agreement times, zipcode, county, SIC (type of business) and much much more!

Proposals

Create simple or elaborate proposals and attach permanently to the job address. Even if the work isn’t done and the owner of the property changes, the proposal will still be attached to the job address. Use job costing with materials and commissions or hourly rates to pop up profit desired instantly. No guesswork.

Alerts can be set up for follow-up. Conversations with the customer can be documented and noted for follow-up on specific dates. Mailing lists, letters, and labels can be generated from the sales information.

Once the work is done, the invoice can be generated right from the proposal, complete with materials.

Write and attach letters to the customer file. Merge data from the customer history or marketing information. [Menu]

Wage & Hour Compliance

Not only does the JaRay system track commission payroll every way conceivable, it tracks all types of hourly systems or combinations too.

Different hourly rates can be charged for different types of work, as well as different overhead costs.

Date and time is automatically tracked each time a job is sent to a tech, time arrived, and time finished. Additionally, time can be stamped manually or automatically for start and stop times.

Whenever a computer is logged in, the time is automatically stamped.

Each service person can have different commission or hourly rates for different types of work. For example, highly skilled Joe, who has worked for you 30 years, may make 30% on drain cleaning and 28% on plumbing, while newbie Billy makes 20% on drain cleaning and $12 per billable hour on plumbing with a 10% per job overhead deducted before the commission is calculated..

Actual commissions are calculated automatically in the job costing pop-up and production reports.

Wage and hour procedures are in place to insure that you stay in compliance. Be sure to check with your local statutes. [Menu]

Dispatching

The JaRay SBMS system redefines dispatching! Over 100 different screen views show where the drivers are, jobs to do by type or time promised, whether jobs are approved by landlords, which driver is up for the next job, nearest job, how many jobs and dollars each driver has done, and much more. Dispatch screens are kept permanently and any day's dispatch can be instantly viewed either in the future or past.

Alpha Paging: Send job info to service technicians with a single keystroke to any pager or digital phone.  No need to reenter data and no additional software or hardware is needed. 99 lookup screens are available.  [Menu]

Human Resources

Employee Records include SS#; Drivers License, Home Phone, Mobile Phone, Pager#, Intercom, Call Letters, Truck # and GPS ID#.  The program will automatically send pages to the pager, track the vehicle assigned to the driver via the GPS ID, etc.

Dates Tracked: Hire, Re-hire, Termination, Birth, Review, Last Raise, Work Schedule.

Amounts Tracked: Hourly, Raise Amount, Vacation, and Overhead per job and overall deducted prior to calculating multiple commissions or hourly rates.

Skill set checker makes sure that the dispatcher knows who to send on which job.

Security access level so that the user will only be able to see documents and menus at or below their logon level.

Profitability and sales reports are calculated by employee as well as complaints, compliments and customer feedback. [Menu]

Commissions & / or Hourly Pay

Most service companies find that their employees produce better if there is a commission schedule in place. Commissions can be combined with hourly base salaries or by themselves.

Commissions can be paid on jobs that extended across multiple pay periods.

The data-input personnel do not need to know what the commission rates are, just the commissionable dollars.

Look up jobs anyway you want.  The map option integrates with the Dispatching and GPS modules to show all jobs with detailed pop-ups.  Future jobs, jobs by man, type, street sort, areas color coded, problem areas, customer communications after job is scheduled, complaint & compliments attach both to the customer and serviceman and have a tickler file to ensure that every complaint is dealt with and every compliment is given to the serviceman to encourage that behavior. [Menu]

Routing & Pre-assigned Jobs

Routing Instantly see all the jobs on the map and arrange and re-arrange for the best service times.

Save routes and automatically schedule or reschedule to different days. [Menu]

Inventory

Tracks supplies by truck, even if a different truck drops off a product to a job.

Automatic Restocking Reports daily or by date range gives a picking list of all items to restock. A list can be sent to the parts house so that items can be separated by truck.

Job Costing - shows actual costs of materials in addition to commissions (with dispatching module), direct costs (by the hour so your can put in your billable hour costs), overhead (by the job like yellow pages), costs for specific job types (either by the job or by the hour) and instantly gives you the profit or loss by job.

Search by item - many types of reports enable your company to follow-up on product recalls, handle warranty issues, or simply to market your customer base. [Menu]

Security

10 Security levels - Users are assigned a level and can see anything that is at or below their security level.

Each menu item or scanned document can have a security level.

Trained and skilled technicians familiar with the SBMS application do the administration, not new employees of the computer store down the street or “experts” who are here today and gone tomorrow. Since there is nothing going on at the local level, there is nothing that they can screw up.

Besides several RAID flavors, we back your files each evening at a Secure Data Center - Equipped with armed guards, cypher-locked doors, and 24X7 system administration. We understand business-critical data. In the past, we have seen our customers lose data when the owner thought everything was being backed up and it wasn’t. We could provide a list of names and phone numbers of business owners that this has happened to. We bet you could come up with a list yourself.

With FamHost, your data is secure. Special encryption between your workstations and the server prevent anyone from intercepting your data, even when used over a wireless network. Each workstation has a unique identifier based on an algorithm using unique numbers embedded on the network card and primary hard drive. This prevents any computer that you don’t authorize to access your data. [Menu]

Production Reports

Lost Job Tracking: Tracks all cancelled jobs and closing rates for service men - makes sure no ”after-hours” under-the-table work is performed.

Productivity Analysis: Instantly see sales and profits generated by your service technicians.

Time Clock feature with multiple time stamps. Track start, arrival, and finish times for jobs, service technicians. Automatically stamp login and logout times for office staff.

Job Costing (Instant popup shows direct, overhead, commissions or hourly pay, and each line item either by job or billable hours and percentage of profit and profit before tax from any invoice. Reports also show by individual technician performance)

Proposals Create proposals and instantly see cost based on line items, direct & indirect expenses, materials, and labor. Attach the proposal to the customer record permanently

Sales Analysis Each line item on the invoice can have a different category so you can have line locating, plumbing, drain cleaning and product sales on the same invoice and still get breakdowns

Productivity Analysis (Instantly see not only sales, but profitability by job types, by service people and more.)

Security (Assign users to view specific documents or menus) You will have full control over which screens users can have

Vehicle Tracking (See where the drivers are at in real time) - Requires one of the GPS options. However, you can also show all the jobs done by a specific service technician on the map for any day . . . past, present, or future, with or without GPS.  

When used with GPS, simply pop up the day, select the driver and a map will be displayed showing all of the jobs that were assigned to a driver with the route path that the driver took to do the work. Instantly see any side trips or if the times don’t match what was reported.

See speeds and times. Exception reports can automatically page the driver or manager if speed is excessive or vehicle is in motion when it is not supposed to be. [Menu]

Advertising Tracking

Ever wonder if the money you are spending on yellow pages ads, radio, or newspaper are doing any good? Which ads work, and which ones don’t?

With the costs and myriad of choices for today’s advertising options, it simply doesn’t make sense to not track which ads produce the sales.

If the information isn’t taken at the time of the original call, the person making follow-up calls will be alerted to the fact and the code can be input later.

Sales reports can be selected by any date range showing sales for each code.

Show which phone book produces the best return on investment and which ones aren’t worth the paper their written on. [Menu]

Marketing and Sales

Automatically generate letters, lists and labels from your customers by type, residential/commercial. county, SIC code range, Zipcodes, whether or not they owe you money, types of work that you have done for them, date range of when you serviced them.

Print alphabetically or by zip code, filter by specific criteria, in different formats. [Menu]

Time & Material Pricing

Some jobs lend themselves well to flat rate pricing. Others can only be done with time and materials. JaRay allows you to use both. In fact, you can even do both on the same ticket.

You can separate the different income categories for your books by line item, but still have the invoice print out for the customer showing a single price or pricing for multiple items that include a further breakdown for your books.

Job costing pop-up and reports, as well as payroll reports can show different commission rates for different types of jobs, different hourly rates or both commission and hourly.

For example, you may pay hourly on plumbing labor, but commission on parts or special programs. [Menu]

Flat Rate Sales System

Many service companies are switching to Flat Rate pricing. It is more fair for the customer (who pays the same for the job, regardless of the skill level (or ineptitude) of the service technician). There is no incentive for the service technician to take advantage of the employer or customer by drawing the job out longer.

It is fairer for the service technician because as his/her skill level increases, they are able to do more jobs in the same amount of time. The harder and faster they work, the more they make.

It is fairer for the company because the service tech will usually try to sell more, thus increasing the average job ticket.

The inventory normally used on specific jobs is automatically input making data entry easier and ensuring that the truck is restocked properly so that the parts are there for the next job.

Data entry is speeded up because only the flat rate task number needs to be input.

Unlike many systems with flat rate modules, JaRay is able to track sales tax and multiple income categories by line item. It isn’t enough for most companies to know what their labor and material costs are, they need to know what their plumbing labor, drain cleaning labor, HVAC labor and the materials by those codes too.

Import data from other Flat Rate systems. [Menu]

Job Costing

Job Costing - Instant pop-up on each job shows actual costs of materials in addition to commissions (with dispatching module), direct costs (by the hour so you can put in your billable hour costs), overhead (by the job like yellow pages), equipment costs, costs for specific job types (either by the job or by the hour) and instantly gives you the profit or loss by job. Production reports can be printed showing profitability by man, type of job, and by date range.

Sales reports can be generated by county, types of work, service technicians, sales people, and material sold.

List customers by sales for any date range. A pop-up displays sales, free jobs, and job counts by quarter, month, and year to date for all jobs (even different job addresses) from any job’s record as soon as you pull up the record.

Marketing data can be browsed and marked for follow-up or further breakdowns. Make lists, labels or merge data into letters. [Menu]

Business & Consumer Data

No more misspelled names. The data is entered instantly from a huge database that includes all the names, addresses, city, state, zip+4, SIC code, county for your service area.

The data is purchased and licensed from the leading provider of sales and marketing information and updated quarterly. A database of over 14 million businesses and 300 million consumers is scrubbed and the addresses are validated by the US Post office database of address ranges. New addresses are compared and the county information is entered. The data is hosted on powerful FamHost servers connected by fiber to your data  for instant access.

Address Validation (Spell checker for addresses to make sure everyone spells them the same. The entire service area is included) - this prevents your employees from accidentally typing in the addresses wrong and creating duplicate client records. [Menu]

Caller-ID

Instant popup of customer records to schedule a service call. One keystroke will take the user to the customer’s record. If a customer record doesn’t exist (new account), the user can immediately pop to the closest match in the Business & Consumer database. The user simply selects the appropriate name and a customer record is instantly filled in with the name, address, city, state, zip+4, SIC code, and county. From the new record, one keystroke will schedule the job or display a map showing the job location.

Record all phone numbers, incoming and outgoing. This is done automatically, for every phone call. You can search to see all the times a specific person called between any date range.

Statistical analysis of calls per phone line, by date range. Analyze how many phone calls come in by each line number, and how many phone calls by time of day. Compare call counts by days, months, and years and by line number. Use the data to analyze closing ratios for customer service representatives.

Automatically send caller-id data over alpha pagers for servicemen or managers on call. We are currently developing the ability to use two-way pagers so that the service technician will input the amount collected, job type, how paid, and automatically download his next assignment. [Menu]

Mapping

Interactive Mapping Module. Map will show both vehicles and jobs. The map will remain open and the vehicles and job information will update automatically. The user will be able to filter or select specific items on the map:

• Left click on map, enter address, and instantly put a push pin on the address. This can be used to see job locations not scheduled in relation to current jobs and drivers.
• Show Jobs and service techs by job type
• Show assigned jobs to a specific tech.
• Show Jobs and service techs by time of day
• Search for a Job or Technician
• Zoom to any level

Job numbering matches and integrates with the JaRay System. As soon as a job is scheduled in JaRay, it will appear on the map with the same coloring scheme.

• Job Information in a drop down. When the user moves a mouse over the job number, a window will drop down showing what is supposed to be done, phone numbers, etc.
• Vehicle or driver icons are color coded to indicate the type of vehicle and type of work the driver can do.
• Driver Information in a drop down. When the user moves a mouse over the job number, a window will drop down showing the job that the driver is on, how many jobs the driver has done so far and more.

View the entire dispatch board in real time. This system gives you a snapshot of what is going on right now! [Menu]

Paperless File Module

Document Management: Attach digital pictures or documents to any customer record.

Security: Assign users to view specific documents or menus.

Scan invoices, drawings, permits, proposals, purchase orders, vehicle maintenance records, deposits, employee files, letters, applications and sensitive information. Only users with the property security clearance can see the documents. View the documents from any workstation on your system instantly, regardless of which country the workstation is in.

By having immediate access to any customer document, you eliminate the problems associated with filing paper. e.g., Do you file it under the job address or the customer? Under the service person or type of job? Make multiple copies? What if you write something on a copy? With the FamHost Paperless File, any user with the proper security level can view the document at any time. Field managers no longer are frustrated because the document is on some else’s desk, or they can’t find it. If an employee leaves, his or her replacement can find things. [Menu]

Email & Website Development

Send Invoices, scanned documents, and reports (with proper security level) to any email address from within the application. (only available on the hosted system)

FAX - Send Faxes of invoices or scanned documents online. - No phone line or fax number needed. Since the user can simply send the fax right from the application, there is no need to print the document, carry it to the fax machine, dial the fax number, and feed in the papers and wait. (There is an extra charge of 15¢ per fax. However, if you do it manually, and figure in the cost of the paper and time, the cost per fax can easily exceed $1 per fax.)

Virus scanned Email works either on web based (Like Hotmail® only without the advertisements and spam) or with your regular email client (Like Outlook®).

Spam filtering system eliminates known Spam generators.

If you have us do your website, we can build in much of the sales and management reporting into secured web access. Once the pages are developed, there is no user fees, no licenses, etc. [Menu]

Wireless Devices

The sky is the limit on what devices can be used. Almost any device you want to use to access your data will work. Our eMail, web, and application servers are all attached by fiber, so we have the ability to provide access to your data by any system that can access the Internet.

If you use our GPS system, we can send the data much the same way that UPS and Fedex do it. We are using the same engineering company that designed their systems to do ours. Critical data is sent immediately from the device to the data. Invoices can be updated instantly. However, larger files, signatures and unneeded data are stored till early morning hours when the rates are cheaper and then updated.

Optional interface with Nextel® phones includes bar-code scanning for live inventory control, credit-card interface, and the ability for the driver or manager to look up customer records right from the phone! [Menu]