If you’re shopping around for pool repair or maintenance software, you likely know how much software can benefit your business. Moving from a paper based process to a paperless process can change the way you operate for the best. Your office runs smoother, field technicians are more efficient and, as a business owner, you’re not bringing work home with you!
One problem that we have continuously encountered is the lack of information available to pool service professionals. There aren’t many resources on which kind of software to purchase, what to ask vendors that you’re considering or even what to expect after you purchase the software. Since we (think we) know a thing or two about pool services software, we figured we might be able to help out with this issue. Here are 8 questions that all pool service professionals should ask vendors when they’re shopping for software.
What will it cost?
The spectrum of price for pool services software ranges from $0 to hundreds of dollars a month. And as with most items of value, free does not mean it will work for you and the most expensive solution doesn’t always mean it is the best on the market. However, price is a factor that will affect buying decisions.
You might find that one solution is more expensive up front, but can save you costs elsewhere over time. Or, you might find that a particular pricing model simply works best for your business. Generally, you will encounter two pricing models with different pool services software vendors:
- Flat Purchase Price - One lump sum. You’ll “own” the software after purchasing. Often will be associated with Annual Maintenance Fees.
- Monthly License Fees - This is often referred to as a subscription model. It has become the norm with newer software providers and many businesses prefer paying for software in this style because it can be accounted for as a recurring fee.
How long is the implementation period?
This is important for you to know. If you’re planning on purchasing software a week or two prior to the start of the busy season, are you going to be able to use the solution in time for your soon-to-increase workload? The time it takes to implement software is another factor that should be considered.
There are simple Android and iPhone apps on the market that a service tech can learn to use within minutes - but it could lack important functionality. On the flip side of that coin are incredibly complex pool software solutions that can handle multiple crews, manage thousands of customers and their needs, but takes months to implement. This question depends on your needs.
How much time can you afford to spend?
What kind of support and training is offered?
There are some pool services software out there that are “what you see is what you get”. Meaning that once you purchase and implement it, you’re set out on your own to use the software you just bought. Now, that might be just fine for some businesses, but others want to know that they can call in or get the support when they need it. Once you have a solution implemented, you, your office manager and your field techs will need to be trained on the software. Depending on how robust the solution is, there are varying degrees of training that might be needed.There are a few different types of support offered by software companies. Ask if they provide:
- On demand videos
- Troubleshooting guides
- Live support - phone, chat or email
- Customer support forums
What hardware is needed?
Different software might require certain types of hardware to run it on. If the software is server based or must be hosted on your office equipment, you need to make sure that what you currently own is compatible or you need to know if you need to purchase more equipment. If it is a web-based solution, you’ll need to know which browsers are supported and whether or not the program works well with mobile devices.
One of the main reasons that a pool services company would want to implement a pool services software is to collect information in the field. With that said, you need to ask what types of mobile devices the software program is compatible with as well. Most providers offer both Android and iOS apps that your field techs can use while on the job, but ask just in case.
Can I import existing data?
If you have customer information that you have in another system like QuickBooks or another field service software, you should make sure that you can import that data in an efficient manner. Otherwise, you might spend days, weeks even, importing data manually.
Is it designed for pool services?
There are many software solutions that are marketed as a pool services software, however, many of them got their start in a different industry. While the general workflow for a lawn maintenance, HVAC or construction business might be similar to a pool services business’ workflow, there are differences.
If you need a dosing calculator, ask for it. If you need chemical tracking, make sure it is there. There are also specific billing rules, parts and services that are unique to the pool maintenance and repair industry. If a software was created for a lawn maintenance business, it might not be able to handle the unique needs that your business has.
Do I have to pay for updates and/or support?
Ask if you have to pay for updates to the software or if they are included in your purchase agreement.
Also, do you have to pay for ongoing support? There are some licenses in which a customer only receives so much support before they start paying more.
How often a company updates their software can be a good tell of issues within their software. If it is constantly being updated, that should send up red flags. Likewise, if the software is on an early version, that might show that they’re young and potentially still have some wrinkles that haven’t been ironed out yet.
What integrations are supported?
You want a complete business solution that can not only save you time in the field, but also time in the office. Does the software integrate with accounting software like QuickBooks for smooth invoicing? You want to avoid as much double-entry or even triple-entry of data as possible. Does the software integrate with routing and mapping software which can help you schedule your crews quickly and efficiently?
And since you will be storing customer information and prospect data, you want to have the ability to communicate with those people. Having a software that integrates with mass email solutions is a must. It is vital for appointment confirmations, reminders, completion emails (how many times have you been asked if your crew even showed up because after they completed the work, wind blew leaves and debris into the pool?) and billing information. Using an email service is also a great way to communicate special marketing offers to prospects that you have in your system.
Additionally, there are a few pool service businesses which also have a brick and mortar retail store in which customers purchase chemicals and pool supplies. For those types of businesses, they might need to have a solution which integrates with a Point of Sale software. This would not only store customer information from the field, but also from within the physical shop.
Download the complete Pool Services Software Buyer's Guide today. Just click below for your free copy!
