There’s an old saying that the job’s not done until the paperwork is finished. And there’s paperwork — or at least electronic forms — aplenty in the portable sanitation business. From mapping to work orders, route summaries, inventory, invoices, payment reminders, customer history, vehicle and employee records, it might seem like you’re spending more time at a computer than delivering restrooms. Fortunately, today’s software programs can help with much of the mapping, messaging, scanning and updating — in real-time, leaving more time for you and your team to do what they do best: building routes and providing the best service possible.
Here are some of the latest technology products designed to make your business more productive and profitable:
Ritam Technologies LP
The Summit Array customer accounting and operations management software program from Ritam Technologies LP includes automatic mapping and one-button job repeat or delivery/pickup. ERIT scanning technology delivers instant route summary of all units served and totals by inventory type. Summit Rental Profit Builder enables users to establish up to 35 different billing possibilities, including daily, weekly, monthly, as well as providing special event, selectable at the jobsite and line item details. Pro-ration calculation, sales tax computations and reporting are automatic. 800/662-8471; www.ritam.com.
RouteOptix Management Systems Inc.
Vehicle routing and mapping technology from RouteOptix offers an at-a-glance view of services performed with real-time feedback. The program enables work orders to be created and scheduled for immediate or future assignment. Routes are easily optimized and overlaps identified. Estimated driving and service times can be adjusted as new calls come in. The software provides route statistics, including down time, for complete route-to-billing history as well as detailed inventory data on assets assigned, availability and history. Reports can be created by date or for specific customers. Billing and payment history, including outstanding balances, can be previewed at any time. The program also can create standard invoices and statements as well as customized forms. 519/896-9433; www.routeoptix.com.
Clear Computing
Real-Time, Stop-by-Stop Driver Reporting from Clear Computing Inc. provides two-way communication between the office and route drivers as part of Total Activity Control’s Paperless Office suite that includes Write-on Work Orders and Write-on-Service Routes. Work orders or service stops can be sent via e-mail to each driver, who can view the information, along with optional attachments, using any mobile device, such as iPhone, netbook or BlackBerry. Drivers also can send real-time status messages back to the office. The system automatically maintains a full history of stop-by-stop service, including driver name, date, time of service, work status and optional text or image details. 888/882-5327; www.clearcomputing.com.
PortaTracker
The PortaTracker program from Tracker Solutions provides customer information, including site and mailing address, phone number and history on
one navigational page. The calendar feature enables users to schedule drop-offs, pickups and service as well as view each day’s schedule by service or area. Dispatches can be added to each day’s schedule. Driver, truck number and jobs can be entered from a drop-down list. A reference sheet, featuring directions, number and type of units, as well as address and phone number, can be printed out for the driver or office. The program also can create invoices, service reminders, track credit, delinquent customers and more. 866/834-1551; www.septictracker.com.
The SAFE Program
The SAFE software program from VMSoft Products enables users to track customer details, site locations, service schedules and financials, as well as create categories such as “Regular Toilets,” “Handwash Stations,” “Handicapped,” and various other inventory. Service and pickups can be scheduled by technician, map code or rental areas. The program can create reservations for future rentals, proposals and invoices. It also can send documents, including work orders, profiles, histories or e-mail letters to customers. Customers or rental service can be exported to Microsoft Excel and imported into a mapping program, such as Microsoft Streets & Trips, for easy viewing. The program also offers onscreen rental status, rental counts and is compatible with Windows 98se through Windows 7. 800/604-7351; www.thesafeprogram.com.
Linkwriter
The Linkwriter digital pen from the Famhost Family of Hosted Solutions electronically links documents or forms to customer records, invoices, vehicle or customer files, and time-stamps when the customer or employee signs the document. Fields on the form can be programmed to link records to records in real-time through a tiny modem. Data is stored both as an image (eliminating scanning) or as data (eliminating typing). Inventory is updated as soon as the driver finishes a job. Linkwriter is integrated into the JaRay Services Business Management System for GPS-enhanced dispatching, billing, payroll, inventory and other functions. It also can be used as a Web-based standalone application, enabling forms to be viewed online or images to be sent to multiple e-mail addresses. All data is encrypted and multi-password protected for security. 800/658-1676; www.famhost.com.
