Maximizing Service Quality and Efficiency

Spectrum helps contractors increase productivity on service calls in many ways. Having ready access to previous work orders, photos, wiring diagrams and specs for on-site equipment enables dispatchers to handle calls more quickly and effectively. Well informed dispatchers can also expedite planning on work to be performed. Spectrum also allows dispatchers to schedule technicians more efficiently, avoiding unnecessary driving and wasted time. Plus when technicians walk in the door, they are prepared with all the background information they need.

Easy to Use

Spectrum works the way you work, starting from the moment a customer calls. The Service Request screen provides access to all information needed to handle that work request, including the list of equipment on-site, history of work performed, any service contracts in force, the customer’s credit status and any open purchase orders.

Increasing Customer Satisfaction

With complete customer information instantly available, your dispatchers can work smarter, serve your valued customers better, and streamline your day-to-day operations. Spectrum gives you all the tools you need to set the right expectations and avoid scheduling problems. It also enables the user to create a new work order in seconds, or modify an existing one.

Optimizing Workflow

Spectrum's Work Order module provides a complete billing, tracking and dispatch system, making it easy to control service activity, review customer service history, invoice work completed quickly and control profitability for each service performed. Reporting provides customer history and profitability across a variety of selections. Entering labor, materials and other costs such as travel expenses is simple and straightforward. Detailed descriptions of work performed or recommended can be included. When a work order is billed, invoice amounts are totaled on the screen, allowing you to check for accuracy immediately. Work orders can remain open as long as needed to track all related expenses, and can even be billed more than once—a valuable feature for service calls that last for extended periods.

Improving Service Call Handling

The Service Calls screen allows users to immediately determine whether an open work order already exists, and to view work order history. A credit check can be performed and open customer invoices can be reviewed in detail. Spectrum’s Dispatch lets users assign technicians to work orders and view the work order schedule on any given day, week or period you choose. Dispatch allows you to view detailed information about the various assigned and unassigned work orders and technicians. Searching for a specific work order, reassigning a work order, or adding a new work order is quick and easy to perform.

Enhancing Customer Communication

Spectrum also integrates with your e-mail to facilitate customer service. The dispatcher can simply drag a customer’s service-request e-mail onto the “hot spot” in the Service Request screen. Spectrum reads the email address (or domain name) and instantly identifies the customer. A new service request can be created in seconds with the customer’s original e-mail included.

Manage Contracts with Ease

Simplifying Contract Management

Spectrum's Service Contracts module provides the utmost control over each aspect of service contract management, including scheduling in advance, billing, profitability analysis and warranty tracking. It also supports flat rate tasks, providing a convenient way to speed entry and simplify quotes. Flat rate tasks can be comprised of labor, material, and other cost items, and serve as single line items on work orders, or as templates for additional detail. Spectrum provides reports and inquiry screens which allow contractors to evaluate and manage revenues, costs and profitability. Spectrum also has the ability to generate the initial contract proposal, and then automatically perform billing as agreed upon in the executed contract. The contract renewal/expiration report ensures that customers are retained by listing contracts coming up for renewal, before they actually expire.

Working Together

When processing a work order, Service Contracts works with the Work Order module to flag customers under contract/warranty, and notes how they should be billed. Spectrum automatically creates work orders for scheduled maintenance. Service Contracts can also be a powerful marketing tool in demonstrating the benefits of a service contract to potential customers.

Serving Your Customers Better

Spectrum offers flexibility that helps you improve service to your customers. For example, a service contract can be billed on any schedule, and the revenue for that contract can be deferred and applied at the right time. The File Maintenance screen allows users to add and view unlimited scheduled billings and visits over multi-year contracts. The Revenue and Cost Inquiry screen shows earned revenue history and actual work order cost history for improved profitability reporting for a specified site or customer.

The Power of Integration

Spectrum’s flexible service management functions are combined with construction management capabilities into one fully integrated system. By linking operations and financial activities, processes can be simplified and automated, information flows to those who need it and customers are better served. Spectrum’s integrated service management capabilities include purchase orders, inventory, payroll, accounting and new construction. There’s no need to export or import information between modules in Spectrum.

Spectrum was designed to help every user across your organization to save steps, save time, simplify processes and take advantage of greater visibility and control.