Maintenance Agreements
Overview
The Shafer’s Maintenance Agreements feature, as part of the all-encompassing Service Module, eases the process of creating, maintaining and renewing your customer’s maintenance agreements while helping improve sales. Efficiency will be realized with the ability to view the customer’s profile, equipment and tasks to be performed all within one application.
Features include scheduling visits, posting calls to dispatch, creating renewal campaigns and sending renewal letters (created through easy-to-use templates) and the ability to process incremental billing. The detailed reporting feature is valuable when viewing all customer maintenance agreements, phone listings, agreement profitability and agreement expirations. You'll also be able to track all sales within the agreement and extra work billed outside the agreement. The system can quickly retrieve by due date within any zone and is totally interfaced with the dispatch board. Maintenance calls can be automatically imported to the boards open call queue before they are due, helping to ease dispatching and eliminate missed maintenances.
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· Inspection Sheets
Improve quality and increase the efficiency of your service calls by setting up inspection sheets directly within Shafer's Software. Inspection Sheets assist technicians by listing taks that need to be completed and may be setup using Shafer's Template feature. The inspection sheet is completely customizable. You can design the template within Shafer's word editing program or import and convert an existing document into a template. Use the Quick Text feature to import the tasks you wish to include or use the mail merge feature to import information directly from the customer's file. The customer's contact/location information, agreement number, task details, etc. may imported as well as any covered or non-covered equipment.
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· Detailed Reporting
Shafer's Maintenance Agreement Reporting Options provide fast and valuable overviews of your customer’s agreements. A number of customized reports can display information pertaining to the profitability of the agreement, customer phone listings, expiration or renewal dates and even print call-in letters.
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· Renewal Marketing Campaigns
A great way to sell more agreements is by using Shafer's Promotional/Renewal Marketing Campaign feature. You can use promotional invoices to send letters or non-billing invoices to notify your customers that their agreements are coming up for renewal. Our system will give you the option of sending a renewal letter, or using a format that resembles an invoice. By sending this information to your customers in advance and giving them simple instructions explaining exactly what they need to do to renew, you'll make it easier for them to purchase maintenance agreements.
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· Incremental Billing
Shafer's Incremental Billing feature saves time because you won't have to look at every maintenance agreement to determine if it needs to be billed. You can set your billing schedule to semi-annually, quarterly, monthly. The system will display all agreements ready for billing – you simply review and select the ones you wish to pay. One click of a button and they are sent to billing for posting.
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· Schedule Tasks
Shafer's drag and drop scheduling feature will allow you to schedule your tasks by week and exported to the scheduling queue. Maintenance Task codes have been established to relieve repetitive keying of tasks performed by your company during routine Maintenance Service Calls. Each Maintenance Agreement may have a multitude of tasks if necessary.
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· Escrow Accounting
Because keeping track of pre-paid or escrow balances and records is often chaotic, Shafer's Maintenance Agreement Module helps you maintain control by providing the option to use Escrow Accounting. Anytime your company receives pre-paid funds for maintenance agreements, you will be able to choose either the Percentage option or the Number of Visits option (or you may choose none). The system will automatically calculate totals based on whichever option is chosen and your gross margins will be displayed in the Statistics folder (please see the MA Master File key feature for more information). A Post/Clear Escrow Balances option will also let you quickly post all remaining escrow balances to a sales account for all agreements that have expired. Our adaptable system works to ensure your company's success.
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