Spreadsheets Work, But Industry Specific is Better!

We at Cyrious often come across shops that are using Excel for quoting and tracking job.  Some of these shops haven’t yet figured out or grasped the true benefits of estimating software.  In an article I read recently called "Estimating Software Yields Higher Profits", the author talked about a shop owner who quoted all his jobs using an Excel program they developed in house.  Due to this company’s growth and a strong need for an accurate representation of their operating cost, the company decided to make the switch and acquire a software estimating system.  Why, you might ask?  The owner said "When we lost our three largest customers by raising prices, it really opened our eyes." 

Understanding, Through Research

Trying to understand the benefits of estimating/business management software isn’t an easy task.  As you can see in the above situation it is not always clear when your business is ready to begin searching for a shop management system.  One thing that is clear though, starting this search early will help you avoid the pain of losing customers.

 

Choosing an estimating/business management solution requires extensive external and internal research.  You need to examine what software is available and how that software will fit your needs and benefit your shop.  I have come up with a short list of key items to note when you are ready to purchase a shop estimating/management system.

 

What Should You Look For?

First, make sure you look at software that is designed specifically to fit your industry.   A generic program like Excel can do some of the things needed to run your business, but an industry specific shop management system like Cyrious Software will be more useful in the long run.  Industry specific software is more valuable to your company not only because of the tools it provides, but also because the training and support staff available to address your company’s needs and business environment, is already familiar with your industry.

 

Second, make sure the system you choose is easy to implement.  This means look at it and get a feel for the software, get trained, and then fine tune it for a smooth transition. Good software companies should have a great implementation team as well as a great technical support staff.  These people will help you get the program up and running quickly and smoothly.  Also, the software should be designed so it is easy for you to customize every setting imaginable.  If you can’t customize the software to fit your shop, you shouldn’t buy it.  Cyrious Software has shop management software that is flexible enough to allow you to customize the system to match your company’s specifications no matter how many different product lines you carry.

 

Third, the most important requirement of any software system is the ease of use.  Most shops we talk with have more work then they are able to handle.  This means shops can’t afford a slow down due to a complicated software system.   A few clicks, and that’s it! You should make sure the benefits and features of the program are saving time.  If the software isn’t saving you time, it’s definitely not saving you money, therefore isn’t adding any value to your company.

 

Cost, is it an issue?

One thing you shouldn’t do when searching for a software solution is focus solely on the cost.  With estimating/management software, you really do get what you pay for. Remember a good software system is an asset to your company.  The more customizable the software, the more valuable the system is to your business.  Since you will continually save hours a day, focusing totally on the initial cost would be a mistake.  You should base your investment on the total package: software features, performance, technical support offered, time and money saved.

 

Whether you are a small shop still estimating manually or a larger shop reluctant to upgrade from your tried and true system, the capabilities of estimating/business management software, like Cyrious Software, is worth an investigation.