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Business Management and Process Consulting Blog

Is QuickBooks or Sage 50 Limiting your Construction Business?

Posted by Rob Greeno on June 27, 2017 at 5:30 PM


When you were starting out in business you needed an easy to use and functional system to handle your basic accounting requirements. QuickBooks or Sage 50 was likely the solution to your problem. A well known and supported solution with many good reports to help you move your business forward. The good part was that you did move your construction business forward. The question now; is that same easy to use system still functional enough to handle your growing construction requirements now and into the future? Do you have work arounds and multiple different solutions that data is entered into more than once? Chances are these added processes are costing you and your business time and money.

Do you find that you handle the following outside of QuickBooks or Sage 50 because they can't or do not provide what your business requires?

Project production
  1. Scheduling jobs and tasks for projects
  2. Document control for change orders, subcontractors, etc.
  3. Field management for projects
  4. Project management controls
  5. Service management for small jobs
  6. Service dispatch controls for labour and equipment
Estimating
  1. Estimate(s) for multiple levels
  2. Parts and assembly tracking with accurate pricing
  3. Automated creation of job budgets to compare to actual project costs
Accounting
  1. Tracking of work in progress for management and banking
  2. Complete project documentation for bonding
  3. Control over subcontractor billings to jobs
Construction analysis
  1. Dashboard reporting for all project and service jobs
  2. Project reporting for under and over billed jobs
  3. Project reporting with % complete for tasks and cost codes
  4. Equipment tracking of revenue and expenses

If you sit back a moment and consider the costs that these missing functions are having on your business, you will be very surprised. We recently completed a review for a smaller 25 person construction company. The result was a significant $63,000/Year that was being wasted with manual work around processes. These small business accounting solutions are simply not built to handle the requirements of a construction business that has grown and requires more out of a system and solution.

The good part is that there are construction solutions on the market that can handle these requirements, that are easy to use and inexpensive. Sage 100 contractor is one of these such solutions and would be a good option when researching different solution. http://www.asyma.com/sage-100-contractor-master-builder

You owe it to yourself and your business to consider some of the options available.

  

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Topics: Construction, Contractors, Project profitability, Project Center



Improved collaboration drives effectiveness

Posted by Keith Greeno on March 28, 2017 at 4:00 PM


In the everchanging world of technology; if the software doesn’t fully integrate, then don’t use it.  When you take the time to carefully review your current non-integrated systems you will find that they are costing you thousands of dollars each year.  While many of these costs are hidden in additional administration wages, reduced productivity as well as supervisory staff, they are there none the less. One of our customers was running QuickBooks and had a custom program for project management as well as many excel spreadsheets. They felt that they had everything under control but on a detailed review we found that the additional reentry time into each one of these systems was costing them over $80,000 a year. In addition, a couple of the excel spreadsheets had major errors in them which likely cost them thousands more. Not very effective or efficient.

Now let’s think of a scenario where you allow everyone on a project, including the owner, project team, architects, engineers, and subcontractors to share information and collaborate. Think of the improved efficiency of being able to find and track documents as well as the project accounting transactions from the office or jobsite. In this scenario, you would experience seamless integration with job costs as well as having access to information like estimates, commitments, actual costs, and revenue. If you think this is not possible, or extremely expensive, think again. This technology and software solutions are available today in systems like Sage Project Center and at a reasonable cost that allows everyone with the required access to be informed while being more efficient. These systems will integrate seamlessly to the accounting department so everyone always has up to date information without the need to continuously re-enter the project data.

Project collaboration is a major management issue that all construction companies have.  While manually, this is a nightmare, we can use technology to help with this problem; using fully integrated solutions to give greater visibility into projects.  Yes, implementing one of the collaborative systems, can be disruptive, but with careful planning this can be minimized. Project management solutions simply help the project manager keep everyone informed easily and effectively.

Take a look at some of these solutions, they drive effectiveness and can help with your very survival.

To learn more contact Asyma Solutions. 

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Topics: Construction, Contractors, Project profitability, Project Center



Greatly increase construction project efficiency by reducing paper

Posted by Keith Greeno on March 14, 2017 at 9:30 AM


While on a recent visit with a construction customer, they were showing me their new 500 sq ft filing room which contained nothing except the documentation on newer project files (the older ones were filed else where). Currently they photocopy each vendor invoice and then file them in the regular payable files as well as specific project files. All I could think about was what a waste of paper, space, time and energy. How much time was wasted filing and then trying to retrieve the required information? How timely was the project management decision making? How difficult was it to manage the project with all the information stored in the office?

Project management systems can not only eliminate this wasted time but also improve project management efficiency.  Think of a world where your project files are available anywhere, anytime, with the click of a button. A world where you can also control who gets access to which documents and all documents are tracked as to who has viewed them and when. Think of a world where all change orders and related plan changes are delivered to everyone who needs them. Think of a world where project closing documents are easily complied and delivered. This world is not in the distant future but available now; an example is at technology called Sage Project Center which not only controls projects but is integrated with the office accounting systems as well.

You might be thinking; “I don’t really trust web based or electronic project management systems, I have manual systems that handle this now.” The problem is, what if your competition uses them? Or during slow economic times you need to reduce costs wherever possible.  These systems simplify processes for projects from start to finish. Documents such as contracts, estimates, plans, blueprints and more can be stored much more efficiently and shared as required. It not only ensures that the correct people can review the documents but also it creates a trail so you can keep track of one another’s edits while preserving the document in its original form.  This whole process reduces admin time, manager/supervisor time and reduces costs.

The Project managers can greatly reduce the time to monitor a project, control change orders and subcontractors. The accounting department can better track revenue and expenses by being able to match invoices directly to the related projects. Reducing administration time of filing, trying to find/retrieve project files and specific documents.

With the use of systems like Sage Project Center you can significantly reduce paper while greatly improving the efficiency of your project management processes. Consider one of these systems and it will give you a jump on the competition and the importance of how going green is an environmental bonus for your business as well.

Chances are you now want information on this technology.  Contact Asyma today and we can help point you in the right direct.  Our team will also be at BUILDEX Edmonton, Booth 716 if you are attending this year and want to chat.  

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Topics: Construction, Contractors, Project profitability, Project Center