What software do you guys use?

Luke Lefever

We have used CMS software out of N.H. for about 15 years, they went out of business two years ago, but several former employees still were servicing it... they are now going out of business- so, we are faced with needing a new software package and wanted to ask the experts.

A little about us, 15 employees, mostly residential service in both heating and plumbing. Would like to be able to produce invoices on the spot someday with handheld computers. All current invoicing, accounting, etc is done on QuickBooks Pro- but we are exceeding its capacities and are worried that it will crash. It would be nice to have field technicians have access to customer service history, wiring diagrams, manufacturers tech support via Internet.

Would like to have info from people that are currently happy or not happy with their software packages, so that we know who to explore and who to avoid. Thanks, Luke Lefever, Lefever Plumbing & Heating, Inc.

Dave DeFord

Not in the trade...

But I am a CPA that had a "home" computer when Bill Gates was still doing second level tech support. I'm not sure what CMS is but is sounds like some sort of HVAC specific software. I can't help you with that. I can however shed some light on the accounting side of this problem. What I would be looking at is some sort of integrated system with that has General Ledger, Payroll, Accounts Receivable, Accounts Payable, Inventory and Job Cost(Labor) in one package. You may want to skip the Payroll module if you have a service bureau do your payroll. There are several packages out there that run the gamut from Peachtree on the low end (it works and I use it and really don't like it much)to MAS and Platinum on the higher end. A couple of companies I have had good luck with over the years are Open Systems and Harmony. I think that Harmony is still offering their Traverse product which I believe would work for you. You might also want to check with companies in your area that do similar work such as on-site computer service companies, custom machinery builders, or anyone else that you know that sells parts and labor on the same invoice.

No matter what you buy make sure that us test it THROUGHLY and know exactly what you are getting into. If there is one thing that I have learned over the years is that price is not a good indicator of quality when it comes to software. I have seen $ 250 packages that worked better than $ 25,000 packages for a particular situation. Insist on a demo of a live system and have your accounting person actually sit down at a machine and work the software - don't ever trust a canned demo from the software house as they will never tell you what you need to know. If you have to fly them to a different city and put them up in a hotel for a week then spend the money. I know this is expensive but remember that your company's existence depends on this software working correctly.

Just as importantly get in touch with your CPA/accountant and ask them what they use or recommend. Many times they have clients just like you and have seen things that you can't even imagine. I would also see how long the company has been around. Most of the better software houses have been around for at least 10-15 years. This is important as you have just experienced - if they go out of business then you have to spend your money all over again.

Since I have been out of the market for a while I don't really know what current prices are but I would look on the Internet and see what is available. Most of all don't rush this decision as I would imagine that your current software is still working. I would also try and run the systems parallel for at least a month to make sure that everything is going smoothly.

As to your desires to have on site invoice printing and tech notes and docs online - I think that this is a ways down the road. While is likely doable on a technical level today I think that you need to think about several things.

1. How do you get Internet access on the road?
2. Do you want your service personnel doing accounting work?
3. How do you maintain this tech database from the road if wiring changes are made?
4. Who is going to maintain the infrastrucure to keep all of this Internet/network connectivity up and running?
5. Can you afford to pay for the busted lap-tops etc.

Not saying that it can't be done but I'm not sure that it's the best business decision.

Lastly I just did a Google search on "accounting software" and the second listing was a company that evaluates software and had listing for HVAC. Don't know anything about them but it would be a place to start. Good luck and don't get in a hurry.

Justin Gavin

Have you looked at an upgrade?

We just moved over to quickbooks contractors additons. It has alot of powerful tools that are exclusive to contractors that makes quickbooks more in tune to our trade. Also they have an add on they call Customer manager that integrates everything.

Go to quick books intuit and check out a free trial copy to play around and see if it is better than the version of quickbooks you are using now.

Good Luck,

Justin

Bill_14

CMS

Luke,

We also use CMS and have been for several years. I may be out of touch with recent developments, but we are using Judy Lucious as our CMS consultant. Judy used to be a CMS technical support person before the original company shut down. She is good.

We have been wanting to move away from CMS for at least 5 years because of several reasons, but have not really worked hard at finding the long range solution as yet.

Hopefully, you will learn something here that will help you...and me.

Bill

Paul Mitchell

We use a program

called Wintac. When we saw a demo it looked really good. When we first got it it seemed a little complicated. But now that we have full time office help it seems to be a decent program. Worth a look at. We do not use the accounting feature. We use quickbooks. But Wintac could do payroll and all. We use a independant co. to do payroll.

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ScottMP

Wintac also

I started with Intac ( dos based ) when I could'nt afford CMS. Now I am glad I did.

I am very happy with Wintac, we use Quickbooks also mainly because our accountant wants it ( easy for him).

How about MAddog ??? You happy with it ??

Scott

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Mad Dog

Milne and I both use and Love Wintac Pro

Very useful. Mad Dog

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Jack_18

Service Management software.

We looked at Coastal Computer Corp. Our companey decided the wheel need reinventing (or else someone's nephew needed work) and so they are going write their own. Coastal is on the net and have a free trial demo version.