ROMASS repairs and maintains garage doors of all makes and models, whether it’s for companies or private individuals. This service is performed by ROMASS’s own technicians – a conscious decision that enables them to offer a high-quality service. For bookkeeping and invoicing, ROMASS calls on Exact Online. But business strategist Maikel Brouwer realised that there was a great deal of efficiency to be gained by automating the paperwork of technicians and planners and leaving the administrative processes to Exact. This brought him to Odyssee Service, a Field Service application that offers an automatic connection with Exact, so that data can be exchanged. Perfect teamwork between Exact and Odyssee Service ‘The integration between Odyssee Service and Exact online has enabled us to make huge improvements in our service organisation by working faster and more efficiently.
Maikel Brouwer
Group Managing Director
Integration with Exact Online
One of the points Romass had to implement, was integrating their ERP system “Exact Online” with Odyssee Field Service. Data, such as clients, people, parts and prices are managed in Exact. Work orders, planning and field service execution are done in Odyssee Field Service. By linking these two using the Odyssee native connector, the whole process took less than 2 minutes. From the first work order to the final invoice, the integration is perfectly regulated and automated.
“This saves us a great deal of work and puts us in the position to offer a better and more transparent service to our clients,” says Maikel. The Romass technicians now register everything in the Odyssee Field Service app. As soon as the client signs on the technician’s tablet, the details are immediately sent to Exact ready for invoicing. “Everyone is happy and it has saved a huge amount of time,” says Brouwer.
Missing a spare part? No problem!
Sometimes technicians are on site when they notice that an installation or repair can’t be performed without additional parts that they don’t have on hand. Until now, the administrative rigmarole that then needed to be set into motion involved telephone calls, emails and a great deal of paperwork between the technician, the client and finally the back office staff that contacted the supplier.
Unnecessary delays, incorrect orders and important details that were forgotten when it was time for invoicing were part for the course. But this has all changed. Using the Odyssee Field Service app, technicians can now place direct orders that are linked to their assignments and clients. All details are provided with accuracy and are immediately available to bookkeeping and the internal service.
“Odyssee Field Service allows us to automatically communicate with our clients in real-time.”
Maikel Brouwer
Group Managing Director
Communication for more trust
“Odyssee Field Service also allows us to automatically communicate with our clients in near real-time.” Based on specific service triggers, clients receive automatic confirmation of activities, appointments or approved service reports in their mailbox. “It may look like a minor detail, but in a client relationship, they breed trust,” explains Brouwer.
“We were up and running within two weeks, including training. And that’s simply unbelievable for an application that has had so much impact on our activities.”
Maikel Brouwer
Group Managing Director
From the kick-off to the first invoice in just two weeks
When ROMASS joined Odyssee Field Service, they also signed up for some training sessions. After an initial session where the team was involved in configuring the application to the needs of ROMASS, practice started.
“We took this in stride – the application is extremely user-friendly. Nonetheless, as a new way of working for many of our technicians, I found it important that there was training provided in the second step. The technicians now like to work with the app on their tablets. And with the training and the link to the Odyssee helpdesk for coaching, they have been very quick to get underway with the application. In fact, we were up and running within two weeks, including training. And that’s simply unbelievable for an application that has had so much impact on our activities.”
