ServiceMax 2005 (version 4.0) is the latest version of the successful service management package embraced by the UK central heating industry. The big news in ServiceMax 2005 is two new modules, PurchaseMax stock control system and ClientMax client remote access, new and improved security functions and the much improved version of MobileMax, made in partnership with ESB New Technologies Ltd.

ServiceMax 2005 Suite of Service Management Software
ServiceMax was first launched in November 2001; since then it has undergone significant development and improvements with the help and support of many of our customers. Our aim with ServiceMax is still to provide small to medium sized service companies with an affordable system, rich on functionalities, to meet and often exceed their expectations.

1-2-Access has industry knowledge in the gas service industry unmatched by any of our competitors. This means that if you as a customer have a problem you don’t need to explain your business to us for us to be able to suggest a solution that will solve your problem. With any other system provider it would be up to you and your staff to teach them and then make sure the system does what it is supposed to. Contrary to most other off-the-shelf service packages, ServiceMax is continuously updated to improve and introduce functionalities for our customers; whereas some companies may undertake one annual improvement others will improve even less frequently.

As new technologies become affordable, like mobile data communications, we strive to implement solutions that meet our customer’s demands and desires for improved efficiency, flexibility and reduced running cost, all within a stable software environment. The way we achieve this, primarily, is by establishing excellent working relationships with our customers, then co-operate closely as new functions are agreed, developed and introduced for testing out in the field before being made available for general release. In this way a constant improvement cycle is established; we discuss, design, plan, test, review and improve – and the cycle continues.

ServiceMax
ServiceMax is the central module where the customer, workorder and appliance database is managed. For the smaller companies all the necessary tools needed to run a service business are included.

InvoiceMax
InvoiceMax adds a few major functionalities to ServiceMax. With InvoiceMax you can do volume invoicing, e.g. when you have lots of workorders for the same customers it is possible by just a few clicks to invoice them all on the same invoice.

With powerful selection and batch options it will meet almost any requirement for invoice grouping from your customers. With ServiceMax you have the ability to invoice parts and labour. With InvoiceMax you can also set up fixed price items for quick selection upon job completion

Many companies in the UK use SAGE for their accounting. You then have to re-enter all the details into SAGE. By using InvoiceMax to do the invoice you can export all the invoice transactions to a file that can be imported by SAGE saving you countless hours of re-keying and also reduce errors compounded by re-entering the information.

ContractMax
With ContractMax you can set up contracts for individual customers or for the larger property owners like housing associations. Within the contract you can set up contract period, pricing etc. If a contract is not renewed it can be set to block new workorders for any given customer.

AutoPricing is a function built in to ContractMax that works in conjunction with InvoiceMax. Auto-pricing allows pre defined fixed automatic pricing of jobs to be used making it much faster and easier to get al those critical invoices out. In our later version of ContractMax you can also set up if labour or parts are chargeable for a given service type and job type, where individual uplifts for parts or labour is available, adding more flexibility to invoicing.

An invoice typically goes to the occupier or a landlord, but in many cases you may want to invoice to a 3rd party like an insurance company. ContractMax allows you to set this up to occur automatically for specific service or job types.

PurchaseMax
PurchaseMax is stock control made easy. With this add-on you can set up your entire stock collection and manage it to make sure you know where every parts is used and that it is invoiced accordingly.

AutoPurchasing allows you to place orders for all parts you need with just a few clicks. It will monitor parts needed and stock levels to ensure you always have those critical components when you need them.

Allocate parts allows you to print a list of all the parts needed and allocated for signature from stores clerk and engineer for tracking.

MobileMax
MobileMax will allow you to send work directly to an engineer's XDA (Handheld terminal) and get the completed job back within minutes of its completion. MobileMax will also allow you to capture the customer and the engineer’s signature so that you can print out a completed CP12 back in the office.

In conjunction with PurchaseMax it will automatically register parts used and when stock levels run under a set limit create purchase orders automatically. Any part needed will be linked forward to the next visit and is then available for issuing if available in stores.

In conjunction with ContractMax and InvoiceMax most combinations of Service Types and Job Types and job statuses can be automatically priced, almost removing the need for manual intervention and pricing of jobs prior to invoicing.

AutoScheduling is a new function that allows you to set up any number of engineers to automatically have work assigned by the system. An engineer is given a specific area to cover by way of postcode selection, and then what Service Type and Job Type the engineer can do. AutoScheduler is designed to minimise travel distance thus increase engineer productivity. Jobs are assigned by priority and area.

The biggest saving offered by MobileMax is the drastic reduction in mobile phone charges experienced by it users, where 50% reduction not unusual and also, linked to this, is the associated Office staff requirements (10% to 20%) to handle the calls. This happens because the need for the engineers to call in to the office, or admin to call the engineers is drastically reduced.

MobileMax 2005 was created in partnership with ESB New Technologies Ltd. ESB designed and will maintain the off-site part of MobileMax not seen by the customer.

SalesMax
SalesMax is a tool to make it easy to search your database for specific customers and then create any number of form letters than can be saved and sent to customers using a set of selection filters that would cover most needs. It would typically be used to announce special deals in specific areas or to a specific type of customers.

ClientMax
ClientMax is our tool to allow one of your customers, e.g. Housing Association or Local Authority, access to their contract part of your ServiceMax database to view, or indeed update if allowed, tenants and their activity, subject to user security set up.

User Security
User Security is built in to ServiceMax; it allows management to nominate staff access to various activities within ServiceMax. E.g. Plan work, create customer details, amend record etc. User security also allows you to create different levels for ClientMax users where some may only view information about their properties, whilst others you allow them to make changes or add new work orders; in this way you allow your client do some of your admin.

Summary
ServiceMax – Your basic customer service system allowing you to organise and increase your business with better scheduling and annual service reminders
InvoiceMax – Increase speed to invoice large volumes of workorders, reduce invoice errors and double keying with export to SAGE
ContractMax – Contract Management with automatic customer blocking if over due, automatic pricing reducing errors and increasing admin efficiency, but also increasing revenue as all items invoiced properly.
PurchaseMax – Gain control over parts usage and reduce in-house stock levels as system automatically knows what needs ordering. Reduction in parts shrinkage also achievable with improved controls in place.
MobileMax – Experience 50% or better reduction in mobile phone costs and office to mobile costs. AutoScheduling reduces engineers travel distance between jobs and also ensures that an engineer always has a job to go to as soon as one is completed. Capture customer and engineers signature. Reduce office paperwork by removing printed worksheets. In conjunction with ContractMax drastically increase speed to invoice completed jobs.
SalesMax – Increase revenue by advertising directly to existing customer base
ClientMax – Reduce number of calls from client; reduce admin if client allowed adding workorders, improving client relationship by improving trust between you and your client.
User Security – allows varying levels of access to ServiceMax and the associated software functions reducing possible human errors by only allowing a user access to functions necessary to do the job.