Document Management for Maintenance & Repair | HelpSystems

Document Management for Maintenance and Repair

Speed up customer visits (and save time on data entry) with document management for maintenance and repair.

From the Field to the Filing Cabinet

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Companies in the maintenance and repair industry count on paperwork to keep business on track. Frequently, this paperwork is in the form of actual paper; occasionally, the paperwork may be processed electronically. Your typical paperwork might include work orders, receipts, and supply forms.

If you’re in maintenance and repair, you likely do work out in the field. This typically includes travelling to a customer to install or repair a product. There, you often fill out paperwork with customer information, get it signed by a customer, and then returned to the office to enter the information manually into a back-end business system.

That can easily lead to problems. You might not be able to read the handwriting on the form. Or when the time comes to put the data from the paperwork into the system, it can lead to data entry errors. And those errors can seriously complicate your billing process. Additionally, the processes surrounding the intake of paperwork often become complicated and result in far too many manual steps.

All of those paper documents and manual processes are slowing down maintenance and repair companies. But you can speed yours up—with help from HelpSystems document management tools. 

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“There’s going to be tens of thousands of dollars of gained revenue and cost savings.”

Carl Novit, Vice President, FRS

Take Document Management On the Go

For the busy maintenance and repair professional, digital document management is a must. It helps you save time, reduce errors, and ensure your customers are satisfied. 

Form Filling Made Easy

Capturing information is critical for maintenance and repair companies—however, manual processes make it a pain. With the right document management solution, you can capture customer information quickly, accurately, and digitally. Instead of filling out and signing various paper documents, the customer simply fills out a web-based form on a tablet, PC, or mobile device—and signs directly through the device. This eliminates the need for manual data entry—saving you time and making the information capture stage seamless.

Accurate Billing—No Matter What

The biggest problem with manual data entry is the risk of error. Information could be re-keyed incorrectly quite easily. It’s a different story with a document management solution. Since data is entered digitally and immediately synced back to your business, you don’t need to worry about errors. You can verify customer information on the spot and make sure only accurate information makes it back to your systems. As a result, you’ll rest assured that billing for maintenance and repairs is fully accurate. 

Automation Instead of Manual Processes

Manual processes mean it takes longer for your company to deliver services and bill for them. Document management helps you automate your processes. Instead of waiting for information to be processed and entered into the back-end system, your data will automatically populate in the areas it’s needed. Then, that information is immediately available for creating invoices and other customer-facing documents. Plus, if a document needs to be approved before it can be sent out, the routing and approval process, too, can be automated.

Paper-Free Paperwork and Time-Savings

Automating processes and digitizing documents offer both hard and soft return-on-investment (ROI). You’ll see hard ROI fast by saving on the cost of paper and paper-based storage. Those filing cabinets won’t be necessary anymore—you can store customer information digitally. Next, you’ll see soft ROI in the time your employees will save. They won’t need to enter data or chase documents anymore—which means they can do more in less time. 

Better Customer Experience

At the end of the day, your business is in trouble if your customers aren’t happy. A document management solution can help with this, too. You’ll take up less of your customers’ time onsite because you’ll have access to the customer information you need. Plus, you’ll make customers happy with fast document retrieval. If a customer calls with a question about a maintenance or repair service provided, your employees will immediately be able to find all relevant documentation. 

Hear From Our Customers

See for yourself how other maintenance and repair companies have benefited from document management. 

And when you're ready...

Take Your Business to the Next Level

Find out how document management for maintenance and repair will help your business. In your free, personalized consultation, we’ll discuss your processes for capturing customer information. Then, we’ll help you take the next step to save time and automate your maintenance and repair processes.

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