Although Microsoft Excel is a powerful and relatively easy spreadsheet software to use, it does not have the power, efficiency and features contained in database driven software. Industry specific software applications have been designed and tweaked sometimes over many years and with the changing requirements both of taxation (eg introduction of GST) and the changing industry requirements. And they deal with Australian business conditions and regulations and support. With large corporations or where large volumes of customers, staff and vehicles are concerned, industry specific software are require to manage and maintain such huge volumes of information.

Microsoft Access Database

A scale up from Microsoft Excel, and in some ways compatible is Microsoft Access. Microsoft Access is basically relational database (with linked tables and indexing to avoid or reduce duplication of data). Unfortunately, use of any type of database software requires training or to be maintained by a trained IT professional or someone with associated knowledge.

Once set up, a database such as access need not be complicated for the end user. A user interface can be designed such that all that is required by the various levels of users are restrictions so that the database cannot be ‘broken’. This is achievable by the administrator (usually the designer) allocating specific permissions that either hide or restrict data and the display interface including read only non-editable components. Data entry itself requires the least amount of permissions whereas management requires close the maximum amount of permissions in order to create reports through the various queries. Reports and the various types that can and should be generated will be discussed in greater detail later.

Nevertheless, Microsoft Access is a great alternative for those entering into the industry with limited funds wanting a little more flexibility and accountability in terms of generating reports above the spreadsheet level. However, both Microsoft Access and Excel out of the box fall short of the direct requirements such as dealing directly with insurance systems, automatic parts pricing and ordering, and banking. They may require programmers to marry the systems which unless done with outsourced programmers from India can be rather costly. Commercial software may require to be considered.

Commercial software

Commercial software are available that are specific to the vehicle repair industry. The most popular custom software is Auto-Quote that has been around for about 30 years in the vehicle repair industry workshops. Others include Quotimation, Car-Quote, Crash-Zone, DentQuote, FlexiQuote, FoxQuote, PPG, and Quote Plus. DentQuote is another application that is used in the paintless dent removal industry but it is unclear if this is still available. The author has trialled Quotimation, Car-Quote, and Auto-quote (and also previously DentQuote). Although based on the requirements of the company being considered, Auto-Quote was chosen. The decision as to what was chosen took several weeks of scrutinising and in the process a few minor but critical components were overlooked. Basically none of these software packages are ‘true’ PDR packages with the flexibility and durability required by the PDR industry. They are all basically Panel Shop targeted packages and often the salesperson or representative does their best to confuse you into purchasing the package or offers to make customised alterations for thousands of dollars to be more PDR friendly. Nevertheless, if the software is used to also handle financials and accounting it is advisable to make sure the software is Australian or at least has the options that caters for Australian accounting practices and tax regulations such as GST.

In making the most ideal decision as to which software to use, it is best to consider the following factors:

– what type of hardware – IBM compatible systems or Macintosh computers and laptops will be used – most if not all software are related to IBM

– are apps available and software compatibility with I-phones / IPads – being mobile, such as in the car yards, quotations and data entry in the field can decrease the time to obtain quotations and may be available immediately in some cases

– initial and ongoing costs – most have ongoing costs up to $2000 per year

– support offered as most PDR technicians and managers will get stuck with such software packages that are not mainstream

– will the systems be used on computer or does it require remote connectivity

– how many users will be operating the business and require access to the system

– backups on computers and online hourly and daily and how quick can systems be brought back if systems fail or something gets broken

– confidentiality (once someone else uses or has access to the same system – there has to be a notion of confidentiality agreements. Otherwise, simply get a designer away from the industry to design unique package)

– what type of financial output and banking will your company be using as compared to those used by the software package  (for instance Auto-Quote is designed to integrate with MoneyWorks as the financial package).

– what type of quotation systems including percentages, sliding scales and per dent cost flexibility does the software offer – this is where these software systems become more favourable to panel shops – hourly rates and paint cost rates as compared to per dent costs and percentages for PDR technician payments

– what type of scheduling of vehicles for quotations and repairs is offered specific to PDR that are different to panel shop operations

– what features are offered in terms of product and parts ordering, invoicing, and working with the insurance industry systems such as PNet,ARNIE, ORM as well as Estimage.

– ease of usability and documentation. It is no use for those not computer savvy to have to learn an extremely complicated system if they will not use the associated features they paid for

DentQuote (if it is still available to the public) is a true PDR management and quoting software system. This was trialled in a storm in 2007 and definitely had much flexibility in its sliding scales, dent quote entry, ease of use and the fact it was an online based system. It also had inbuilt database vehicle models and makes. The only issue in its use was the fact that the owner of this software is a PDR manager and this introduces some form of conflict of interest and issues with confidentiality.

http://www.netmechanix.com.au/products/dentquote/

Cost Variations versus Versatility

Crash-Zone is free and is said to remain free. It offers direct contact with the insurance industry and offers an online interface. Obviously however, being online and obviously on someone else’s system, does it offer confidentiality? Does it maintain backups of your data and how often? For the PDR Technician, this may be a great system but for a large management company where employee information, quotations, financial assessment, banking and so forth are essential and should be controlled in house.

http://www.crashzone.com.au

The cost of support – is it worthwhile?

In considering cost in particular the ongoing per yearly fees, training support of x days per year are usually offered as well as upgrades. All the major players seem to offer some sort of support but when it comes to cotacting them when you want them, they seem to frown because it was not done officially under the contract terms and conditions ie the days allocated to train the staff. It is essential that a more flexible support be available such that when you are in trouble in the storm, you are able to be bailed out.

Apps for IPads /iPhones and software flexibility

The older software packages were written often prior to and usually we’ll before the IPad and iPhone technology came about. It is a major advantage to have at minimum compatibility with this technology through the use of apps for data entry. This provides flexibility to use either quote sheets or the IPad or IPhone as a data entry tool whenever applicable and depending on the user. The latter has the advantage of instant quotations to the insurance companies and for decisions as to what to repair or whether the quotations should continue if not going to get the work.

PDR Quote is an app that promises to be a PDR business management system that can be purchased from the Apple iOS Store for just short of 350 USD., allowing the user to create professional Quotes and Invoices straight from their iPhone. It offers a large database of over 900 makes and models worldwide, personalised forms, saving of images to easily email to insurance companies, flexible repair prices and sliding scales, a simple to use matrix of hail pricing with manual override, a sliding function for repairs percentages, flexible function for invoicing and quotations, employee invoice number management, and the ability to write quotes.