Managing Contracts And Documents With iRestore

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iRestore helps you manage and execute your documents and contracts without the burden and expense of multiple part forms and paper juggling. Your job contracts are integrated into your system and can be easily executed and shared. When you are on the go, your contracts and documents are with you via your ipad.  The extensive document feature allows all your company contracts and documents to be easily stored and accessible in the proper location. It goes beyond job specific documents. Document organization tools can be found in Job Files, Company Files and Employee Files. Whether it is a contract you sign with your phone company or a subcontractor agreement with a paint sub, don’t buy more file cabinets! Simply scan and upload to the “DOCUMENT” tabs in your system and never hunt for a document again.

Rest assured that when you execute contracts from your iRestore system signatures are date, time and GPS stamped for maximum security.

Ryan Smith, President & CEO

Contracts and Legal Documents: A Breakdown

“The purpose of a contract is to establish the agreement that the parties have made and to fix their rights and duties in accordance with that agreement. The courts must enforce a valid contract as it is made, unless there are grounds that bar its enforcement.”

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Although contracts may not be the most fun part of running our operations, they are necessary to protect our companies, customers and business partners. They are also part of the legal landscape in which we do business. It is part of our everyday operations to execute a variety of contracts and legal documents during the rendering of our services. Some of our most commonly utilized contracts include, but are not limited to Emergency Service Authorizations, Repair Contracts and Certificates of Satisfaction. Since many contract laws are dictated by your state, it is advisable to have your legal documents reviewed to ensure compliance.

The following list includes some considerations to review in your day to day operations:

  • Right of Rescission: In many states there is a “Right to Rescind” a contract, which is often three days. When executing an Emergency Service Authorization, evaluate the need to also execute a Waiver of the Right to Rescind due to the fact that the services and completion typically happen immediately or within the time allowed to rescind.
  • Change Orders: This must be executed consistently on repair contracts or you may impair your ability to enforce and protect the company.
  • Waiver of Liability: It is good to have a template with some language ready so that the company is prepared to execute in a variety of circumstances that you may encounter in your day to day.

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  • Waiver for Water Losses: Consider giving access to a Waiver for Water Losses form that is ready to go during the monitoring process of your water loss. View a sample waiver for water losses here.
  • Subcontractor Contracts: It is important to have contracts with your subcontractors that establish a legal basis for responsibilities, expectations and liabilities in the execution of work with your company.
  • Employment Contracts: Review and evaluate the need for employment contracts and agreements.
  • Other Contracts: “Always read the fine print.” In the juggle of our fast-paced worlds, it is tempting to skip the step of reading contracts that we sign in their entirety. I can tell you from personal experience; it is best to read and fully understand all contracts that you execute.

Very Important Things And The Most Common Missing Things

The following functions are the most common Very Important Things that don’t get done consistently. The effects will have a direct or indirect impact on a variety of other Very Important Things. Implications can be extensive. They include but are not limited to the following:

  • Operational inefficiencies that ultimately hit the bottom line

As Lisa mentioned, adding Job Notes can be one of the most important things to protect yourself and your company if a problem arises. We make adding job notes easier by placing buttons throughout the system for you to add a note. Look for the buttons at the top of the job details or add a note directly in the Focus Board. Look for this button to quickly add a note:

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  • System Optimization: Limits your organization’s ability to enjoy all the efficiencies and value of your iRestore system

Make sure that you’re utilizing the right fields to drive reports. These fields can go a long way in support of your sales and marketing team in making sure that they’re putting their effort into the right places:

  • Referral Source
  • Sale Amount
  • Collected Amount
  • Invoice Date
  • Paid Date

Some of these fields are driven by our QuickBooks Integration. If you are not fully utilizing the integration, you can get a lot of information from iRestore by just filling in these fields.

  • Customer Service: Both the direct customer and indirect customers and your organization’s relationship with them

Do NOT underestimate the “Contacts” tab. Adding the relevant contacts to the job can help you find new potential referral sources. By adding contacts to the contact tab, you will not only be able to “remember” who you worked with on that job months after the job is over, but your sales and marketing team will also have access to people that you can ask for direct referrals in the future. Here are some recommendations for types of contacts to add to the contacts tab:

  • Insurance Agent
  • Insurance Adjuster
  • Claims Manager
  • Plumber
  • Subcontractors
  • Property Manager

Sales Team! Pay attention! If your production team is doing the above, then make sure that you are reviewing the “C” Ratings Report on a weekly basis, assigning those companies to an account rep, and then asking those people for business!

 

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Give The Team Understanding To Increase Engagement of Basic Functions

“Tell me and I forget. Teach me and I remember. Involve me and I learn.”
– Benjamin Franklin

 

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It is not uncommon for company leadership to become frustrated by inconsistencies in our organization’s most basic functions. Everything from job documentation, to proper equipment placement or to putting a piece of equipment back where it belongs can create a tidal wave of inefficiencies and frustrations.

If training, procedures and expectations include the opportunity to engage and involve the team, it may increase engagement and results. This can be done by giving the team understanding. When we take the time to explain the value to the organization and the consequences of not doing something as prescribed, you give the gift of understanding even the most basic functions.

Sometimes things do not get consistently executed because the person who likely is continually reprioritizing the day may not realize or understand the importance of the task at hand or realize the consequence of not doing it right or at all. Our technology allows for ease of execution, but it does not replace the need to engage the team at a higher level to help give them understanding.

Check out this article I wrote for Restoration and Remediation Magazine on the importance of not letting technology replace the need for knowledge and understanding here.

A simple example is the failure to document one meaningful note in a job. The implication can be far reaching: Unable to answer a simple question when the customer calls, inability to tell the complete story of the job, implications to the billing, estimate, or collection of payment, and ultimately liability and vulnerability to the organization. Consider the fact that the item that was not documented could be regarding a pre-existing condition of a $10,000 area rug!

All of these issues may be avoided if the team consistently utilized their iRestore documentation system. In a matter of 30 seconds or less, it can be as easy as hitting the add job note button, hitting the voice record button and recording the note with voice to text.

Happy iRestoring!

Designed To Gather The Right Info – Consistently And Easily

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Your iRestore is designed to gather and connect all the critical information on the job. It is of critical importance that all required information at the interview is gathered accurately and consistently. Upon setting up a new job in iRestore, information will be synced to all platforms: desktop, iPad and phone. When utilizing the tech wizard, the first step will be to verify the accuracy of the information on the new job. To create buy-in from your team, invest in explaining and create understanding of the value and importance of all the information. Consistency in gathering all information is of the utmost importance in linking data and getting the most out of your system through the following features:

  • Job Management
  • Contracts
  • Marketing and Relationship Development
  • Reporting Features

Read more about the iRestore job management features.