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Why use smartbiz online + Xero
smartbiz online and Xero work together seamlessly to cover most of the functions needed by small to medium sized businesses, particularly those with field staff. Combined, smartbiz online and Xero provide a powerful, user friendly solution.
smartbiz online handles the front-end operations, such as costing, quoting, scheduling, timesheets and vehicle tracking, and Xero handles the accounting, debtors, cashflow management, tax and (optionally) payroll functions. Where both smartbiz online and Xero provide a similar function, such as invoicing, users can elect to use either.
Testimonial
We've found that smartbiz online and Xero work really well together. They've made life much easier.
Michelle, Josh Dalton Builders Ltd , Auckland
About smartbiz online
smartbiz online is developed and marketed by SmartTrade Ltd, a New Zealand based company with over 20 years experience with job management and associated systems. SmartTrade was a pioneer with mobile solutions, and has earned a reputation for great support, important with 'mission critical' operational systems.
If an on-line 'cloud' solution doesn't suit you, perhaps because your internet connection isn't up-to-scratch, then SmartTrade can provide a server based solution that integrates with Xero.
SmartTrade is a feature rich system offering...
Note you can mix and match our office solutions SmartTrade Ultimate and Essential and our mobility solutions SmartTrade Mobile and SmartTime.
Description | FREE | Multi |
---|---|---|
Features |
UltimateOur premier package |
EssentialOur core package |
Client Management | ||
Client Groups | ||
Multiple Sites per Client | ||
Default Payment terms | ||
Default Client Pricing/ discounts | ||
Record of all Jobs, Quotes and Invoices etc for each client | ||
Client History - who did what and when | ||
Notes - stored Emails and updates | ||
Documents - attached to client card | ||
Special pop-up note on client screen | ||
Add Multiple Contacts | ||
Unlimited customisable profile fields | ||
Start a new job directly from the client screen | ||
Letter, Mail Merge and Client summary Reports | ||
Client Profitablity by Gross Profit % Report | ||
Optional Advanced Reports - Lead Source reports |
||
Supplier Management | ||
Add unlimited suppliers | ||
Add unlimited supplier branches | ||
Add Multiple Contacts | ||
Supplier Invoices and Orders | ||
Post Supplier Invoice to Job Sheet | ||
Employee Management | ||
Feature | ||
Feature | ||
Feature | ||
Feature | ||
Feature | ||
Administration | ||
Feature | ||
Feature | ||
Feature |
Mobile job management software significantly reduces paper work and improves productivity - it keeps your tradesmen in the field and out of the office. SmartTrade provides various ways to work in the field, and a mix and match approach is often best.
Tips for mobilising summarises the lessons we have learned in helping businesses to mobilise
SmartTrade handles the core "front end" operations, such as logging customer enquiries, job costing, quoting and estimating, scheduling and dispatch, job tracking, ordering materials, Invoicing, and timesheets.
SmartTrade can be an office solution, or an integrated office and field solution, and users can customise solutions from the menu of SmartTrade products and add-ons.
It is important that SmartTrade fits your business, meets your essential requirements, and that there are no surprises. Like all affordable off-the-shelf products, SmartTrade doesn’t do everything, so please read Is SmartTrade right for your business?
SmartTrade’s office solutions include many features that streamline processes and provide a platform for growth.
“Essential” includes a rich set of job management functions, having evolved to be far more advanced that the entry level product it was originally intended to be:
SmartTrade Ultimate has all the functionality of SmartTrade Essential, plus:
While SmartTrade can operate standalone its full power is realised by connecting it to an accounting package. SmartTrade connects to the accounting packages listed below.
Customer invoices and supplier invoices are exported from SmartTrade to the accounting package using a simple wizard. If supplier invoices are electronically downloaded into SmartTrade, they can then be transferred to the accounting package, eliminating all manual data entry.
SmartTrade and the accounting package share customer and supplier records. These records can be imported from the accounting package when SmartTrade is set up.
Accounting packages that connect to SmartTradeMobile job management software significantly reduces paper work and improves productivity - it keeps your tradesmen in the field and out of the office. SmartTrade provides various ways to work in the field, and a mix and match approach is often best.
Tips for mobilising summarises the lessons we have learned in helping businesses to mobilise
Enjoy the full functionality of SmartTrade in the field, allowing managers to run the business from the field on a laptop or tablet, or quote on site. SmartTrade is hosted (SmartHost) and the user needs a wireless internet connection.
SmartTrade Mobile allows businesses to mobilise field staff, increasing productivity, slashing paperwork and improving customer service.
SmartTrade Mobile was designed primarily for businesses that dispatch jobs from the office, with the employee doing the work and then returning the job to the office for invoicing. Features include timesheets, GPS tracking, SmartForms and reassigning jobs.Quotes can also be done on SmartTrade Mobile in the field and emailed to the customer, jobs and clients added in the field. We are presently developing invoicing on SmartTrade Mobile so invoices will be able to be emailed to the customer from the job.
SmartTrade Mobile works on smartphones and tablets, and exchanges data with the SmartTrade office database by “syncing” every 15 seconds. Changes made in the office will not appear on the mobile device until synchronisation occurs, and vice versa. The advantage of this approach is that SmartTrade Mobile can still be used if internet connectivity is lost, unlike some web applications.
For more information on the features of SmartTrade Mobile, see
Is SmartTrade right for your business?
Improve customer service and streamline the process of filling out and managing forms, test-sheets and checklists.
Data, including GIS locations and photos, can be entered in the field using SmartForms (a standard feature of SmartTrade Mobile), and then uploaded to Microsoft’s Azure cloud database.If the technician loses internet connectivity, for example while working in a basement, he/she can continue working off-line and then upload the data when re-connected
The completed forms are readily available via the internet. You can view them in SmartTrade Essential or Ultimate.
SmartTrade Ultimate allows your customer to, with your consent, view their form results via the SmartGate internet portal.
SmartForms are available either as standard forms from our library (at a one-off cost of $ 95 plus tax each), or can be customised to your needs (we will quote for this). Standard forms include:No more printing out test sheets and forms, copying and then posting forms to customers, filing paper copies in cabinets and storage boxes, or time-consuming hunts for old records!
SmartForms has improved customer service and cut costs at Argus Fire Protection:
“Using SmartForms to automate compliance testing has had a huge impact on our accuracy, productivity and customer response times ...now we are doing things electronically, our customers can get detailed, accurate and fast information while we are on site as opposed to waiting for it in the post ... SmartForms is a cost saving for Argus Fire and it is a cost saving for our clients.”
Bryce Donaldson, Northern Regional Manager
View the Argus case study on SmartFormsSmartTime is a low priced web application designed for field staff who fill out timesheets and may benefit from GPS tracking, but don’t need the more comprehensive job management functionality provided by SmartTrade Mobile.
SmartTime allows field staff to book time, either against assigned jobs or to non-chargeable activities, and when synced back the office the data is updated automatically in SmartTrade Essential and Ultimate, and time posted to the appropriate jobs. If the device is off-line, the data will be uploaded when it next re-connects to the internet.
SmartTime works on smart devices such as iPhones, iPads, and Android smartphones and tablets. If the smart devices are GPS capable (or connected to WiFi), SmartTime provides location and tracking features:
SmartTrade offers a range of add-ons that can help strengthen your business.
SmartTrade can customise advanced reports to a user’s specific needs, enabling better decision making. Examples of advanced reports customised for users are:
“It helps us immensely with meeting our service level targets... We use SmartTrade Advanced Reports to monitor how many jobs have been allocated to us by the client where external factors caused delays” - Darren Fryer, Managing Partner
SmartTrade’s database experts regularly export, manipulate and import data, saving users time and money. Examples are:
A number of our customers prefer to have SmartTrade hosted online. The advantages of being hosted online are:
Online hosting requires that you have good internet speed, we will check the speed of your internet connection before we implement SmartHost.
SmartSafe is a cloud based solution that can back up your entire computer system, including SmartTrade data. Backing up on a secure external platform is important, because of the risks of a computer failure and the growing number of malicious attacks. While the risk may be small, the cost to the business can be large.
As an example, in 2013 a hacker locked a SmartTrade user’s computer with an unbreakable password, and then demanded US $ 5,000 for the password. We restored the system but couldn’t recover the data as it was backed up on the same computer.
SmartSafe provides a convenient and affordable solution:
With SmartTxt you can:
SmartTxt requires an account with a SMS provider.
Westwoods Electrical & Property Services Ltd has found SmartTxt to be a very valuable tool:
“We are a company of 30 staff, the majority being field technicians. Communication is a very important part in managing their time. All staff carry phones, we utilise SmartTrade's SmartTxt to manage them and their time sheets. We can check history to see to whom a job was sent to through to broadcasting all employees about a coming event such as a meeting or a Christmas party.”
Russell Smith, Service Manager
Training is important in order to realise the benefits of any job management system, particularly early on when there may be a few hiccups and frustrations - no software implementation is entirely painless!
Most training is done on-line and one-on-one, although we can quote for on-site training if you prefer.
Facilitate management of field staff by displaying the locations of vehicles and jobs, together with job appointments and other useful information.
There are 2 map views, which group information from SmartTrade and Teletrac Navman, and allow actions such as assigning employees to jobs.
Dashboard
The dashboard map shows selected vehicles, and by clicking on a vehicle icon in the map,displays the vehicle status (ignition on/off etc) and the job appointments and locations for the primary employee linked to that vehicle. Available actions include:
Job map
Each job has a map showing the locations of the job and of the vehicles of employees assigned to that job. All vehicles can be displayed, and employees assigned to or unassigned from the job.
Each transmission involves 2 links:
Because each transmission between SmartTrade and the vehicle involves two legs working on independent cycles, updating can take up to a couple of minutes.
Assuming only one person dispatches jobs at any time, the minimum requirement is one SmartTrade Ultimate licence, costing $ 75 (plus tax) per month.
If the customer is a SmartTrade user and has SmartTrade Essential but not Ultimate, the incremental cost is $ 20 (plus tax) per month to upgrade a licence from Essential to Ultimate.
At least one, but it depends on how many people need to simultaneously use the Teletrac Navman maps in SmartTrade.
SmartTrade Essential and Ultimate licences work concurrently; any number of users can be authorised to log in, but the number using SmartTrade at any time can’t exceed the number of licences.
For further information on the integration between SmartTrade Ultimate and Teletrac Navman, watch this video
If you have any specific questions, please contact Michelle Davis (+64 21 779677, This email address is being protected from spambots. You need JavaScript enabled to view it.) or This email address is being protected from spambots. You need JavaScript enabled to view it..
If you stop using SmartTrade but need to access historical data from time to time and/or to retain data for mandatory periods, then you can subscribe for a view only licence. A view only licence also allows you to print records and to access completed SmartForms.
A view only licence is annual only and is payable in advance. To see the current prices for view only licences, click here.
If your SmartTrade is hosted, then it is necessary to transfer the application and database to a local computers or server. This takes between 1 and 1.5 hours, and is billed at our standard support rate for database services