Flexible and robust functionality with great support.

We started using Dataforma a little over three years ago when we were informed about it during a trade conference. This was a large shift for us and as a roofing company, our end users were not technically proficient to begin with. We immediately noticed how supportive their staff was in making sure we transitioned to the software as smoothly as possible; they even had a company representative visit our offices to help train our staff. The software is fairly robust and there are a number of fields that can be populated in order to retrieve detailed information for reporting and reference as needed. Once familiar with the basics, we were able to speak directly with the Dataforma developers to have custom templates produced for data experts and reporting needs. The stability of the system has been absolutely consistent as they have redundant servers in multiple states. Over time we have been excited to find new ways to improve our operations, scheduling, accounting and basic CRM needs by becoming more familiar with the software and communicating with a helpful and readily available support staff. We now attend biannual super user conferences where the system administrators and various users from different companies can confer directly with the Dataforma design team. The events are very helpful in that we also confer with other users to find new ways to better use and adapt the software to our ever-changing needs.

Pros

The software is very robust and capable of producing reporting from a variety of perspectives and directions. The software continues to improve as the developers actively seek input from the end users. System stability and support has always been first rate. Great value for the investment.

Cons

Initial learning curve can be a challenge to some but the quality support makes this less of an issue. Looking forward to expanded accounting functionality.

Dataforma for Roofing Companies

Having had extensive experience with several CRM programs designed specifically for the Roofing Industry over the past 13 years, I have been working with DataForm for the first time over the past year. We have considered leaving them for more functional software better designed for our industry, but with all the information they hold for us, we are still sticking it out. Actually, I am realizing that most of the reasons our company is not happy with it, is because they are only utilizing a fraction of what it is capable of doing. Not only that, but over the past year, they have added an entire envelope of new account management features that improve the front end and follow up account management practices that had been previously lacking. Why are there 3 different ways to do just about everything? Why does it matter so much if you click a notebook icon versus a notebook title when they should be a single movement? These are the things that can be frustrating to a new user, but once learned, this program can do a great deal - a true all-in-one package - for you business. It has been around a bit longer than most, so it is understandable for there to be room for improvement in ease of application.

Pros

How much information you can put within it, and how many different aspects of your business it can apply to.

Cons

Easy of operation....or should I say, lack thereof

Overall this system has improved our service scheduling tasks by leaps and bounds.

Pros

We use this software for our roofing service department. It is very easy to enter work orders. The dashboard is customizable to show you what you need at a glance. Our field crews get their work orders thru the DataForma app. We can change their scheduled calls in real time. It is easy to drill down work order history from a customer to a building address to an exact apartment or suite number. Trainers and customer support are very knowledgeable. The system rarely has downtime.

Cons

Reports aren't customizable until you export them. My experience is that I have had to export columns and columns of data I didn't want only to delete those columns in excel to get to the 3 to 5 columns of data I actually wanted. The system is not capable of pulling an AR aging to verify Balance Sheet AR totals. This is not an accounting system even though you can invoice directly from the system.

Comphrensive CRM and project solution

Great tool for lead/project tracking, holding sales reps accountable to run leads and enter bids, and having all pertinent project information in one place that everyone can easily see. Industry specific, so not a whole lot of customization needed. Dataforma can customize almost any template to export your data. The price is super affordable for what they offer. If full accounting software was ready, it would be even better. Right now, there's a lot of double entry, but hoping that integrating Dataforma accounting with the current CRM will make things more efficient soon!

Pros

Scheduling capabilities
Reporting functionality
User-friendly
Field app
Document Solution
Accessible Remotely

Cons

Full accounting functionality not available yet, resulting in double entry of projects in Dataforma and other accounting software
Bulky-- have to enter information for projects in multiple places (buildings, contacts, etc...once it's all there, it's a great tool)

Our company specializes in commercial flat roofing. Customer service and satisfaction are our primary goals with any roofing project. We struggled for years to create a database that would be at our "fingertips" so we could easily contact our customers. We were using Quickbooks for our accounting and customer database. As our company began to grow, we really needed a database that tied all our contacts and their properties together in one "easy to access" area. A lead gen company put us in touch with a sales rep from Dataforma, and an appointment was scheduled. Scott came in to talk with us regarding Dataforma. Needless to say, Dataforma was exactly what we needed! We were ready to get started - "Where do we sign?!" Shortly after signing our agreement, Mike came to our office for "Dataforma training". We were pleasantly surprised how informative the training session was, and how easily the system flowed. Of course, we couldn't take in all the functionality of Dataforma at that time; however, the basic program was easily learned and implemented. Practice makes perfect - so the more comfortable we all became with the system, the better the information input. Mike would check on us every week or so to see if we had any questions. He could even check our input from his computer. The customer support is wonderful. Any time I have called in, someone always answers the phone and has answered my questions immediately. The system has been a wonderful asset to our company. From lead sheets to projects and work orders, all the information we need regarding a particular customer is just a click away! The Dataforma seminar in Baltimore last fall was so informative. My co-workers and I quickly learned that we were not utilizing half of the capabilities of the Dataforma system. We came away with a new perspective and understanding of Dataforma. Dataforma is always looking for input and suggestions to improve their system. They have a background in the roofing industry, which is a plus for us. Dataforma has minimized data entry and maximized the tracking of each project to give an overall view of the profitability and performance of our company. I would highly recommend Dataforma to everyone!

We use Dataforma for all of our server needs from work orders to bid calendars and document storage.

The software allows for a streamlined method of access to the files we need on a daily, weekly, and monthly basis. It allows for members of our team to access data and information while on the go and away from the office via the server and the mobile app. The compilation of activities and calendars is a great tool to enhance productivity and manipulate communication obstacles to better address the solutions for them. The software is a tremendous tool for coordination with field technicians as well as office staff members.

Pros

DataForma is a great tool for organization of individual jobs/projects/buildings/etc... It compiles all contacts and pertinent documents in one accessible area.

Cons

Sometimes, as with all software for this type of use, it can become bogged down with too much information and things can get lost. Typically they are easy to recover, but it's still possible to lose information.

Anytime I need help I just call and I always get my question answered on the first try.

The biggest benefit is being able to see everything we have done since we have been in business without looking thru a filling cabinet

Pros

Stores all my information for jobs and helps me keep track of them, you can run reports on just about anything you would every need, at anytime I can see how much work we have done for a customer (no more looking thru years of files), they are always adding new details and upgrades to make the program faster and easier to use, the app is great for the field techs, it emanates a lot of paperwork, I can do my work from anywhere as long as I have a computer or table

Cons

Sometimes a work order gets opened on a wrong build and I would like to be able to move it to the correct building instead of closing it out and opening a new work order

Dataforma has helped the chaos of our business become more efficient and standardized.

Real time information from our men in the field Creating and implementing our roof inspection reports - this cut down 80% of the time I used to spend doing this. Being able to answer to our clients how many times we have been on a job site Having access to all documents relating to a building at my fingertips We are currently utilizing the webinar videos for a new hire and I am so very thankful for those as I am not the best at training Capturing and following leads from cradle to grave

Pros

It is not only a big filing cabinet but we are able to see everything in real time. It is also very helpful to see the progress each person makes through a sale. We have been able to capitalize on many more opportunities.

Cons

The one difficulty we have had which is also a blessing in a way is that there are numerous ways to do one thing. I have had to create a system for everyone in our office to follow by due to the numerous amount of different ways to enter something in.

Provides efficient tracking of our service calls.

It review was easy to navigate through.

Pros

The software does a great job of allowing us to keep all records (service calls, maintenance calls and pictures) tied to a particular location together. This gives us a running history of when were at a location and what we did on each visit.

Cons

The difficulty with creating/printing/exporting reports. All reports are canned and export every item in the module. If you want to customize a report, you have to work through the Help/Customer Service team to have them generate a custom report. I would prefer to be able to select which details I want in a report and then be able to export it.

DataForma has helped Streamline Many of our Internal Functions

Been using DataForma for approx 3 years. It's has become (as we have grown with it) a great tool within our company.

Pros

Linking/building relationships is helpful to maneuver from one platform to another under the same account, search ability, ease of use, entering data.

Cons

It's limitations. Limited fields to use. Custom exported reports have to be created by DataForma. Queries have to be created by DataForma. Searching limitations and information exported across platforms (i.e., trying to combine information from one platform and another at the same time - requires a special query).

I've used DataForma for a little over 11 years and wouldn't consider another program.

Offsite access to all our info no matter where I am vs. where my teams are working. I don't have to be in the office to help, access info or make WO's while I am away from my desk.

Pros

Specific for the roofing industry. No need to change things to make it work for us. Things that don't work for me are customizable so they do. Listens to what customers say and grows utilizing user feedback.

Cons

I honestly have nothing negative to say about the program. Anything we don't like or would like to see added or changed can be discussed and considered. Most requests are implemented over time.

Working with dataforma has been great. Staff has helped out with recent update.

Pros

I like that it is web-based and can be accessed anywhere. Also, the customer service is extremely helpful. They are always there to answer any question for us. I like the ability for us to customize things specifically for our roofing company.

Cons

Sometimes we have issues with the website going down or not working with the internet. Also, I wish that they would provide detailed teaching sheets before they submit out the new updates. The videos are nice, but it is helpful to have sheets. Right now we make our own after it comes out.

Dataforma has transformed the flow of our business.

Pros

I like that it stores all the info about a job in one central place. Before we had pictures and notes scattered all over a job file, now it is in all one place. Also the history on a building is fantastic to have.

Cons

One of my many complaints about Dataforma is that with the expanded functionality, also comes a lot of steps. When you are a smaller contractor it make a lot of steps for one person. For example, there is no accounting functionality but a invoice must still be completed to close out a project.

This software has allowed us to scale our business to new heights!

Pros

All the different features it has. It allows you to use it like you want to for your business. It keeps track of everything, so nothing gets skipped. It allows everyone to do there part and pass it on to the next person. It allows you to scale your business and have multiple people doing things and still having everything together. I really like the way it track accounts receivable. The field tickets in the work orders are a great way to do job costing. The mobile app is a great tool. Especially for production. It makes it very easy for them to go paperless.

Cons

There is so much to learn. It also seems like there are several areas where we have to duplicate data entry. It would be nice if more of that was automated. It would really be nice if it did payroll and accounting. Even have an integrated time clock system would be awesome.

Great, but lacking

Dataforma overall has provided a positive impact in our organization. It does take an internal champion to get everyone on board, and as with any software, you get out what you put it.

Pros

The ability to upload information from the field using a mobile device. Having complete building work history available including warranties, previous repairs, projects, and invoices.

Cons

No option for customers to report work through a mobile app. Lacking some of the bells and whistles that competitors offer.

Good software, easy transition, nice functionality.

Pros

As a CRM it can manage all of your data and then some, tons of functionality and customization options. Love that it can hold and manage both residential and commercial client information on the same platform.

Cons

If you aren't familiar with using a CRM, it can be a bit clunky to navigate. Itss actually quite easy, just a bit of a learning curve. Some of the more desired functionalities require customization that can only be facilitated through very in-depth training and development from Dataforma in-house customer reps. Which can be a bit of a let down if those features were the ones that sold you from the pitch.

Money Maker

Saved time billing work orders. Gained better knowledge of service calls in real time and our customers have access to all of their building service calls and project info at their fingertips.

Pros

If I forget to file a work order it isn't lost. It is in the system and I know that I will be able to bill for it a month or two or even a year after I complete the work.

Cons

The mobile app needs more features. I would like the mobile app to work more like the web browser but more like an app.

Due to the amount of info that can be input I find many items get missed in data entry.

Data consolidation was key for this software. In the past we had a lot of information stored in multiple places and it became a daunting task to bring everything together to report to clients and management.

Pros

The amount of information that can be held by the software and in turn reported on makes it easy to pick and choose what we can show our clients, or management.

Cons

Some of the fields are a little bit of overkill and unnecessary, and just adds to the confusion when entering data.

The system has helped us to more efficiently mange our projects and track work orders.

Pros

It has solved many of the issues we used to experience managing the different jobs. We can now collaborate and communicate more effectively with sales personnel and service technicians from the features on the mobile app. Having the ability to change statuses, enter notes and upload pictures from the field has dramatically reduced the number of phone calls we had to make in the past. There are still a number of features we have not implemented as yet but so far we are happy with the functionality.

Cons

The software does not have a full accounting platform so the invoices have to be migrated to our accounting program which sometimes experience issues with the transfer.

Dataforma for Roofing

We are starting to use more of the features with Dataforma. We like the ease of tracking estimates with the different databases

Pros

Using this software has allowed us to keep our service department running smoothly. It makes looking for contact information and a full history of service dates easily accessible.

Cons

Allowing our customers access to their history does not seem to flow smoothly