Barcode Scanning: What’s Your Inventory IQ?

Do you rely on humans to keep track of inventory by counting units or making lists of what’s missing, low, or out of stock? If so, then you’re missing out on a simple piece of technology that can raise your inventory IQ exponentially: barcode scanning. This simple and inexpensive tool is one of the easiest and most reliable ways to keep your business running efficiently while saving you the big three: time, money, and headaches.

There’s no doubt that most inventory mistakes are made through simple human error. Over time these errors can lead to big problems, like customer service issues or lost revenue. With technology becoming more advanced and less expensive, the same smartphones that are being deployed across your enterprise also have scanning capabilities now so you don’t need to purchase additional equipment.

Companies such as Actsoft have the capability of importing barcodes into the mobile form solution which they are using to their customers’ advantage, even for small things, like keeping track of tools for plumbers or consumables such as toilet paper or hair dye in salons.

“Barcode scanning cuts down on training time; anyone can scan a barcode. In contrast, teaching someone complex manual inventory methods is a time-consuming endeavor that can take months for someone to execute efficiently. And even then there is the possibility, if not probability, of human error,” says Xavier Charles, director of marketing and training at Actsoft.

Mark Trumper of Maverick Label says, “Barcodes are easy to use for any collection of data that is necessary for your company. They can be used for pricing or for inventory collection information.  Codes can be attached to any product, and can therefore be used to identify any products or shipments that come in or out of your place of business.”

This versatility is one of the many priceless benefits of barcode scanners. Companies can use the exact same software to price items as they can to receive alerts for low stock or to find out exactly what equipment has been taken out of the office.

Precision, quickness, efficiency, and cost-effectiveness are compelling reasons to consider using barcode scanners in place of two hands and ten fingers. If you’re ready to make the switch, give Actsoft a call we can help you tighten up your operations and start scanning.

Have any questions on how Actsoft can help you?

Call (888) 732-6638 or Receive a Live Webinar


Dark Phoenix and Rapid Business Growth

This weekend, comic book fans everywhere will flock to theaters to see the big-screen interpretation of beloved X-Men character Jean Grey as she descends into the chaotic, out-of-control Dark Phoenix. In the movie, the good-natured Grey finds herself unexpectedly wielding immense amounts of psychic powers that quickly compound exponentially, causing her to rapidly spiral out of control.

By now, you may be asking yourself: What the heck does any of this have to do with managing my remote workforce?

Work with me here. In the movie, Jean Grey struggles to maintain control of her powers as they expand way beyond her wildest expectations. While she always knew she was capable of great things, never before did she think her mutant abilities would grow to such levels. Because she hadn’t expected it, she never prepared for it, and so she was ill-equipped to manage it.

Similarly, when you’re running a business and you experience a burst in growth, you may find yourself struggling to keep up. The trick, of course, is to prepare yourself ahead of time. Implement the proper tools that give you the right kind of control over your business’s processes so that, if you do experience that sudden boost from out of the blue, you’re already in a good position to field the influx of necessary work to keep everything running smoothly.

That’s where our solution comes into play.

Implementing Encore into your company’s day-to-day operations gives you an additional level of control and organization, making the process of expansion — even if it comes from out of nowhere — much more manageable than if you were on your own.

Take our Job Dispatching feature. Using our software, you’re able to see the status of every available worker, including the number of work orders on their plates, as well as their current locations, whether they’re at a job site or on the road. Having access to this information, it’s much easier to make an educated decision when new work orders come in and you have to determine who to assign them to.  You can do so right in the application, without ever having to pick up the phone or require the worker to come back to the office to retrieve new assignments.

Once those work orders are disseminated to the crew, they can power through on-site paperwork faster than ever, thanks to our Wireless Forms. With such time-saving features as calculations (with no risk of math errors from trying to add things up in their heads) and decision logic (which skips over unnecessary sections or shows relevant ones based on previous responses), workers can fill these out quickly, freeing up more time to take on additional jobs. Plus, when your forms are digitized, you don’t have to worry about back-office mistakes made from misinterpreting chicken scratch handwriting or forms being lost in transit.

If your sudden business boom means you’ll be dealing with the production and/or distribution of a lot of inventory, you’ll really love Barcode Scanning. This is used in conjunction with our Wireless Forms feature and can really speed up the act of checking products in or out of the warehouse. Rather than manually count each box that comes or goes, simply scan barcodes as they are loaded or offloaded from the delivery truck. You’ll greatly reduce the risk of human error and have a much more accurate accounting of your inventory.

And of course, as you grow, so will your team. It’s inevitable. That’s when our Messaging feature comes into play. With it, you can quickly and easily send group (or individual, if need be) messages in order to make sure important updates are received by all, regardless of whether or not they’re in the office or out in the field. This helps keep everyone on the same page and, depending on the update, can also keep your workers safe.

We’ve barely begun to scratch the surface here, but one thing is for certain: Bringing Encore into your life is a surefire way to streamline your day-to-day operations so that, when the unexpected arises, you don’t spiral out of control like Jean Grey.

Have any questions on how Actsoft can help you?

Call (888) 732-6638 or Receive a Live Webinar


HVAC 911: Winter Emergencies and How to Ramp Up Your Service

When temperatures drop, calls requesting HVAC service start to rise because nobody wants to spend winter in the cold when their heater stops working. In warmer states like Texas and Florida, many heaters break just in time for the colder months because all year they’re simply collecting dust, and those particles can damage heaters.

Handling these emergency calls efficiently and professionally can both save you money while it makes you thousands of extra dollars and dozens of happy customers. Of course, by mishandling calls — being late, not showing up, double booking, and poor route management, your company can miss out on lucrative jobs, get terrible reviews and lose potential lifelong clients.

This leads us to the million-dollar question: How can HVAC companies best handle a surge in calls during the winter season?

The simple answer is: by streamlining operations on both the front and back ends using simple software solutions for computers and mobile devices. These solutions, such as Actsoft’s suite of tools, enable your office and your drivers to communicate quickly, clearly, and effectively.

For example with GPS Tracking, your dispatcher can see (in near real-time) where your drivers are, if they’re still with clients, and who is closest to the next job. With this information, they can immediately send an alert to the driver’s mobile phone with the new job assignment.

This is also a useful feature in giving customers accurate time estimates, so they know when to expect a driver to arrive. By looking at the driver map, office personnel can see the distance between a driver and a customer. This type of information is invaluable when you’re dealing with heavy volume.

On top of the incredible customer service benefits, GPS tracking also helps to drastically cut down on fuel costs by optimizing routes and finding the shortest distances, while also avoiding congestion, for drivers to travel. Over months of use, this technology can save your company thousands of dollars.

Wireless Forms
Enhance your service even more by executing paperwork quickly and clearly with digital forms. Just like any form on a website, solutions like our Wireless Forms allow you to create your forms digitally and then deploy them to mobile devices. This means your employee can simply pull up a form, the client can read and sign it via an electronic signature, and the employee can send that form straight to the office for processing. This eliminates the possibility of technical errors (illegible handwriting, missing forms, etc.), thus delaying service and creating a huge back-up of customers waiting for assistance. It also eliminates the problems of losing forms or having to make extra trips to the office to drop them off or pick new ones up.

Barcode Inventory
Another great asset during the busy season is using barcode scanning to keep track of tools and inventory. When you have several drivers on the field juggling many requests it’s easy to forget to order more supplies; before you know it, you’re out of the material you need to do a job. This means you’re not only losing money on that project, but your lost customer is now taking their business to a competitor — which could be a lifelong customer loss for you.

By using a simple tool like Barcode Scanning, your techs simply scan each part as they use it; that information is tracked, and when the supply dips below a predetermined amount an alert is sent to the office personnel to reorder more supplies.

If you’re ready to boost your company’s efficiency for just pennies a day, call an Actsoft rep today and will walk you through our line of solutions geared to save and make you money.

Have any questions on how Actsoft can help you?

Call (888) 732-6638 or Receive a Live Webinar


Encore’s New Barcode Scanning Feature is Here!

We’re proud to announce that our premier solution, Encore, has received a powerful new enhancement to its Wireless Forms feature! With barcode scanning, you can now use the cameras of your workforces’ mobile devices to scan QR codes and barcodes.

The applications of this feature are practical for virtually any company that regularly needs to fulfill checklists, manage inventory, and accurately track employee hours. By simplifying processes and eliminating the need to purchase separate barcode scanning devices, Actsoft has made it possible for your business to consolidate, and save even more resources.

Inventory Management

Experience improved efficiency when it comes to keeping track of inventory. Barcode scanning lets you scan codes to input data into a wireless form, making it easier for your team to take note of any tools that were used and successfully returned throughout the course of a workday. Standardizing the process of inventory management can help to prevent equipment loss, and it also gives your staff a unique advantage by helping them easily identify what parts need to be ordered for a job’s completion.


Barcode scanning can be used in tandem with Timekeeping, and in doing so, you’re able to verify that your employees are remaining accountable whenever they clock in or out. As long as a wireless form is attached, registered time punches can be accompanied by ID code scans, helping you preserve the integrity of your staff’s timesheet data.

Proof of Work Completion

Companies in multiple different verticals can efficiently document the completion of work and daily work orders with Encore’s barcode scanning enhancement. If your organization must conduct routine inspections at close of business, barcode stickers placed at specific locations can help you verify that workers went to those positions and successfully checked them at the end of the day.

Encore’s barcode scanning tool is yet another example of how we’re constantly looking to make our solution even more practical for the everyday needs of your business. Leave behind expensive barcode scanners, timecard uncertainties, and any inefficiencies surrounding task documentation with our newest update.

Have any questions on how Actsoft can help you?

Call (888) 732-6638 or Receive a Live Webinar