Roll-off Dumpster Software Buying Guide

Whether you’re looking for your first software platform, considering an upgrade to your existing platform, or just curious about what else might be out there, this is the place to be. At ServiceCore, we take great pride in the solution we’ve put together for the roll-off dumpster industry and know quite a bit about what a good solution looks like. Here are some of the key aspects we recommend looking at when evaluating your options.

  1. Built for the industry
  2. Customer support
  3. Modern & Scalable
  4. Must be able to bring your data
  5. Key features
    • Scheduling & dispatch, including exchanges
    • Accounting & invoicing suite
    • Inventory tracking with all units on a map
    • Mobile capability and flexibility

1. Dumpster Focused

There’s a big difference between running your business on a platform specifically designed for your business and just making it work with a generic system. While there are dozens, if not hundreds, of solutions that offer some functionality like scheduling, inventory tracking, or managing invoices, only a select few of these solutions offer these features in a roll-off dumpster friendly way. 

But what does that key differentiation really add up to? The answer might be more than you think. Software platforms, like ServiceCore, that are specifically designed for the roll-off industry cut the valuable hours, minutes, and seconds out of running a business. In turn, that time saved leads to more opportunities for revenue generating activities, less overtime paid to employees, and fewer headaches for office employees and drivers alike.

Time savings are gained in a variety of ways. Invoicing time can be drastically reduced, as can the necessary phone calls to collect and store credit card information (which can also lead to breaches of PCI compliance). Routes get more efficient which has the added benefit of saving on fuel and vehicle maintenance. Plus, accurate inventory tracking that allows you to distinguish between bin types saves you trips to your yard(s), renting out bins you don’t have, missed revenue from forgotten units, and potentially even losing a container altogether.

So, what are your options for dumpster specific software solutions? Outside of ServiceCore (which is obviously your best option), you can look at CRO Software Solutions, Starlight, and Dumpster Rental Systems to get a feel for what options are available. Once again though, ServiceCore is always the best choice.

2. Support & Customer Success

Regardless of what type of platform you use to run your dumpster business, you’ll want to make sure that company offers support that won’t leave you out to dry. After all, any down time, whether that’s the result of a problem with the system or user error, can directly impact your bottom line. So, not only do you want to partner with a business that’s readily available and easy to contact, you want a team that’s invested in your success.

Even great solutions fail if they don’t have the infrastructure in place to get users up to speed on the platform and make sure they operate at maximum efficiency. Don’t under-estimate this element! Operational software is complex, all-encompassing and can provide an excellent foundation for your business but it can’t help you if you don’t understand or can’t use it. Here are a few key questions to ask when evaluating providers to make sure you’re going to get the support you need:

3. Bring Your Data

This may sound a bit obvious but your data is the lifeblood of your business. Your customers, schedules, invoices, etc. have probably been built up over the case of years, if not decades. So, losing that information would likely negate a lot of the positives you get from signing up with a shiny new software platform. Sounds straightforward right? 

Not so fast. The platforms in this space are largely built on very different infrastructures with very different ways to represent the same data. As a result, it can be very difficult to bring data from one platform to another. In fact, at ServiceCore, we have an entire team dedicated to ensuring data migrations go as smoothly as possible. This allows us to import a wide variety of data types from a range of different sources including spreadsheets, QuickBooks, and other software platforms. Any solution you choose should be able to do the same or offer to manually enter the information on your behalf – if at a cost.

4. Forward Thinking 

Let’s face it, some platforms are newer and shinier than others. By itself, that’s not a great reason to choose one over another. However, newer platforms are usually easier to use and understand, especially for employees that aren’t as tech savvy. If your drivers are the type to still use a flip phone (no judgement here, we’ve met a bunch!), then getting a system in place they can easily adapt to without causing frustration and anxiety on their end is of the utmost importance.

The same goes for office personnel. If the system isn’t user friendly, you’re going to waste extra time on training and waiting for support rather than running your business. A great way to test usability is to have the company you’re considering show you exactly how to do your most common tasks. Have them create an exchange and assign it to a driver, ask to see the invoice creation process, ask how to optimize the route, etc. If these seem cumbersome or unintuitive with a pro showing you the ropes, chances are it won’t get much easier from there.

Another aspect to consider is whether a solution is going to continue to improve. We all like to think of companies and their products getting better over the years but quite frankly that isn’t always the case. Some platforms simply are what they are. They may get the job done today but in a year will be lacking the next generation of features that make your life easier and more profitable. At ServiceCore, we have weekly releases to our product and are committed to improving every single day. Make sure that whatever you choose has a similar mindset or you may be back looking for a new solution sooner than you’d like.

5. Feature Checklist

When evaluating your potential software options, perhaps the most important factor is ensuring you pick one that has enough functionality to meet your needs. The right solution has to be robust and all in one, otherwise you’ll be left trying to piece together a comprehensive solution out of spare parts. Here are a few of the key features to look out for and how they can benefit your business.

Scheduling, routing & dispatching

As the hub of your day to day operations, scheduling and dispatching should be simple, fast, and save you money on every route. An advanced platform will allow you to view your schedule by driver and across different timeframes. This should provide you with the flexibility to plan ahead, maybe even saving early morning and weekend trips to the office to build the schedule.

Your schedule should also be responsive and adaptable to allow for additions or changes throughout the day without wrecking your routes. Any changes should be synced automatically to a driver application so they know exactly where to be throughout the day. Route optimization is also a key to look for. Optimizing routes minimizes wasted windshield time and gas prices, allowing your drivers to spend as much time completing jobs as possible.

You should also have access to a variety of different job types, including drops, pickups, and exchanges. Chances are, only software built specifically for the dumpster industry will have the right mix of schedule usability and job types to have you running at full capacity.

Accounting & invoicing suite

Whether you use QuickBooks, Sage, or another accounting platform, you should be able to sync your data between that and your dumpster platform. This includes invoices, outstanding balances, and payments. Having this data available in both systems allows you to minimize double data entry and save as much time as possible. At ServiceCore, we’re also extremely proud of our integration with CardConnect, a credit card processing company that allows your customers to click to pay and saves you hundreds (if not thousands) on processing fees.

Inventory tracking with all units on a map

One of the primary benefits we see from companies getting their first software solution is the visibility they gain into their inventory. While there are a variety of ways to track inventory, including geotagging, barcode scanning, and RFID tags, they all provide essential information back to the company. Not only does a proper inventory management platform allow you to see all units that are onsite, including their type and how long they’ve been there, but it also gives great visibility into available inventory at different yards. One of our customers has a variety of yards spread across a large metro area. Prior to onboarding, they had to send a driver to see what inventory was available at each yard which wasted both time and money. 

Mobile capability and flexibility

A great software solution without an equally great mobile application is a little like having a peanut butter and jelly sandwich without the peanut butter – kind of worthless. When evaluating different apps, be sure to check out the routing & directions, ease of use, adaptability, and whether or not it can work offline. The routing and directions should be clear and easy for drivers to see/hear, as well as fueled by the latest and greatest maps. Google maps, here.com, and Waze are all considered top of the line maps.

As far as ease of use goes, your drivers should be easily able to not just route themselves between jobs, but take notes on the job, take photos when necessary (great for overfilled or misused bins), and accept payments. The application should also be available for any device – Android or iOS, phone or iPad, the best solutions work across all platforms so you don’t have to equip your entire team with new devices. Offline is also really helpful for those that work outside of cellular range – apps that work offline (like ServiceCore) allow drivers to carry on completing jobs, taking notes, etc. then sync their data back to the platform once they get service again. 

 

Learn more here about how a roll-off company streamlined their business by implementing ServiceCore Software!