Ask the right questions to make sure you end up with the best software system for your scrapyard or aggregate business.
Choosing a truck scale software program is a big decision. And if you’re anxious about purchasing software for the first time, the process can be intimidating. There are many features and price points to consider, and it’s tough to know exactly what you’re looking for.
We pulled together this brief guide to help you make a confident purchase when choosing truck scale software. Here are seven questions to ask yourself—and your sales rep—when deciding:
Does the system do what you need it to do?
Truck scale software is hardly a worthwhile investment if it doesn’t actually perform the functions you need. Make a list of all the features and functions you’re looking for, and compare it to their website or spec sheet. This might include:
- Legal compliance fulfillment in your state(s).
- Solid training and implementation programs.
- Integration with your bookkeeping system, including invoicing.
- Cloud and/or hard drive storage.
Check out their website and their Google My Business page for reviews from current customers. These reviews may be your best source of information on whether the system actually works well. Pay attention to both the glowing reviews and the less favorable ones. Don’t be afraid to ask the sales rep about what you read. You may learn that a certain bug or frustration has been addressed and fixed. Plus, the way they react to questions about negative feedback can tell you a lot about how they operate.
How does invoicing work? Does the truck scale software integrate with your bookkeeping program?
If you’ve been using a pen-and-paper ticketing system, you may have been doing duplicate work to keep your books updated. Truck scale software can dramatically streamline the accounting process and save you from a lot of data entry. Plus, an automated system can cut down on typos, transcription errors, and bookkeeping headaches. However, that’s only true if the software system integrates with your bookkeeping program.
Ask the sales rep about whether they can integrate with your system and how that process works. Make sure the process will actually save you time.
How’s the inventory management system?
One of the primary benefits of truck scale software—especially if you’re upgrading from an analog system—is inventory management. Truck scale software makes it much easier to keep track of what’s coming in and out of the yard. You’re never more than a few clicks away from an up-to-the-minute inventory report. This can be a game changer if you’re used to running calculations by hand.
That being said, it’s only worth the investment if the system actually works as designed. Ask the sales rep to show you a demo and walk you through how the system works. If it seems overly complex and tough to use, then you may want to look elsewhere.
Can you customize the layout of your truck scale software?
Out-of-the-box software seems like a great idea—unless that software cannot address needs outside the box. Systems that don’t allow for any customization can cause more problems than they’re worth. It could force you to rework all your systems to match the software’s layout. This level of inconvenience can defeat the purpose of software entirely.
Ask every software provider about customization. Ideally, you should be able to customize the layout to match—or improve—your existing procedures. Plus, good software should evolve with you, rather than lock you into a single path forward. And don’t be afraid to ask the sales rep whether the company can help you with that customization. An excellent company can build you your dream system much faster than you can do it yourself.
How do they store and back up your data?
Every software company takes a slightly different approach for data storage and backup. Some rely entirely on internal or external hard drives, while others put everything in the cloud. Relying on just one system can be perilous, even if you invest in the best. Imagine if the software company’s servers crashed and all your data was lost!
We recommend looking for a company that has multiple backup systems, so your data is always protected. These and other data storage best practices can save you a lot of panic and anxiety and protect you from disaster.
Do they offer good training and support?
If you’re new to using truck scale software, it can take a while to get up to speed without the right support. A good software company will offer comprehensive training and teach you how to use your new software. This is a great way to ensure you’re getting a good return on your investment and taking advantage of every feature.
We also recommend asking about training for new team members and updated features. You should also look into their customer support offerings. If you hit a technical snag, you don’t want to wait days—or weeks—for help. It’s important to choose a software company that responds quickly and can get you back on track ASAP.
What’s your budget?
Truck scale software is a meaningful investment no matter what. But the price tag between different software options can vary dramatically. It’s important to pick a product that suits your budget—and delivers value. It’s okay to ask a lot of questions and make sure you’re getting your money’s worth! And be sure to ask about price breaks and subscription options. A single company may offer a few different pricing models for you to choose from based on your needs.
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We also created this handy, printable guide to choosing a truck software system. You’ll find a list of decision criteria to consider and questions to ask when making your decision.