Q:
How can you tell if two software applications are compatible? I am looking for an excavating-focused estimating system that will integrate with our job cost accounting software. Currently, we reenter all of our estimated costs into accounting so that we can compare estimated vs. actual costs.
Derek
A:
You are absolutely right to place integration high on your wish list. Compatible software solutions offer several benefits (e.g., time savings, reduction of data entry errors, etc.) that can lead to a stronger bottom line. You are also smart to select two best-of-breed systems rather than a single system that promises to do both trade-specific estimating and accounting. After all, what are the chances that you will find the perfect combination of excavating/job cost accounting software that works the way your company needs it to?
First, I suggest you narrow your search to several estimating packages that best serve your business, and then focus in on compatibility issues. Most vendors will say they "integrate" with other systems, but does that mean seamless importing and exporting of data? Or will you need to translate and transfer data manually? The key to integration is flexibility. Software systems that are built upon relational databases (such as Microsoft SQL Server or MySQL) and use newer technologies tend to make integration easier because they are flexible in nature. The real test, however, comes down to real-life scenarios. Ask your software vendors to demonstrate how data integrates between the two applications. Better yet, ask to speak with clients who currently use both systems.
And Derek, as long as you are thinking about compatibility, don't forget about a system's integration capabilities with other essential business tools. The ability to import/export data to Microsoft Excel, Outlook or Word, for example, could also greatly impact efficiency levels at your company.
Fred
Construction Business Owner, April 2009
