Exploring new solutions: POS software integration options

by arslan_ahmed | November 13, 2023 11:00 am

[1]

By Rachael Pritz

QuickBooks has a large and loyal following of pool and spa businesses that have used its point-of-sale (POS) system for years. The end of QuickBooks POS on October 3, 2023, will likely impact many pool and spa retailers. However, this also provides the perfect opportunity for pool and spa businesses to look for a new, fully integrated, industry-specific software solution that will make the transition from QuickBooks seamless and with more new opportunities to improve business operations. Here are four tips to consider when selecting a replacement for QuickBooks POS.

Tip 1: Choose a specialty POS

There are many POS options and knowing which system to choose can be difficult. Luckily, pool and spa businesses can pick a system which is specifically designed for the pool industry. A generic system, similar to QuickBooks POS, will not provide the user-focused design that comes with easier implementation. Industry-specific business software allows pool and spa businesses to do more with less and scale in ways which was not previously possible. This means business size matters less as automation can give the advantage to smaller brands which are often able to react to new trends faster than their larger rivals. Investing in industry-specific software enables businesses to automate time-consuming, recurring business activities, streamline workflows, and improve the efficiency of business operations.

For pool and spa businesses, these are the advantages of choosing a specialty POS system over a generic one.

• Vendor integrations specific to the industry.
• Eliminates duplicate purchase order entries by ordering from one software.
• Checks inventory availability from vendors right inside the software.
• Water lab sync that shares and stores information.
• Enters customer information in the water lab software and sends it to avoid entering data multiple times.
• Chemical handout forms to assist customers step-by-step in correcting water problems.
• Chemical dosages that are automatically calculated based on a customer’s pool or spa size.
• Creating revolving services for customers that are unique to the industry to service pools and spas.
• Shopping cart that integrates into the existing website for e-commerce selling.

[2]

Tip 2: Select a POS with top-notch tech support

Look for an industry-specific software that understands the pool and spa industry. Having tech-support that understands the nuances of the industry, including the seasonality and the importance of vendor integrations, makes it invaluable to select a POS system backed by a team of experts who understand the players and time constraints that are unique to the pool industry. As of October 3, QuickBooks POS will not supply tech support, so implementing a new POS system with experienced tech and customer support is essential to transition quickly and effectively during the slower, winter months.

An industry-specific software can help pool and spa businesses improve their operations and react to new trends faster. For example, some specialty POS systems are customized to meet the many unique needs of the pool and spa industry and are continuously improved based on user feedback.

When selecting a replacement POS system for QuickBooks, particularly in terms of tech support, there are some key factors to consider.

• Ensure there is access to post-installation training and support.
• Inquire about the cost of those additional training courses.
• Continual training and a practice program with your familiar live data and online video tutorials, which are always available to help train new employees and refresh existing employees.
• A secure remote telephone support, should anyone need live assistance. For example, some POS providers even offer after-hours emergency help.

Having tech support that understands the nuances of the pool and spa industry benefits businesses during the transition to a new POS system. In this case, the staff understands the seasonality of running a pool and spa store. They provide quick service and technical support during the busy season and when it is needed the most. Also, to not interrupt our customers’ businesses, the software does not have any major software changes during the pool season.

Tip 3: Look for essential vendor integrations

Seek a software which offers integrations with both suppliers and water testing to save your business hours of work, protect it against errors, and help it stay ahead of supply chain issues. Generic systems, such as QuickBooks POS, do not offer that level of efficiency. Pool industry software directly integrates with pool and spa vendors and distributors with pre-programmed stock-keeping units (SKUs). This saves staff hours of work, simply because the software runs automatic pricing and inventory imports/updates.

[3]

Industry-specific software enables pool and spa businesses to immediately check vendor orders, status, and available inventory before placing orders. There is no better way to provide outstanding customer service and stay ahead of the competition than to have a business software which is fully integrated with pool and spa vendors and suppliers.

Vendor integrations that are specific to the pool and spa industry can:

• Eliminate duplicate purchase order entry by ordering from one software.
• Check inventory availability from the vendors right inside the software.
• Inventory counts are automatically updated when items are received from the vendor.
• Easily track inventory price changes with accounts payable (AP) costing.

Some examples of specific vendor integrations that a pool and spa POS system might offer to streamline business processes are:

• Baystate, SCP, Horizon vendor integration.

◦ Customers can search the vendor catalogs and make a purchase order from available inventory.

• Carecraft and UAG.

◦ Buy group purchase order integrations.

• Water Lab integration to Bioguard’s Alex.

◦ Enter customer data in Alex and have it sent to the POS system to eliminate duplicate entry.

◦ Pull in the Alex shopping list to the POS system to simplify the registration experience and increase sales.

◦ View past water history tests from inside the POS system, as to not tie up the water lab computer.

• Lamotte Spin water integration with the mobile application.

◦ Water results from spin lab are sent to and saved in the POS system under the customer water test results.

Tip 4: Choose a point-of-sale with mobile functionality

Mobile functionality is another indispensable feature in today’s competitive marketplace. Seize the opportunity to implement a POS system with mobile functionality, allowing staff to use mobile tablets and smartphones to access all the information in the POS system from anywhere on the retail floor. The ability to help customers with readily accessible information on a mobile screen improves customer satisfaction and builds an incredible customer loyalty.

[4]

A live mobile application allows employees to use tablets and smartphones to access the customer data anywhere. Being able to help a customer with readily accessible information anywhere improves service and builds an incredible amount of customer loyalty. Having access to all the customers’ equipment information at the poolside helps the technician troubleshoot issues, look up past services, as well as equipment warranty information.

A specific feature that pool and spa retailers should look for when evaluating POS systems is taking payment on-site with a mobile application to eliminate billing in the office. Ensure the mobile application is offered in real time avoid the need to sync data later. These apps allow employees to create work orders, and apply inventory parts and payments easily in the field. It allows employees to view the work schedule for the day and receive any important notifications from the office.

Out with the old, in with the new

As pool and spa businesses explore POS solution to replace QuickBooks POS, selecting an industry-specific POS solution will allow these businesses to quickly integrate e-commerce, mobile retail functionality, mobile payment processing, vendor integrations, integrated pool water testing, and so much more.

Keep in mind, customers will face the challenge of moving data. Some companies have an import feature that will allow customers to bring over existing customer and inventory information. It can assist customers in getting the data out of QuickBooks.

Customers will face a learning curve with any new software. Some POS offer monthly group onboardings and individual training to get customers up and running. For instance, some vendors have a variety of training videos, documentation, and live webinars for all customers.

Now is the time to move beyond generic POS systems and get a more powerful, industry-specific POS solution instead.

Author

Rachael Pritz has been active in the pool industry for more than 20 years, which has provided her with an all-encompassing expertise in the trade. She worked at a local pool store while pursuing a master’s degree at the University of Pittsburgh, Pa. With her technical skills and industry knowledge, she joined the launch of RB Retail & Service Solutions in Pittsburgh in 2003. For more information, visit rbretailandservicesolutions.com/pool-and-spa/.

Source URL: https://www.poolspamarketing.com/trade/features/exploring-new-solutions-pos-software-integration-options/

---