Solutions

Customers

Sales support

All companies work in sales and therefore need to have full control over their potential business and ongoing customer dialogues. 

Tengella therefore offers several functions for optimal support in daily sales and marketing work:

  • Prospect management for clear management of potential business and current customer dialogues
  • Events for supporting notes from customer dialogues and for transparent follow-up of customer dialogues
  • Quotation management with quotation templates for efficient work around the creation and follow-up of quotes
  • CRM Dashboard for quick overview of potential business and prospects
  • Campaign mailings with advanced filtering to produce a customized mailing list to customers and staff for email, letter or SMS mailings.

As an extended function of Tengella's CRM, we also have e-signing for the digital signing of, for example, quotes and contracts.

Prospect management

To actively process new customers, Tengella has support for you to be able to handle both imported address registers and also prospects, ie potential customers. 

In our import and prospect lists, there are various filters to tag potential customers with relevant information for a better overview and follow-up. Simultaneously, you can enter notes and create events for future follow-ups. 

In the event of a sale to the customer, you can then easily convert a prospect card into a client card for efficient administration.  

Campaign condition

Tengella's campaign mailing is a function where you can flexibly filter the right target group to send mailings to based on several advanced filters, for example: 

  • Filter out customers who have purchased or not purchased a certain service or product within a certain time period
  • Filter out contacts that have a specified e-mail address
  • Filter out different types of contact persons indicated on client and prospect cards
  • Filter out imported registers/prospectuses located in a specific geographical area
  • Filter out all employees or a certain staff group to reach out with company information about holidays etc.  

This means that you can send mass mailings to staff, imported records, prospects and customers. 

The function supports both sending via e-mail, letter and SMS.

Bulk e-mailing and texting are two of Tengella's additional services where there is a certain charge based on the number of e-mails/text messages you send during a certain period via the campaign function.

Quotation magement

With Tengella's quotation management, you get a simple and efficient sales flow. 
The quotation management includes both lists and reports of your quotes and their status for easy and clear follow-up of the sales situation.  

With the help of Tengella's quote templates, you can quickly create new quotes by choosing the right template for the right service and product. All items, services and selected quote texts from the quote template are filled in automatically. 

Created quotes can then be sent from Tengella to the customer's e-mail address where you also have the opportunity to attach images and attachments to the quote if desired.  
If the quote is approved, you can easily convert it into a work order where the quote lines instead become invoice lines.  

As an extended function to quote management, we also have e-signing for the digital signing of quotes and contracts. 

Events

Events is a comprehensive feature in Tengella that helps you document notes based on dialogues you have had both with customers and employees where you also have the opportunity to set a follow-up date. 
 
Events are therefore something you can use both for sales purposes as well as for follow-up purposes with your staff. 

All events that a user has can then be easily viewed and filtered in an event list to get an overview of future events that need follow-up by a certain date.  

Time bank

Time bank is a way to make use of the hours that your customers with a fixed price per month are invoiced for, despite cancellations. When a cancellation occurs, the customer may want to be compensated with something equivalent by booking an extra cleaning instead of receiving a credit invoice.

  • Easy to get started with Time bank
  • Withdrawals from the time bank can be done easily via scheduling and work orders
  • You can follow up the existing time bank balance per customer

Personnel

Scheduling

Tengella is a business system for service companies with scheduling at its core. In our experience, scheduling is one of the tools to outperform your competitors. Scheduling in Tengella is rooted in real situations that arise in daily operations, and for each such scenario there is unique support to handle it in the Tengella scheduler. Each unique schedule case is linked to its respective assignment, including the assignment's pricing, so that the invoices to the customer are correct even if the users change in the scheduler. The assignment is also linked to the person's employment contract, including the person's work schedule. This ensures that the person's salary is correct, including salary types, which saves users a lot of time.

Some examples of features:

  • Scheduling with optional dates, different frequencies, different number of people - Linked to customer, project/object, task type and task
  • Many schedule views depending on what is optimal for the user and the scenario to be managed
  • Filtering to find the right people
  • Automatic functionality to identify the most suitable person based on many criteria and combinations of them
  • Distance assessment support
  • Flexible change, cancellation and rebooking support based on real-life scenarios
  • Information management per diagram case
  • SMS notification, rebooking and cancellation
  • Absence management in case of e.g. illness and vacation incl. support to find a replacement
  • Management of opportunities without a provider (unscheduled opportunities) - Management of assignments that need to be managed (e.g. queued work orders)
  • Filtering and searching by e.g. Regions, Supervisors, dates etc.
  • Communication with staff via mobile phone, e-mail or print
  • Lock/warning for jobs that cannot be moved

Time Reporting

Tengella has a well-thought-out and flexible support for reporting back jobs done. The contractor receives information about the schedule including what is to be done. This is done in several ways and the most effective way is to access the information on the mobile phone where feedback is also registered. Time reporting is either a deviation registration against the scheduled or time reporting of unscheduled time. All time reports are collected in an authorization function in Tengella where the responsible person can manage reported times, with possible comparisons against what is scheduled and thus manage deviations (e.g. for decisions on invoicing and salary). The authorization function also includes a lot of other functionality to make it easier for the responsible person to manage times and other things that are of importance for later stages of the administrative process.

Time reporting is adapted for cleaning companies, removal companies and similar service companies. 

Mobile App

Tengella offers mobile support to simplify and streamline for users and your organization. Part of this is a feature-rich mobile management. The user can easily access information outside the office, but also has support with many of the necessary functions in the field and report back. Each user will only have access to the information and functions decided by the administrator of the system. A contractor may have access to fewer functions than a supervisor.

Example of some features of mobile support:

  • Schedule by day, week
  • Mission statement
  • Map function
  • Reporting back
  • Changing staff
  • Contact tracing
  • Notification of illness
  • Search for available staff
  • Quality deviation management
  • Travel expense account
  • Management of queued work orders
  • Create customer, project and work orders
  • Digital Quality Controls
  • Document management
  • Key management
  • Material handling

Skills & training

By registering the skills and training of your staff in Tengella, you can use the scheduler to find suitable staff for the job in question. You can also follow up on training courses to be completed by your staff.

  • In the scheduler, you can easily search for staff with specific skills or training
  • Follow up on completed and future trainings

Document management

With a digital document management system, you can securely allocate which documents staff should be able to see in their digital schedule, as well as which documents you want to store internally in the system. You can save both documents and images in the system. 

  • Save customer contracts directly on the customer card 
  • Save signed employment contracts 
  • Find all documents and images in one place 

Two-factor authentication

For increased security, Tengella offers two-factor authentication when logging in as a supplement to the regular login details.

Two-factor authentication, also known as two-step login, involves verifying identity using two different forms of information. This prevents cybercriminals from gaining access to your users' accounts, even if they manage to crack the password.
Two-factor authentication thus increases the organization's security by no longer requiring just a username and password to log in to Tengella.

With Tengella, you can choose to strengthen login security using two different methods.
Either a one-time code via SMS or with the help of an external so-called "Authenticator app", such as Microsoft Authenticator or Google Authenticator, which can be downloaded where apps are available. You can choose to activate only one or both of these methods, which is then applied to all users within the organization.

Economy

Accounts receivable

Tengella offers a very powerful invoicing module, including strong support and management according to the assignment type. On the Customer Form, there are several parameters to set how a particular customer wants their invoices and in combination with the settings in the system, you combine efficient invoicing with deep functionality.

In addition to recording customer information, you can also link different projects/objects to the customer where additional information is recorded. This is, for example, very common in certain industries such as the cleaning industry when it comes to corporate cleaning and cleaning for public activities (municipalities / schools). Per project, you can also handle several assignments and price models. When this is then scheduled and time reported, invoices can then be created very quickly and they will reflect the needs of the customer. An example of this is that one customer wants all projects/objects on one invoice while another customer wants to split them up.

In addition to this flow, which offers flexibility and many possibilities, there are a number of other features such as date per execution, as well as full support for Rut and Rot management.

When it comes to contract invoicing, Tengella offers one of the best functionalities in the business system industry, with many possibilities depending on the desired setup. There are also several possibilities to link this to different types of schedules and scheduling.

Tengella also creates accounting data and has accounting support. In addition, there is virtually an unlimited number of account dimensions (k-place. k-carrier, project, etc.) which are automatically added in a so-called "SIE-4 wire" and are seamlessly imported into the accounting system.

Invoice distribution

There are several ways in Tengella to distribute invoices to customers. This is established for each customer and during the distribution itself, there is support so that Tengella distributes the invoices correctly minimizing the administration for the user:

Material handling

In the material delivery module, the user can easily and efficiently register materials that are to be re-invoiced to the customer or that are only to be considered as a cost for the assignment. This can also be supplemented with purchasing support through Tengella's Purchasing module.

  • If you combine this with Tengella's mobile functionality, which supports material management on the projects/objects, you create a very efficient flow.
  • Tengella also offers to create integrations with your material suppliers' systems to further simplify and streamline, which we have done with great success with many Tengella users.

Payroll preparation

A large and heavy workload for service companies is often when the salaries are to be created each month. Therefore, together with many customers, we have developed a model to minimize the monthly work each for salary preparation. With the help of Tengella's unique combination of working time schedules, the collective agreement function, parameters in the settings and mapping to schedule events and time reports, the information follows a streamlined process to create a simplified payroll preparation. The payroll manager then administers Tengella to calculate the correct wage types for each person, which is then sent to your payroll system and only needs to be supplemented with, for example, vacation and tax.

Tengella is not a payroll system, and therefore does not currently have a payroll module, but Tengella does the important and extensive preparatory work by calculating salary types. The purpose is to make it efficient for the user when preparing salaries and to ensure that the salaries are correct.

Follow-up

Quality controls

With digital quality controls, you can effectively work on improvements to your services and produce average ratings that show what should be improved in your customer's cleaning needs . It is also a way to take positive evaluations further internally and follow up with them.  

An example is if you have done the cleaning for a move out and are going to do a final inspection, then you can go through each room together with the customer and both parties can sign the quality control digitally. 

  • Increase your service level and quality to both new and existing customers 
  • The quality controls are stored digitally in the system and can also be e-mailed 
  • Follow-ups of rating values during optional periods  

Deviation management

With Tengella's deviation management, you have the opportunity to document and have a foundation for the errors and shortcomings that are discovered in your business. A functioning deviation management is necessary to be able to quality assure your business and is also a requirement for certification according to ISO 9001. Many companies also use Tengella's Quality Deviations even if they are not ISO certified, but need to effectively organize and control of the quality deviations that occur in the organization.

The system registers its own cases and statuses. These records then help the company to follow up so that any possible actions are carried out on time and by the right person.

The system contains a list of all deviations that have been registered in the system, regardless of whether they are registered via the mobile view, the customer portal or directly in the system.

With deviation management, you can also automatically create a work order (eg back-job) to plan and schedule the action that will remedy the quality deviation that has occurred. It is also possible to create a deviation directly from Tengella's Quality Controls when you find something that has gone wrong.

Post-calculation & statistics

In order to have full control of your enterprise, Tengella has several forms of forecasts, reports and post-calculations that you can work with to analyze the business from different perspectives in a proactive way. The statistics presented in these reports are based on data from time reporting, invoicing and payroll preparation and can be visualized both in simple graphs and detailed reports with specific samples. 

 Examples of reports: 

  • Profitability reports to monitor the profitability of a particular product, service or customer
  • Billing reports for forecasting future billing based on future services to be performed according to the schedule 
  • Occupancy reports for various statistics related to your staff
  • Sales statistics to monitor performance of services and products 
  • Quality control reports to monitor average ratings and results of quality controls performed 
  • Financial overview in a dashboard format for reporting turnover, billing per service, etc.   

Case management

Make sure you have full control of all customer service cases and client communication that comes in from the website, phone and e-mail by having everything gathered in one place - in Tengella's Case Management. You can also integrate Case Management into a digital client portal for your business clients and a mobile app, My Cleaning Services, for your private customers.

  • Effective way to communicate with clients and prospects
  • Effective way to communicate internally with your staff
  • Ensures that important matters are handled by the correct person in your organization