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repv at Pumpen-Service Bentz

With repV Pumpen Service Bentz always has its service processes under control

Pumpen-Service Bentz GmbH was looking for a solution to better manage its assembly and repair orders and to map its field service assignments in a service tool. The reason for switching to a new repair management software was the changeover to Sage 100 in 2018. Pumpen-Service Bentz wanted to replace the old repair solution, which the company had been using since 2005, with a new tool that could better address the company's needs. Pumpen-Service Bentz found the answer in repV.

Pumpen-Service Bentz GmbH, based in Reinbek near Hamburg, was founded in 1981. Since 2003, the company has been part of the international KSB Group. Today, the certified electrical engineering company Pumpen-Service Bentz GmbH employs a total of 30 people. The company's services include the installation and commissioning of pump systems as well as the maintenance and repair of pump units and motors of all makes. This includes preventive maintenance and troubleshooting service. An emergency service is also available at very short notice for the latter to reduce downtimes of mechanical companies to a minimum.

Overview of all work steps

Overview of all work steps

Requirements for the service software

With the new repair management software, Pumpen-Service Bentz particularly expects to create more transparency in repair processes. In the past, it was difficult for the company to understand how much personnel expenditure was involved in a particular repair project. "In addition, the future viability of the solution was also important to us when implementing it, especially the remote connection of the technicians to our company and the possibility of transferring work orders online to our field service. It was important for us to bring the IT into the repair area - and thus create a stronger bond between our service technician and our back office," explains Martin Bentz, Managing Director of Pumpen-Service Bentz GmbH. The company also wanted to manage maintenance contracts electronically. Previously, this was done in written form, with information on prices and due dates.

From planning to quick implementation: "Now or never"

The idea of switching to a new service solution was born in 2018: "I had already been in contact with PEAK for several years," explains Bentz. "When it was time to change to Sage 100, I thought to myself: It's now or never. It was clear to us that we wanted to continue using the CRM area of Sage xRM. We wanted to continue to map our customer relationship management there, as we have been using Sage since 1998. That is why it was so important for our new service solution to be able to connect flexibly to other, already existing systems.”

Connection to other systems

Connection to other systems

Simply transfer object data to repV

Simply transfer object data to repV

Uncomplicated migration to existing infrastructure

With repV for Sage 100, Pumpen-Service Bentz receives all the benefits of professional service management software directly from the Sage 100 Office Line. This allows the company to operate in its familiar working environment. "For this reason, the migration to our infrastructure was no challenge," says Bentz. "We only had to transfer the objects from xRM - such as repair machines that we have in our inventory - to repV. Thanks to Excel and our know-how about databases (SQL) as well as the support of PEAK, this proved to be very straightforward". Both companies examined which information from individual tables in the object databases could be used in which place in repV.

Visible success within a short time

After the switch to the new repair software, Pumpen-Service Bentz was able to record positive results quite quickly. "What convinces me most of all is that I can check the performance of my employees in real time," says Bentz. "You can see at a glance immediately and every day which service orders of the previous day are coming back - and what the hours reported look like". Thanks to repV, employees no longer have to hand in a completed timesheet in person in the back office, but can transfer their times easily and automatically via the tablet app. "This gives me the opportunity to intervene in a repair order if necessary, if the hours get out of hand," says Bentz. Even simple repairs can be handled faster thanks to repV, so that, for example, spare parts can be reordered in time to be used promptly for maintenance or repair orders. "We also particularly like the maintenance history of repV," adds Bentz. "It's an advantage that employees can view the history of each device, for example, to track the maintenance or repair progress.”

Mobile connection of service technicians

Mobile connection of service technicians

What does the customer say about repV?

"A special feature should be emphasized: Because working remotely works so well, not a single employee of PEAK had to come to us on site. This was a great advantage for both sides: we saved ourselves additional expenses such as travel time etc. and were able to quickly put the software into operation".

Martin Bentz
Managing Director of Pumpen-Service Bentz GmbH

Conclusion: Cooperation in partnership

"We have been working with PEAK for some time now," says Bentz. "And the cooperation works really well. If something does not work, we have always been able to get quick and uncomplicated help. We also appreciate that we can give PEAK feedback on repV, which in our experience is very welcome." In the meantime, repV is used by over 20 employees at two locations - one employee is permanently employed at a power station in Hamburg. Particularly positive feedback has been received on the maintenance contract module in repV, which gives Pumpen-Service Bentz an overview of maintenance dates and automatically generated service orders. Preset maintenance intervals can also be easily incorporated into the field service's scheduling, which is also an advantage for the employees, who can plan their day better without having to coordinate with the back office every time.

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