Frequently Asked Questions
Get answers to many of the most commonly asked questions our clients have about our products and services here. Use the convenient navigation to jump to categories of interest.
Can’t find an answer? Please don’t hesitate to contact us for assistance.
Pre Sale Frequently Asked Questions
Prosoft, our software development division was established in 1979. ISCM, our implementation and training division was established in 1994. Builder Incubator, is a marketing brand established in 2012 to bring several technical services under one roof and provide a single source solution for our builder clients.
We specialize in the home building industry, providing services to home builders and the vendors, and subcontractors that supply and build houses.
One way to measure our home building clients is based on units per year. To provide the full range, we have Custom builders that close 5-10 units per year. We also have Semi-Custom builders that range in the 200 – 700 units per year, and then Production builders exceeding 5000 units per year.
We provide the following types of training;
- Self paced video training.
- Training certifications: These are quizzes presented at the end of certain training modules to assist the user in determining their comprehension.
- One on One, or One on Many remote training: Our expert will conduct training using screen sharing tools, so you can see our screens and we can see yours.
- On Site Training: We will come to your office.
Yes, we do provide software updates and enhancements, many of which are suggested by our customers. In fact we have a "built-in" customer suggestion menu option so you can provide your requests. Software updates are included in your Builder Incubator pricing structure, there is no additional costs to stay current.
Builder Incubator provides a wide range of services to our clients. Once we understand your needs we can provide pricing information.
Yes, we would be happy to schedule a time to demo our software. When you register on our site just include your phone number and check the box to contact you.
We can set up your own demo server so you (and your team) can log in and evaluate the software at your own pace. We also provide video training tutorials to guide you through the process. This actually allows your team to begin their 1st level of training.
Yes, we provide current software manuals, as well as On-Line content sensitive help screens. You can press F1 anywhere in the program and a help window will pop up with instructions for the menu feature you were working on.
Yes, we are here as you need us. Customers have access to our support systems which include, a support ticket system, forum where expert customers and our staff provide answers, and our education blog. Your account engineer is also available by phone and can provide immediate answers.
As part of your initial consultation and pricing, we will provide an overview of our implementation process. We use a dedicate account engineer along with additional support staff, with extensive knowledge in our products and the home building industry. We follow a detailed implementation plan that can be modified based on your timing and business requirements.
VPO’s or Variance Purchase Orders are created with required, user definable reason codes. This gives you the ability to report on job variances by job, by Reason Code, by vendor or superintendent, by model. Tracking variances is key to improving your budgeting accuracy and profitability.
Sales System, CRM
Yes, your sales team can enter prospects into PSClient.
Use the automated follow up reminders and predefined sales letters.
Other office people can also see and track prospects, customers, and delivered units.
The CRM system is designed specifically for home builders, with standard fields for things like; subdivisions, lot inventory, model homes and options, salespeople, and realtors.
Yes, you can customize the system very easily (no special skills required) to create new fields with your custom labels, so you can track information that is most important to your company.
Traffic reports are available by subdivision and date ranges
You can also track initial visit, as well all visits
Realtor traffic can also be tracked independently of prospects
PSClient has user definable PROFILES where a builder can set up their demographic type questions. When a sales person registers a new prospect or anytime throughout the sales process, the sales person can enter the demographic profiles for that buyer.
Yes, there is a Demographic report and a Demographic Analysis report. Each can be pulled for a specific data range as well as by subdivision.
Yes, you can create several types of sales letters, notifications, and standard forms that will Pre-Fill with the specific information from your customer’s database record.
Work Flow, To-Do's
Yes, PSClient has a Work Flow component.
Create a standard set of To-Do’s and attach them to a new prospect to insure all the normal steps are completed in a timely manner.
Individual To-Do’s can be assigned to different people in your company to insure they follow up and complete their specific tasks.
Yes you can create an unlimited number of workflows.
You can also create different work flows for each stage of your customer lifecycle.
For example;
Sales follow up
Sales Contract review and approval
Design Selections
Contract finalization and Pre Construction
Job Start
Closing
You can also add or adjust a To-Do on a specific customer, to meet their individual steps.
Yes, you can easily create a To-Do as a way of insuring a certain task is completed.
This is so much better than email – because you can always view – what was completed and which To-Do’s are still pending for each customer, or each person in your company. Email just does not provide the organized view, and email in boxes are managed uniquely by each person.
This Work Flow and To-Do structure provides an easy and consistent way to manage your internal process.
Each users' To-Do window can pop up on logging into PSClient, showing a listing of their To-Do’s, sorted by due date.
Users can filter To-Do’s based on TYPE.
A user can click a To-Do and drill down to the client level and see all relevant details about that client, so they can effectively complete their task.
Yes, there are several reports and different ways to filter a report to view both history and future To-Do’s.
Reports by each user (employee)
Reports by TYPE of To-Do (Sales Follow Up, Pre-Construction, etc.)
If you choose to look at a specific customer, you will see a list of all To-Do’s assigned to this customer, who did what and when, and their notes. You can also view To-Do’s yet to be completed and any notes added by the person assigned to complete the task.
Standard Plans (Models)
Yes - By building a MODEL your sales team can select the model and apply it to a buyers record. This will pull in the current base price for that plan.
Standard Options can be “toggled” to be included in a Model and then the prices can be set at the model level. For example, you will have a Standard Option called “Elevation A” and “Elevation B”. The prices for these will be specific to each model.
Yes - If you build the same model in multiple communities, you can create a single Standard Plan and have the Base Price adjust accordingly, for each of the communities.
Yes - Model prices and available options can be tied to your community levels.
Our custom builders use a single MODEL template that works as a guide (or checklist). During the design process the builder and the customer discuss each checklist item, add notes and pricing to arrive at a detailed document and sales contract for the custom project.
Their Standard Option list contains all of the “questions” that are normally considered in the design process. However the pricing and notes are added to completely customize the home.
Options, Upgrades and Color Selections
Custom options can allow a sales person the ability to add detailed descriptions, explaining what the option will include. They can also have the ability to add a custom price.
Each option can have one or more color tables associated, so once the option is selected it can also be colorized, either immediately, or at a later date when your buyer meets with the design department.
Yes, color selections are presented in several different reports, suitable for your sales contract with your buyer, so they can sign off and approve the selections, as well as non pricing versions designed for the field and your vendors.
Yes, the logic in our option and estimating system will allow for the proper inclusion of options within an option, and correctly call out the details for both the customer's sales contract and on the PO’s that are sent to the vendors and trades.
The system can have multiple levels of stage locking. This will prevent unauthorized users from making further changes on certain options and colors.
Sales Contracts and Change Orders
Most of our builders’ salespeople work directly with the buyer, making selections and discussing preferences and then immediatly print proposals, sales contracts, change orders, design selection addendums, etc.
Yes - you can copy and paste your existing sales contracts and then add our tokens.
We have a built in text editor (like MS Word) and use tokens to pull in specific customer data.
Our sales contract system will automatically create an addendum each time changes are made to the client option selections. The buyer and salesperson/designer can make multiple selections and then SAVE those selections, which will become Change Order 1.
Yes, and the Original Sales document, each of the Change Orders and the Net Summary can be printed at anytime throughout the process.
We also provide a clean audit report that shows when changes were made.
Because we use a built in text editor, you can create as many different sales documents as you require. Including the design and color selection addendums, Realtor agreements, and any required notifications the buyer is expected to acknowledge.
Estimating and Purchasing Management
Yes, the Standard Plan (Model) and the options selected during the sales process will automatically be included in your job takeoffs. The estimator can simply REPRICE the job and show all detail budgets and purchase orders. The estimator can also further customize the budget to address any non-standard options and upgrades.
Yes, you can do dimensional take-offs, and develop a complete listing of each material item. Some of our builders use “Turn-Key” items for example, a builder may use “Framing Material Bid: Model A” and the lumber supplier provides the complete framing package. While other builders want a complete material breakdown and Purchase Orders listing each item purchased.
The Builder Incubator Database includes most (if not all) of the items used in home construction. More items can be imported and customized to meet your needs.
Vendors are supplied a pricing worksheet (excel file) and they update the price column. Those prices can be imported to update you vendor prices.
The estimating system has global level functionality, a single model or a selection of models can be repriced. Generating monthly Base House Model costs is very easy.
After models are repriced, the cost of options associated with that model are also updated. Each option has a mark up and rounding logic, so the retail price updates for the options can be automated.
Yes, for example a builder might sell 9 levels of carpet. The material items will be Carpet Level 1, Carpet Level 2 - thru Carpet Level 9. Once those 9 unit prices are changed, all the models can be globally repriced, and the cost of carpet for the base plan, as well as every room at every level will be repriced.
Construction Schedule
We start with a Master Schedule, which can be copied into a job and given a start date. The schedule will immediately show start and end dates for each TASK. Vendor assignments are automatically updated based on the selections made at the estimating stage.
You can have an unlimited number of Master schedules.
A true predecessor logic is used to allow for complete PUSH-PULL. When a task Start Date or End Date is changed, any linked tasks will also adjust.
The subcontractor projection reporting will show the vendors exactly where they need to be each week.
Yes, you can access the construction schedule from the field. There is a Quick Update designed specifically for the superintendent's, so that can quickly and easily make all necessary changes to the schedule.
Purchase Orders can be marked as “Approved” for payment directly from the schedule. This will automate the AP process and save enormous time, for both field personnel as well as your accounting staff.
The scheduling system has several good reports, specifically a Base Line report that will track actual vs baseline dates. Many of our builder’s do a monthly or annual audit of vendors to access “Late Starts” and root causes.
Job Cost Accounting
There is not a limit to the number of jobs, our largest builder has been building 5000/units per year and has been with us for over 20 years.
The pricing is NOT tied to the number of jobs.
Yes, many of our builders have a cost code list for vertical construction (houses) and then another cost code list for horizontal (land development).
Yes, you can track changes orders (scope and budget changes initiated by the customer after the job started). These are created as a separate column on job reports, so you can see the Original Contract Budget, the Change Orders, and then Revised Budget (Original plus or minus the Change Orders).
Yes - here is a breakdown of the job budgets
- Preliminary = Base House
- Options and Upgrades
- Original at Contract = Base House plus Options and Upgrades
- Change Orders
- Revised Budget = Original plus Change Orders
- Project Budget = a calculated budget based on over/under
- Committed Budget = Budget for items on Purchase Orders
The system provides for different levels of control with regard to job budgets. One setting is to warn the AP entry person - cost will exceed budget with this invoice.
A tighter approach is to not allow the invoice to be posted, if it exceeds the budget by a user defined percentage and dollar amount. For example, Do Not Exceed budget by 2% up to a max of $15.
Individual jobs can be set up as WIP (Completed Contract) where all job postings are detailed on the job cost codes and summarized on the balance sheet in a unique general ledger account. When the job is closed the system will automatically transfer costs from the WIP account to the P&L.
Percent Complete jobs will transfer posted costs immediately to the P&L, providing both detail job reporting, as well as an Income Statement based on GAAP-percentage complete accounting methods.
There is no need to reconcile JC to GL, or AP to JC and GL. The accounting is completely integrated, so postings to a job will automatically and immediately update all related accounts (general ledger, accounts payable, etc.)
There are 100’s of reports (and exports) for job’s that show budget to actual, comparisons to similar jobs and models. There are also key reports to get an overview of all jobs and then drill into details with additional reporting.
Yes, the field approval process will automate the AP entry process, by closing a purchase order and creating an AP entry containing all relevant details (vendor, invoice number, due dates, amounts, job, cost codes). Accounting still maintains control of check runs, and cash management, (who to pay and when).
Yes, you can close a job (or reopen a job - if it was closed by mistake) and the system will automatically handle the transfer of WIP and DRAW amounts associated with that job using a system generated entry. Complete audit trail and visibility is maintained.
Unrecognized costs at close can be accrued so P&L and Gross Profit reporting are accurate. The system has an automated method to calculate the accrual based on budgets or purchase orders, with a user override. These accrual costs are then auto reversed and a net over/under accrual is posted after all final costs are received.
Financial Management
You can run up to 999 individual companies. These companies can also produce consolidated reporting and global vendor maintenance.
Our accounting system is rock solid, double entry for two sided entries and a complete audit trail. Your CPA and accounting team will be very comfortable with the integrity of this system.
Yes, a user defined Balance Sheet and Income Statement is a standard financial report.
Also a Comparative P&L to review multiple years (month and year to date).
Percentages of Income are calculated.
A multi-month and multi Year P&L can be produced and exported to excel for forecasting purposes.
Many of our builders use an Income Statement for each community and then a summary Income Statement to show all activity. This gives them reporting for both direct costs (jobs) and community specific indirect costs to see a net profit by community.
Yes you can. The Builder Incubator database includes a well designed numbering logic, however you can use your own numbering logic (and import) or simply modify the numbering we provide.
You can have multiple checking accounts, each with a powerful check reconciliation tool. The accounting can also handle ACH transfers and MICR encoding (using a single check stock for multiple checking accounts).
Home Builder Start Up Database
ALL of the necessary tables and datasets for a completely integrated and working system. It is designed to save you time in both learning and building the database. Look at our web pages here to see specifically what data elements we have already built for you.
The BI database is completely customizable and designed to make customization easy. In fact, we expect you to customize certain sections, so we have built it with that in mind.
For a limited time the BI database is provided at no cost.
These are the basic areas you will add or modify in the BI database;
- Add your users and security privileges so they can log in to the system
- Add your vendors - we typically import these (export from your current system and clean-up and import)
- Add your vendor prices - import from spreadsheet
- Add your Subdivisions and Lot Numbers - import from spreadsheet
- Add your Models (Standard Plans)
- Adjust models to include your Standard Options
- Adjust colors to reflect those provided by your suppliers - import from spreadsheet
- Copy/Paste your contract language
- Adjust the Model Take-offs in estimating to reflect your process
Cloud Servers, Data, Email, File Sharing
Yes, we can assist you in establishing a web based email and calendaring system.
Our system can provide secure file sharing, with granular folder/file level permissions, similar to what you may be accustomed to with your local area network and some added features;
Administrative control to be able to monitor all users
File locking when checked out
Password protected access
Date locks to provide file access for a limited time
Web edit ability to be able to modify standard files without the need to download (Word, Excel)
Yes - customers and other key people can be given links to securely share files with granular levels of control. These controls can be set by your admin level, to insure a consistent and secure process company wide.
Remote Staffing