Booking Pro
  Letting software for schools
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Reasons for buying Booking Pro

There are many reasons why Organisations have invested in Booking Pro and a few are listed below and hopefully they will help you justify purchasing Booking Pro for your own Organisation.

  • It makes many tasks very easy and can help you save time and money on letting administration
  Booking Pro can cost justify itself in a surprisingly short period of time. On its own the automatic generation of invoices from booking records can save up to a day a month which depending on how you cost staff time can mean that Booking Pro will pay for itself in less than a year. It also makes it particularly easy to check the availability of facilities and to offer alternative times.

 

  

  • It can pay for itself if it invoices a single booking which might have otherwise been overlooked
  Manual systems (e.g. diary or paper-based systems) are inherently more prone to human-error and when it comes to invoicing it is very easy to overlook a booking. Once overlooked it is unlikely that the mistake will be picked up and the revenue is lost forever. With Booking Pro, once a booking has been entered into the calendar the system will never overlook it. The booking will be invoiced automatically and the invoice remains outstanding until a payment is recorded.
   

  • It can help you to raise additional funds through letting out your facilities (e.g. to compensate for falling roles) without significantly increasing the administrative workload
  Some schools raise in excess of £30,000 through letting out of facilities whilst others raise little because of the additional administrative costs. Booking Pro streamlines the administrative processes to allow additional bookings to be taken without a disproportionate increase in the administrative costs.
   

  • It can help you adopt best practice in letting administration
  The design of Booking Pro encourages Users to adopt tried and tested procedures which includes producing booking confirmations, regular invoicing, providing receipts, keeping insurance records and issuing payment reminders. This means that your methods and the accuracy of the records you are keeping can be easily verified by either an internal or external audit.
   

  • It can help overcome limitations of your accounting software
  Some accounting packages (e.g. FMS) don't have all of the functions required to support letting administration (e.g. taking/refunding deposits) and some Organisations are discouraged from using it for this purpose. Fortunately, Booking Pro overcomes these problems and allows any sums collected to be simply entered into your accounts as "uninvoiced cash".
   
  • It can help you with your disaster recovery planning
  Booking Pro is designed to store its data on a networked server and as such can be easily integrated into your IT Department's disaster recovery procedures. This is particularly important if your existing records are largely paper/diary based or your software not networked.
   
  • It makes it easier for you to provide cover for letting administration when someone is off work
  Booking Pro is very easy to use and all of the letting administration tasks are readily available to any User with the necessary access permissions. As such you can easily arrange for additional members of staff to cover letting administration with a minimal investment in training.
   
  • It enables data to be shared between Users even if when they aren't in the same office
  As Booking Pro is designed to store its data on the network it can easily be made available to any member of staff who needs access to letting information. You will need to purchase a licence which allows you to use Booking Pro on more that one PC but it means that for a small additional cost, for example, a Bursar/Business Manager and a Premises Manager can each have access to the bookings taken and the invoices raised.
   
  • It can help you improve cash flow
  If you are producing invoices manually then it probably takes hours to collate all the booking information and prepare and check the invoices. This can result in invoices only being send out every 6-8 weeks or even longer. By comparison, Booking Pro can produce all of your invoices in seconds making it practical to produce invoices much more regularly. This should mean that you will receive payment much earlier than previously.
   
  • It can help produce management information reports
  Booking Pro will allow you to produce reports easily and quickly and the Board of Governors will value the information you can provide. If you have used any grants to help develop your facilities then your funding body will probably demand various types of information to ensure that you are meeting your obligations. Booking Pro will allow you to do this quickly and accurately.
   
  • It will give you a calendar of all bookings (both internal and external) so you can dispense with the diary
  Many schools are still using a diary to keep track of bookings. It can sometime be difficult to locate the diary and bookings can easily be overlooked. Booking Pro provides a single calendar for recording all bookings including those for the mini-bus, shared data projectors and other AV equipment, rooms for the Governors meeting and the sports hall for examinations.
   
  • When used with Booking Pro's vTill software will give you better control over your "Pay and Play" income
  Many schools use a basic cash register or cash box to help control their "Pay and Play" income. This can be time-consuming, error prone and difficult to reconcile/report on income sources. Booking pro's vTill software overcomes these problems, making it easy to record sales, take payments, print detailed receipts, reconcile against the cash drawer and analysis income sources.
   

These are just some of the reasons and should you wish to contact us to discuss particular ones in more detail then please contact us.

 

 
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