Zwarts Veiligheid & Techniek is a specialist in lifting and hoisting equipment, offering services in sales, rental, repair, maintenance, and inspections. Almost a year ago, we interviewed Johan from Zwarts Veiligheid & Techniek. During this interview we broadly discussed how they use our software and their experiences with it. Now, nearly a year later, we take things a step further. In this customer case, we delve deeper into their processes and explore the significant role our software plays in them.
Centix: The core of all processes
At Zwarts, the Centix software lies at the heart of all their processes. Johan explains: “I initially started with just the certificate programme. Then I began exploring: what else can I do? That’s how it gradually expanded. Now we use Centix for rental and sales, managing work orders, planning – you name it. Because Centix is so flexible, it’s incredibly convenient for us, and that’s why we continue to rely on it.”
“Everything is integrated into one single system, which makes working more efficient.”
The sales and rental process
Zwarts’ sales and rental process begins at the office. Customers contact them via phone or email to place orders. Additionally, Zwarts is in the process of setting up the Centix webshop functionality. This feature will primarily be used to provide product information, such as manuals, dimensions, and specifications. Johan adds, “Customers will also be able to place orders through it soon.”
Through the Centix customer portal, Zwarts customers gain access to detailed information about their purchased or rented equipment using their personal login. The salesperson picks up the process, reviews the request, and sends a quotation or order confirmation to the customer. Johan explains: “What I like is that everything works automatically. As soon as you hit save, the quotation or order confirmation is sent immediately. This reduces the chance of forgetting anything.”
Once the order is approved, it is forwarded to the warehouse manager, who uses the pick list generated in Centix to collect the products and prepare them for delivery. Semi-finished products are completed by inspectors before being handed over to the warehouse manager as finished items. When everything is ready, the warehouse manager organises the order for dispatch or collection. Johan emphasises: “Everything that leaves here is always certified.”
Stock management with Centix
Zwarts’ stock is fully managed within Centix, using the ordering module. Johan explains: “Our warehouse has recently been equipped with Centix QR code stickers. With a handheld scanner, we can easily scan everything in. As we are still relatively young as an organisation and haven’t yet built up sufficient history, we currently conduct weekly stock checks. The automatic ordering process is available in Centix, but since we don’t yet know exactly which products are in high demand during specific periods, we haven’t activated it. For large orders, we place additional orders for the required products to ensure we don’t run out of stock.” When a product is out of stock, Zwarts uses the Centix purchasing module to order it directly.
Return processing for rentals
In most cases, customers return the rented products to Zwarts themselves. The warehouse manager scans the returned items and generates a return receipt, which is automatically sent to the customer. Johan explains: “Around 80% to 90% of our customers return the products themselves. The advantage is that we can address the customer directly in case of damage.” Any damage is recorded in Centix using a damage report. An employee inspects the product, documents the damage, and adds photos. The report is then sent to the customer along with a damage quotation.
Upon return, each product is inspected. Johan explains: “When a rental product is returned, it gets inspected first. The inspection certificate is not activated at this stage. We only activate it when the product is rented out again. Why? Sometimes a product sits on the shelf for six months, and if a customer rents it for three-quarters of a year, the certificate may expire during that time. By activating the certificate only when it is rented out, the customer always receives a certificate that is valid for one year. Before delivery, we always carry out a visual check.”
The inspection process
Zwarts conducts a wide range of inspections, including those for lifting and hoisting equipment, power tools, fall protection, climbing equipment, emergency lighting, fire extinguishers, and scaffolding. The primary focus is on the inspection of lifting and hoisting equipment, particularly inspections under the hook. This involves inspecting everything that hangs under the hook, such as chains and hoists.
“The customer has real-time visibility into what the inspectors are doing.”
Appointment and planning
Inspection appointments are arranged in consultation with the customer. For existing customer, a new appointment for the following year is typically scheduled immediately. Zwarts uses automatic notifications, known as object alerts, which inform customers 60, 30, and 0 days before their inspections expire. After the first notification, customers are often contacted by phone to ensure the inspection is scheduled on time. Additionally, customers can reach out to the planner directly to notify them when equipment requires inspection. The planner then schedules the inspection using the Centix planning module and creates a work order.
Execution of inspections
Zwarts’ inspectors use the Centix Work Order App, which keeps them up to date with the schedule and the equipment to be inspected. Inspections are typically carried out at the customer’s site. Zwarts also has a mobile workshop, in the form of a container, as well as a mobile load testing machine. This enables the inspectors to carry out nearly all work on-site.
When working with a new customer or new equipment, the inspector registers the equipment in Centix. Each item is assigned a unique Centix QR code, making it easy to access information about the equipment and review its inspection history. Inspections are conducted via the Centix Mobile App, using customised MI plans. If a piece of equipment is rejected during the inspection, the inspector attempts to repair it on-site. If repair is not possible, Zwarts offers the customer a replacement product. Johan explains: “For every item we reject, we also offer the customer a new product. We then make sales from this as well.”
In some cases, equipment needs to be taken back to the workshop, typically when the inspector does not have the right part to carry out the repair immediately. A new work order is created in Centix for this process. In the workshop, the required part is sourced, and the repair is then carried out.
Customer portal: Always access to certificates
Customers are given access to the Centix system, where they can view their inspected equipment. Johan explains: “The customer has real-time visibility into what the inspectors are doing. The certificates for the inspections are available online immediately. That process works very smoothly, also for the customer. It’s clear and well-organised. As soon as the customer selects a piece of equipment, a certificate is instantly available.”
All customers have access to view their certificates. Some customers also have access to the move basket. Through user roles and rights, Zwarts can control who has access to specific functionalities. For example, machinists can access the certificates for the crane they operate but do not need access to the webshop.
Link between Centix and Exact
Since this year, Zwarts has established a link between Centix and Exact for invoicing. When an invoice is created in Centix, it automatically becomes an entry in Exact. Johan explains: “The advantage of this is that I only have to invoice once.” In their previous accounting system, an invoice in Centix was first converted into a work order. Then, it had to be checked to ensure everything had been transferred correctly before being invoiced again. Thanks to the link with Exact, this extra step is no longer necessary.
Conclusion
Johan: “We are very happy with Centix’s software. Thanks to the flexibility of this system, we can offer customised solutions that perfectly meet our customers’ needs. Everything is integrated into one single system, which makes working more efficient. Centix is a great partner for us to work with!”
Discover what Centix can do for your organisation
Have you become excited after reading about Zwarts’ experiences and are you eager to learn more? I would be happy to guide you through the possibilities Centix has to offer in a product demonstration. Depending on your requirements, I will brief you in half an hour to an hour and a half to give you a clear picture of our complete equipment management solution!
Would you prefer to discover it at a time of your choosing? Request the demonstration video here!
Would you prefer to discover it at a time of your choosing? Request the demonstration video here!