Eazy Costing

Implementation Process

1. Initial Consultation & Demo

   • Businesses usually start with a demo or consultation to understand how Eazy Costing fits their needs

2. Data Preparation

   • Users prepare existing job, inventory, and financial data for migration. This step can be time-consuming if data is scattered or inconsistent.

3. System Setup

   • Configuration of modules such as quoting, invoicing, inventory tracking, and integration with Xero accounting software.

4. Training & Onboarding

   • Eazy Costing provides training to ensure teams understand how to use the platform effectively. This includes mobile team management and reporting tools.

5. Go-Live & Support

   • After setup and training, businesses go live with the system. Ongoing support is available to resolve issues and optimize usage.

Estimated Timeline

• Simple setups (well-organized data, small teams): a few days to a couple of weeks.

• Complex setups

Eazy Costing supports a wide range of industries including electrical, plumbing, HVAC, solar, manufacturing, and more. Its modular design allows businesses to tailor the platform to their operational requirements:

• Industry-Specific Modules:
  • Manufacturing Module: For in-house stock item creation.
  • Maintenance Scheduler: For routine service planning.
  • Contracting Module: For managing long-term service contracts.

  • Checklists Module: Enables technicians to use electronic checklists attached to jobs and call-outs.

• Flexible User Management:
  • Add users in blocks of 5 (R100/month per block).

  • Manage sub-stores or vehicles individually (R175/month each).

• Inventory & Job Costing Customization:
  • Real-time inventory tracking.
  • Custom job cards with records, checklists, and signatures.

  • Ad-hoc invoicing and quoting with travel, labor, and materials included.

• Accounting Integration:
  • Seamless sync with Xero (via API).

  • CSV-based integration with QuickBooks, Sage, and IQ Retail.

• Mobile Team Management:
  • Track labor time and job progress via mobile devices.
  • Assign tasks and monitor field operations remotely.

• Core Subscription: R2,730/month : Includes 5 users, 5GB storage, and accounting integration

• Additional Users (per 5): R100/month : Scales with team size

• Sub-Stores / Vehicles (each): R175/month : For managing multiple locations or service vehicles

• Extra Storage (per 50GB): R100/month : For larger file storage needs

• Checklists Module: R320/month : Adds technician checklist functionality

• Manufacturing Module: R320/month : For in-house stock production

• Maintenance Scheduler: R320/month : For scheduling recurring services

• Contracting Module: R320/month : For managing service contracts

• Setup Fee: R1,000 one-time : Initial system setup

• On-Site Training: R850/hour : Estimated 12–16 hours for full implementation

• Zoom Training: R575/hour : Remote onboarding option

• Phone Support: R500/hour : For live assistance

• Ticket-Based Support: Free : Included with subscription

• Data Processing: R500/hour : For data migration or cleanup

• Travel Costs (outside major cities): On request : Applies to on-site visits outside Cape Town or Gauteng

Eazy Costing offers a range of onboarding and support options tailored to different business needs:

• Setup Fee: R1,000 one-time for initial configuration

• On-Site Training: R850/hour (typically 12–16 hours for full implementation)

• Zoom Training: R575/hour for remote onboarding

• Phone Support: R500/hour for live assistance

• Ticket-Based Support: Free and included with subscription

• Help Centre & Documentation: Available online for self-guided learning

Eazy Costing prioritizes data protection with robust multi-layered security protocols:

• Two-Factor Authentication (2FA): Adds an extra layer of login protection

• Audit Logging: Tracks user activity for accountability and compliance

• Secure Cloud Infrastructure: Ensures data is stored safely and reliably

• TLS Encryption: Protects data in transit against interception

• User Authentication Controls: Prevent unauthorized access to sensitive information

• Cloud-Based SaaS Model: Updates are rolled out automatically without user intervention

• Newsletter & Notifications: Users receive alerts about new features and improvements

• Feature Enhancements: Updates often include improvements to inventory control, job costing, and reporting tools

According to Eazy Costing’s Terms of Use Agreement:

• Data Ownership: Subscribers retain ownership of their data. Eazy Costing does not claim rights to the intellectual property of the subscriber’s business data.

• Portability: While the platform is cloud-based, users can export data in formats compatible with accounting software like Xero, QuickBooks, Sage, and IQ Retail. This supports data portability if switching platforms or conducting audits.

• Security & Access: The platform includes user authentication and audit logging to ensure secure access and traceability.

Eazy Costing offers modular pricing and flexible user management to accommodate organizational changes:

• Add Users: You can add users in blocks of 5 at R100/month per block.

• Add Sub-Stores or Vehicles: Each additional unit costs R175/month.

• Add Modules: Optional features like Checklists, Contracting, Manufacturing, and Maintenance Scheduling can be added at R320/month each.

• Reduce Usage: You can scale down by removing users, modules, or sub-stores. Charges are billed monthly in advance, so changes typically take effect in the next billing cycle.

• Subscription Model: Eazy Costing operates on a month-to-month subscription basis. Once a Subscriber Account is created, services continue monthly unless canceled.

• Cancellation by Subscriber:
  • Either party may terminate the agreement with at least 30 days' written notice.

  • If Eazy Costing updates its Terms of Use, subscribers have 30 days to cancel after notification. If no cancellation occurs, the new terms are deemed accepted.

• Non-Payment Consequences:
  • If payment is 7 days overdue, Eazy Costing may suspend the subscription.

  • If payment is 14 days overdue, Eazy Costing may terminate the subscription.

• Breach Clause:

  • If either party breaches a material term and fails to remedy it within 14 days of written notice, the other party may cancel the subscription or seek legal remedies.

• Amendments:

  • Eazy Costing may amend terms and fees at its discretion with notice. Subscribers can cancel within 30 days of such notice.

• Dispute Resolution:
  • Disputes are resolved via arbitration in Cape Town, under the Arbitration Foundation of Southern Africa.

Eazy Costing adheres to several key compliance and data protection standards:

• POPIA (Protection of Personal Information Act): As a South African company, Eazy Costing complies with POPIA, ensuring responsible processing of personal data.

• ECTA (Electronic Communications and Transactions Act): The platform complies with ECTA, governing electronic transactions and data security.

• Confidentiality & Data Protection:
  • Personal and business data is stored on secure databases.
  • Data is only shared with trusted third parties for service delivery.

  • Subscribers retain full ownership of their data and may request corrections or deletions.

• Cross-Border Data Transfers:

  • Permitted only when reasonably necessary for service delivery.

• Security Measures:
  • Includes audit logging, user authentication, and encryption protocols.