A Typical Scenario - Race Team Management company.

Requirement - Management of a season long Championship.

It will have multiple elements and require scheduled and unscheduled activities to be planned and carried out on behalf of several Customers (Drivers), by several staff (direct or sub-contract) over a period of months and will involve purchases and services from several suppliers, e.g. manufacturers, Tyre suppliers, oil suppliers, sponsors etc.

MotorsportMax will give you a 360 deg view of your business. Right from the first enquiry you can easily track and convert leads into quotes, quotes into jobs and jobs into invoices with a few simple clicks.

With MotorsportMax you identify and plan the sort of activities which would be required to run a championship. This may involve lease or purchase of vehicles, hiring of engineering and race support staff and planning tyre and oil requirements, circuit fees, driver coaching, testing charges etc. Once these have been identified they can be entered into MotorsportMax as tasks or items to create a ‘model’ which will allow the company to quickly identify likely costs of running a championship, and the revenues required to deliver profit. This ‘menu’ of potential activities can then be saved as a ‘template’ with templates copied and varied to build a ‘library’ of ‘templates to suit differing types of job and client requirements.

Margins can be added to jobs and then used to produce quotations for prospective entrants. These are easily be put together in minutes using your MotorsportMax “Championship” templates which can have items added or deleted as per each entrant’s requirement.

Once an offer has been accepted the quotation can be converted into an actual “Championship Entrant Acceptance” (job), milestones agreed (e.g. Billing types and schedule, testing, and races) The tasks required for each entrant’s vehicle can then be planned, scheduled and allocated to the appropriate resource or team member so a picture of overall planning and schedules is immediately available to view on the resource and Championship calendar.

The achievement of tasks, the entry of time sheets, additional costs incurred can be carried out directly by staff (if preferred) so that the management of the Championship and delivery of tasks is closely monitored.

Authorised staff can add additional tasks to a job , e.g. race damage repair, spares ordering, and the system can, based on the customers profile, log chargeable time, spares etc. which may vary from customer to customer. Time or costs can be added to a job from anywhere via the mobile App. Exceptions, delays and other performance factors can be monitored and flagged. The agreed billing profile for that customer will then ensure that the customer is always billed for additional services or items and that if engineer ‘overtime’ has been incurred that the costs are recorded and, if required, billed as appropriate to the customer.

When items are required to be purchased, MotorsportMax can produce Purchase Orders, with costs as agreed with the supplier. If the MotorsportMax system is linked to the Xero Accounts system then Sales invoices and Purchase orders will automatically be passed over to the Xero system, fully analysed against the appropriate Customer, Supplier, Vehicle, Revenue and Cost accounts in the accounting system.

View a snapshot of your performance anytime

With MotorsportMax Business Performance Reporting you can get a snapshot of how you’re tracking at anytime. See which your most profitable employees, jobs and customers are and understand profitability across different client categories. Uncover which services are most valuable and which ones are holding you back. Improve your business processes and make more money!

The Invoice Reporting suite of reports will help you get full visibility and understanding over profitability. Get an instant snapshot of billable jobs and improve cash flow. See how much money you've generated and find out who hasn't paid. View Work-In-Progress billing by job, partner, or whatever you like.

This will mean that the whole system will constantly deliver up to-date information across the whole business through the dashboard feature, giving analysis of each customer, Championship, type of work. It will also give early warning of likely overruns against budgets set for each element in the Championship entrant agreement .

Contact : George.Rourke@vismagic.com or Tel +44 (0)7876036420