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Industry Insight Tips & Advice Ultimate Guide

The Pains of Data Entry and How To Solve Them

Few industries can rival the construction industry’s reliance on data. With so many moving parts in the form of contractors, subs, materials, inspectors, compliances, and accounting, having accurate data to work from is critical to keeping the job on track. However, the industry’s approach to data entry is antiquated at best.

But when someone does something long enough, they may struggle to realize inefficiencies or that there are better ways to do things. This couldn’t be more true for the construction industry, as many contractors have simply accepted the pains of data entry. But, there is a better way to get the job done with more speed, accuracy, and corroboration.

The Challenges of Data Entry

Data entry gets a bad reputation, and it’s usually for good reason (or several, for that matter). The following are some of the challenges that contractors face with data entry, and they certainly contribute to data entry’s bad name.

1. It Can Be Slow

Data entry is a painfully slow process. First, someone has to record the data—something that is often done manually in construction. Then, someone needs to sit down and enter the data into the system, piece by piece. Finally, that data is then used to form different reports and values, helping the contractor make informed decisions.

All of this takes valuable time from at least one of the contractor’s staff members, but likely three or four. This time spent can quickly equate to money lost, especially if those reports don’t contain the latest data or an error renders them useless.

2. It Can Be Inaccurate

Any time a human is responsible for data entry, that data is susceptible to errors or inaccuracies. Whether it’s that a decibel is in the wrong spot, the person entering the data can’t read the handwriting of the person who recorded it, or they’re inputting the data in the wrong place, mistakes will abound.

One small error extrapolated over several reports can be a serious issue. Not only can this cost the contractor all of the value they could’ve hoped for from the reporting process, but they might make critical decisions based on data they believed to be correct or up to date, only to find out it’s not.

3. Storing and Organization Can Be a Pain

Getting data into a system is one thing. Storing it and organizing it is an entirely different animal. With the amount of data that a typical project creates, file cabinets full of reports and data points just won’t cut it anymore. But, electronic reports saved individually to a local storage system aren’t much better.

Contractors that aren’t using a platform to sort and store their data are wasting time and potentially money. It can take longer to compile a report, make decisions, or avoid mistakes. Conversely, when that important information is readily at-hand, contractors can be more nimble and make better decisions.

4. It Can Be Hard to Access

Accurate, well-organized data and the reports that it comprises are great, but accessing them can be a nightmare. A report stored on a localized system back at the office won’t help with game-time decision-making, leading to contractors choosing between wasting time or flying blind, both of which can be very costly mistakes.

Also, poorly organized data can affect the way business is handled. Investors, executives, and partners rarely enjoy waiting for reports just to see how the latest project is stacking up. And, they want to know if things are on track with the very latest data. This situation can get even worse when the contractor, their clients, and the other parties are using different systems to access their reports.

Construction Management Software: Data Entry Solution

Luckily, construction data entry and many of the issues that go along with it are easily solved with Premier Construction Management Software.

1. Automated Workflows Reduce the Opportunity for Errors

One of the best ways to reduce data entry errors is to simply reduce data entry. Premier Construction Software provides automated workflows that allow users to input data and automatically distribute it to the folks that need to review, approve, or deny it. Since the staff isn’t re-entering the same data on several reports, there are fewer opportunities to introduce errors.

2. Gain Access from Anywhere

Premier’s all-in-one software solves data access issues, as well. By using cloud-based storage, Premier allows users to review data, reports, and even drawings from anywhere in the world. All they need is a web-enabled device. Contractors, clients, and decision-makers can quickly check the documents to make better decisions at the moment.

3. Standardized Systems

One of the most important aspects of all-in-one construction software is standardizing the systems which everyone uses. Rather than using four or five software platforms in-house to store and view documents, or potentially more across several clients and subcontractors, Premier provides access to several parties to the same platform. Again, this reduces the opportunity for error but also ensures everyone has access to the same data.

4. Automatic, Real-Time Updates

Data is only accurate if it’s up to date, and that’s one of the most significant hurdles that Premier’s all-in-one software handles best. Every time a change occurs within the system, whether it be a budget item, a schedule change, a compliance expiry, or a materials change, a whole-system update is triggered.

Any report affected by these changes will automatically reflect the new value. Anyone accessing those reports will see the most up-to-date data, allowing them to make the best decision possible with real-time information.

Simple Process

The biggest benefit of streamlining the data entry and management process with Premier Construction Software is how easy it is to implement. Premier’s team will help contractors implement their software, training their staff to use each of the features seamlessly. And, if any issues arise or staff has questions, each company will have one account manager to help them navigate the challenge.

Contractors using Premier software will be able to set up their own customized workflows, allowing them to use real-time data to create forecasting reports, job costing, and accurate billing. This translates to less time spent entering data, and fewer mistakes—something all construction companies should strive for.

Author Biography:

Tom Scalisi has over 15 years of experience working in the trades. Since moving to full-time freelance writing, he has developed a passion for helping construction companies grow. He enjoys teaching contractors how technology can streamline their businesses and educating them about their rights during payment disputes. 

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Features Industry Insight Tips & Advice Ultimate Guide

Are Project Management Solutions Really the Solution?

When shopping for construction project management software, it can be difficult to determine if it’s best to go with a standalone service or an all-in-one that includes accounting. Both have their pluses and minuses, and a lot depends on how you run your business and the size of your staff.  

Premier Construction Software provides an all-in-one solution for your project management, accounting, and financial data needs. And while standalone PM solutions may look attractive, they really create more work than they save. Here are some of the features that Premier provides that standalone products don’t. 

Real-time cost data 

Some standalone project management solutions sync data with the accounting software at the end of the day or when told to manually. So, the data that is represented in the PM solution can be hours or days old. Project managers can’t be sure that they are looking at the latest and greatest information unless they sync the data themselves. 

With Premier, project managers have instant access to all cost and budget data and details as soon as it’s entered. This includes updates to project estimates when budget change orders are approved. The software automatically updates the budget and creates progress billing lines. Project managers can be confident that the information they have, even when accessed on a mobile device in the field, is accurate and up to date. This helps them make better decisions about the project to keep it on schedule and on budget. 

 

Access to all financial data 

Some standalone solutions provide only general information about costs, such as subtotals by cost type or grand totals. Managers can’t drill down into the data specifics because not all the data is shared with the PM solution. 

Premier’s financial data isn’t based on what one program does and doesn’t share with another. All of its information comes directly from the source, allowing project managers to get the information they need, including details and documents. They can look at all costs for a cost code and type and determine if a transaction has been coded correctly, ensuring that costs are properly allocated. Using the forecasting module, PMs can account for unanticipated costs and request internal budget transfers to keep the project on track. 

 

Custom billing forms 

Some solutions provide standard billing forms (like the AIA G702 and 703), but there isn’t much flexibility. Or they only provide templates for generalized invoices. Companies have to create their own invoice templates outside the system to meet their client’s needs. Then that information has to be entered into the accounting software, creating two sources for original data. This double-entry can lead to costly errors. 

Premier’s customized billing forms allow you to design just the form you need to match your client’s requirements. This flexibility allows you to present your billing the way your client wants to see it without adopting a workaround. You only have to enter the data once and have access to all the documents and reports you need to support the billing. Need to make a correction? Instead of a lengthy voiding process, our software allows you to quickly make one-click edits and simple invoice reversals. 

 

Detailed reporting 

Some standalone solutions only receive summary cost data from the accounting system. The export of data doesn’t include detailed information or images of documents to help users research issues. If a problem or question comes up, workers must look at multiple sources to find the information they need. 

Premier offers the ability to drill down to specific transactions and get all the information you need to solve a problem or answer a question in just one platform. Reports can be customized to provide as much, or as little data as is necessary. From generalized summary reports to detailed transaction reports, PMs can get the level of information they need to keep their projects on budget. This allows project managers to quickly get the accurate information they need to manage the project and make key decisions. 

 

Equipment and inventory cost integrations 

Some standalone PM solutions don’t support inventory or equipment cost and revenue tracking. Most companies choose to track these separately in a spreadsheet or by hand as a workaround. This can lead to potential mistakes and inaccurate cost and revenue data. 

Premier’s integrated equipment and inventory modules provide tracking, costing, and purchasing tasks that help ensure the accuracy of billing and cost data. You can track equipment-related expenses and assign mark-ups by the hour, day, week, or month. It also enables you to track historical supplier pricing and assign custom billing prices with custom mark-up codes. This ensures your company gets the revenue it deserves when using its own inventory and equipment and lets you know when it’s time to invest in new equipment or purchase more inventory. 

Automation 

Some PM solutions offer little or no automation of tasks. In addition, because data must be entered into the accounting system and the PM system, they require double the amount of work to keep data accurate in both systems.

Premier allows automation of routine and repetitive tasks, like repetitive invoice entry and automatic pay when paid payments. In addition, when an approved change order is received, the software auto-generates progress billing lines and creates and emails subcontract and purchase order change orders to subcontractors and suppliers. This saves workers time and creates workflow efficiency. 

And now for our verdict…

Premier allows contractors and subcontractors to get the real-time data they need to the level of detail they require, provide custom billing forms, track equipment, and inventory expenses and revenues, and take advantage of automation to increase productivity and efficiency. For more information or a free demo, invest in your business and contact Premier today.

Author Biography:

Dawn Killough is a construction writer with over 20 years of experience with construction payments, from the perspectives of subcontractors and general contractors. Dawn has held roles such as a staff accountant, green building advisor, project assistant, and contract administrator.  Her work for general contractors, design firms, and subcontractors has even led to the publication of blogs on several construction tech websites and her book, Green Building Design 101.

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Industry Insight Tips & Advice

Go Mobile: 5 Reasons to Transition to Mobile Devices for Construction Reporting

Construction is a unique industry, where most of the work takes place off-site. This can lead to unique communication challenges, many of which have been reduced thanks to mobile technology. 

In the 2021 Construction Technology Report, the annual survey found that every year since 2018 over 90% of respondents is using smartphones daily. During the same period, tablet use has been increasing. Construction companies are increasingly recognizing the value of going mobile.  

Here are the top five reasons construction companies use mobile devices on the job, according to the survey: 

  • Daily reports 
  • Photos and video
  • Time management 
  • Safety management 
  • Drawing management 

While most companies are actively adopting mobile technology, some still rely on tried-and-true paper documentation. Due to the nature of the work, this can lead to project delays and added costs due to rework. Adopting mobile technology has several benefits for construction companies. 

Benefits of going mobile

  1. Better communication

Construction projects require almost constant communication between team members and the office. A lapse in communication can lead to errors and rework. Using mobile devices allows workers to communicate with the office and other team members while still in the field. There’s less wasted time in meetings and going to the office. Improved communication leads to better outcomes in the field, reducing errors and rework. Team members’ questions get answered quickly and efficiently without downtime. 

  1. Access real-time information

Many mobile apps allow field workers to provide input to and pull up reports, drawings, and emails without leaving the field. Project managers can see budget reports at any time, so they know where the project is. Supervisors can access productivity reports and compare them to past reports. Team members don’t have to wait for reports to be generated, they can access them when they need them. This allows them to make better project decisions quickly, avoiding schedule delays. 

  1. Improve productivity

With access to data at their fingertips, workers spend less time in meetings, going to the office, and on phone calls. They can spend their time actively working on the project, instead of looking for lost documents, timecards, or other paperwork. Productivity is maintained and efficiency is improved through the use of mobile technology. 

  1. Improve organization

Mobile apps provide document management, helping workers find the information they need when they need it. Workers no longer have to spend time looking through multiple folders on a shared drive or combing through files in a truck. Drawings are automatically marked with revisions, making it easy to know when you’re working with the current version. This helps prevent mistakes due to lack of communication and reduces rework. 

  1. Integration

Integrating information between the field and the office improves productivity, prevents mistakes, and improves organization. Workers spend less time reentering data into multiple systems and are able to be more productive in their work. Data entry mistakes are reduced, and information is available at the touch of a button, instead of waiting for lengthy reports. 

Premier Construction Software allows teams to communicate in real-time, from the field and the office. This improves communication, gives teams access to real-time data, improves productivity and organization, and is completely integrated. The mobile connection saves companies time and money on slow paper processes. It helps ensure that everyone is working from the same data at the same time. 

If your company is ready to go mobile with your project management and accounting software, contact us for a demo or to answer any questions. 

Author Biography:

Dawn Killough is a construction writer with over 20 years of experience with construction payments, from the perspectives of subcontractors and general contractors. Dawn has held roles such as a staff accountant, green building advisor, project assistant, and contract administrator.  Her work for general contractors, design firms, and subcontractors has even led to the publication of blogs on several construction tech websites and her book, Green Building Design 101.

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Tips & Advice Trends & Technology

Inefficiency Costs in Construction

It doesn’t matter which industry you work in, inefficiency is a profit killer. Doing things twice, taking too long to accomplish a goal, or paying too much to get something done are all sure ways to beat up a company’s wallet. For that reason, most companies aim to streamline their processes and improve efficiency. Unfortunately, that’s a tall order for the inefficiency costs in construction. 

What causes inefficiencies in construction?

Inefficiencies typically start with a lack of information, but they can take many forms. The following are some of the largest contributors to inefficiency costs in construction.

Poor Planning

There are many moving parts on a construction project: project owners, general contractors, subs, suppliers, designers, engineers, inspectors, financing lenders, and more. Getting all of those parties to play nicely and on time with each other is truly an art, especially when it comes to scheduling. 

One scheduling snafu can cause massive issues, especially if it involves a materials delivery or a specialty sub that can’t make it back to the site in the near future.

Poor Communication

One of the most significant issues causing inefficiencies in construction is poor communication. Job site confusion, questions about certain aspects of the project, unclear scopes of work, and even changes in designs aren’t always handled quickly and efficiently. Instead, questions compile and delays build, costing the contractor, subs, and project owners precious time and money.

Let’s look at a likely situation: A specified type of flooring isn’t available, and the flooring sub needs to know what to do. Instead of taking the efficient route and sending an RFI to the designer, he tells the GC he needs an answer before ordering. The GC is juggling 15 things at one time and gets distracted by something on the job. He never delivers the message. 

By the time the subcontractor needs to be on-site and laying floors, he’s already behind schedule because he was waiting on an answer and couldn’t order the floor. 

Lack of Skilled Labor and Training 

The construction industry’s need for skilled labor is well documented, but understanding how much this lack costs the industry isn’t so cut and dry. Without a crew of men and women that a company can rely on, projects take longer than necessary. Also, these crews’ inexperience means they might not recognize when they’re working inefficiently.

A lack of training can contribute to the issue. Whether it’s a new system or technique, or even just basic safety, not training staff in how to do a particular aspect of the job will cost a business. In the best case, they learn by trial and error. In the worst cases, injuries can occur. In either case, things are running inefficiently.

And, consider the amount of time and resources it takes to recruit the folks to help run the business as smoothly as possible. What could the company do with those resources, otherwise?

Aversion to Technology

One aspect that separates the construction industry from just about every other business is its unwillingness to adopt new technology. While most industries have moved toward automation and streamlined processes thanks to the latest technology, construction holds fast to its old ways. 

Take drawing management, for example. If a company is still using paper plans, they need to be sure they’re using the latest, most updated set of drawings. Someone needs to print the plans and get them to the job site, costing money in supplies (paper and ink) as well as travel time and vehicle cost (gas, wear and tear).

Instead, a drawing management system allows GCs and project managers to check for the latest plans via a mobile device from the job site. And, anyone else who needs to see those plans will also have instant access, allowing them to make decisions or change course whenever necessary. 

What Inefficiencies Can Cost a Construction Company

When you consider the wide range of inefficiencies that exist and what can cause them, it doesn’t take much to imagine they make a huge impact on the bottom line. 

While some situations are unavoidable, issues caused by poor communication are estimated to cost construction workers almost two full days of work each week. Multiply those two hours by everyone on the project, and it becomes painfully obvious that time is money. 

And, if you consider how much time call-backs cost, as well as time spent on fixing avoidable errors caused by miscommunication, the numbers get worse. It’s estimated that all of these inefficiencies are costing the construction industry around $177 billion each year. 

There is a Solution

Most of the issues that cause inefficiencies are the result of poor communication or missing information. The good news is there is a simple way to improve communication and collect data in one spot—utilizing and ERP-based construction management software.

Automation

ERP software can streamline a business’s day-to-day tasks. By automating some of the more mundane and error-prone manual tasks, the team can focus their attention on creative solutions to unique problems. Whether it be tracking revisions, ensuring everyone’s compliances are up to date or giving everyone on the job an easier way to pay or get paid, automation can be the answer.

Better Decisions

It’s tough to make a good decision without all the information available, and construction management software can help. By centralizing all the data collection with an ERP, decision-makers will have the latest data and information available. This allows them to make smarter, more informed decisions to limit inefficiencies and keep the company and project on track. 

Drawing Management

Drawing management is also critical to ensure everyone is literally on the same page. Revisions and changes are instantly available to everyone on the job. If there are any questions or an RFI is necessary, creating and managing those documents using the ERP software is easy. Automated workflows ensure everyone who needs to receive these documents does, improving communication.

Cloud-based Access

Finally, construction management software can ensure that all of the important data, reports, drawings, invoices, and other documents are available at the users’ fingertips. Cloud-based software allows access from anywhere and on any device with access to the internet. Coupled with real-time updates, cloud storage ensures everyone is working with the same data at all times. 

Better Reporting

Last but not least, ERP-based construction management software helps businesses look at their past practices and forecast their futures. With automatically updated reports like job costing and budgets, and key performance indicators, the company will have an easier time hunting down inefficiencies and improving its practices.

Check out Premier Construction Software to see if it fits your company’s strategies and goals.  Our construction management and accounting software provide teams with the tools they need to take advantage of these technologies. Schedule a demo by contacting us today.

We’re more than just construction financial software. We’re built to help your business. 

Author Biography:

Dawn Killough is a construction writer with over 20 years of experience with construction payments, from the perspectives of subcontractors and general contractors. Dawn has held roles such as a staff accountant, green building advisor, project assistant, and contract administrator.  Her work for general contractors, design firms, and subcontractors has even led to the publication of blogs on several construction tech websites and her book, Green Building Design 101

 

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Industry Insight Tips & Advice Uncategorized

5 Ways To Improve Mental Health in the Construction Industry

Mental health awareness has skyrocketed in recent years. With celebrities, athletes, and public figures bringing this once-hushed topic into our daily lives, many industries are having long-overdue conversations. The construction industry needs to be one of them.

More so than almost any other type of business, the people who make up the construction industry are dangerously susceptible to poor mental health. In fact, the Suicide Prevention Resource Center places construction as the industry with the second-highest rate of suicide, behind only the mining, quarrying, and gas extraction industry. That’s a statistic that shouldn’t be overlooked.

The issue is this: overall mental health in the construction industry can’t improve if the tough conversations don’t come up and leadership doesn’t take action. Let’s take a deeper dive into mental health awareness in the construction industry and what we can do to improve it.

What is mental health?

While it’s one of the most affected industries, construction as a whole doesn’t talk much about mental health—in fact, the topic is often looked down upon. For that reason, folks who spent their whole lives building things might not be overly aware of what mental health truly is.

According to the CDC, mental health is “our emotional, psychological, and social well-being. It affects how we think, feel, and act. It also determines how we handle stress, relate to others, and make healthy choices.”

And, here’s a critical distinction: mental health and mental illness are not the same things. These terms are not interchangeable, and someone experiencing poor mental health is not necessarily suffering from a mental illness. This is an aspect of mental health that the construction industry needs to recognize.

Why is mental health in the construction industry so poor?

Before we can take steps to improve the mental health of the people that make up the construction industry, we have to identify what the issues are.

First, understand that stress is a major factor affecting the mental health of the construction industry. Long workdays, delays, employment uncertainty, contract disputes, and the generally physically taxing nature of the industry all wear people down. When you also consider the amount of money on the line for many contracts, the stakes are incredibly high for the industry. 

Employees are often afraid to take a sick day or leave early for fear of it affecting their jobs, as well. Rather than stay home when sick, hurt, or suffering from mental health challenges, they come to work out of fear they’ll be fired, scolded, or berated. 

We also need to look at the demographics of the industry. Construction is—and has thus far been—male-dominated, with men making up approximately 90 percent of the workforce. As a whole, males are less likely to discuss mental health than women for fear of being seen as weak or unable to cope with their challenges. As a result, they never reach out for mental health guidance, which is evident in the construction industry.

This is also an issue perpetuated through generations. The older generations never discussed mental health or even recognized that it could be an issue. By handing down trade secrets, techniques, and wisdom to the newer generations, they’ve unknowingly transferred this closed-off mindset toward mental health.

With this closed-off mindset comes the inability to recognize the signs of mental health distress or find healthy ways to improve it. Instead, depression, diminished physical health, high blood pressure, substance abuse, and other “accepted” issues plague the industry, many stemming from the taboo surrounding mental health. 

5 Ways To Improve Mental Health in the Construction Industry

Thus far, it’s been a very bleak outlook for the construction industry’s mental health. But, it doesn’t have to be that way forever. With a bit of awareness and encouragement, construction doesn’t have to suffer as it always has.

1. Improve Company Culture

Company culture has a lot to do with the stress that its employees feel. A rush-rush, hectic company that ignores accomplishments and harps on mistakes is not a great place for anyone to work, and it will take its toll on mental health.

Instead of that volatile environment, strive to improve company culture:

  • Recognize employees for their hard work
  • Throw events to show your crew you appreciate them
  • Have quarterly seminars with guest speakers and free lunches
  • Encourage employees to sign up for training
  • Allow employees to use their PTO time responsibly
  • Encourage breaks during the day

There are more approaches to take as well. While none of them improve mental health directly, they do create an atmosphere where employees feel valued.

2. Educate Employees

Many of the most affected employees don’t recognize the signs of poor mental health. For that reason, education is critical.

There is employee well-being training that will come to a workplace and educate the employees about mental health. This will inevitably be met with groans and eye-rolling, but with the right trainer, a lot of good things can happen. Holding regularly scheduled training keeps the conversation rolling, and as employees find benefits or takeaways, those training will begin to pay dividends.

3. Give Your Employees the Opportunity for Help

Even when someone recognizes that they aren’t feeling like themselves, they might not know where to turn. An Employee Assistance Program (or EAP for short) gives them that first step. These programs help with not only mental health at work but also the effects everyday life can have on a person. 

Also, provide your employees with contact information for the Substance Abuse and Mental Health Services Administration and other similar programs.

4. Make Mental Health Awareness Part of the New Generation

One way to improve your company’s approach to mental health awareness is to sow the seeds early with the new generation. Whenever onboarding a new employee, be sure to discuss your training, sick day policies, and EAP so they know that their well-being matters. Just make certain that you hold up your end of the deal.

While this is certainly a “long game” approach, it’s much like farming for a healthier company. Planting the seeds with this generation will help remove the stigma over time and create a healthier, more accepting work environment where conversations about mental health are more normalized and less taboo.

5. Make Awareness Start at the Top

Construction is a taxing and tolling business, and successful business owners, project managers, foremen, and supervisors have all taken their share of blows. It’s important to understand that for mental health awareness to truly take hold, it needs to start with these leaders.

First, business owners need to believe in something if they expect their employees to follow suit. Attending their own training, reaching out for assistance when their backs are against the wall, and having these difficult conversations are all critical. Only then can the belief trickle down to the managers and supervisors. With management on board, the boots on the ground will have the support they need to take care of themselves and their mental health.

It Takes Awareness

Improving the mental health of the construction industry as a whole requires awareness. Once we’re able to remove the stigma surrounding asking for help, we might be able to lower the rate of suicides, depression, and health conditions while also improving productivity and safety. With the tips outlined in this article, change is within the industry’s reach. 

Premier Construction Software is a true cloud, all-in-one accounting, job cost, project, document, and drawing management solution designed to meet the needs of GCs, Developers, Design-Build, and Homebuilders. Trusted by thousands of companies, Premier partners with forward-thinking, progressive construction companies to provide a fully integrated solution for office and field staff operating on Mac, PC, and any mobile device. Premier operates in North America as well as Australia, providing a true cloud solution that meets the needs of both markets today.

Check out Premier Construction to see if it fits your company’s strategies and goals. See how we can help your construction company to work smarter. Schedule a demo by contacting us today.Author Biography:

Tom Scalisi has over 15 years of experience working in the trades. Since moving to full-time freelance writing, he has developed a passion for helping construction companies grow. He enjoys teaching contractors how technology can streamline their businesses and educating them about their rights during payment disputes.