Dymin Systems
Kayli Mernka
Highlights
- End-to-End Operational Transformation: RecyclyERP replaced repetitive processes involving Excel, Microsoft Word, handwritten notes and manual data entry with one connected ITAD platform.
- Document Templates Game-Changer: Fully branded and customisable templates automatically populate asset and serial-number information, allowing professional customer documents to be produced and shared without recreating them manually.
- Detailed Inventory Management: Dymin tracks laptops, desktops, servers and individual components, with RecyclyERP’s demanufacturing and Bill of Materials functionality supporting the recovery and management of reusable parts.
- Connected Website and Business Systems: Dymin redesigned its website using RecyclyERP and is preparing to move its full site onto the platform, alongside its connected QuickBooks Online accounting workflow.
- Exceptional International Support: Despite the UK-US time difference, Dymin consistently received responses to support requests within 24 hours, changing its expectations of what working with a software provider can be like.
1. Can you briefly describe Dymin Systems and your role there?
“Dymin Systems is an MSP based in Urbandale, Iowa. We primarily provide managed IT services to small and medium-sized businesses, alongside a dedicated IT Asset Disposition operation, which I manage.
“Our ITAD service handles electronics at the end of their lifecycle and determines how they can be processed, reused and resold as effectively as possible.”
2. Which parts of the ITAD process does Dymin manage?
“We manage the entire process. That starts with networking and finding potential customers, vetting leads and agreeing contracts.
“From there, we schedule collections, collect and process the equipment, recover its value wherever possible and resell suitable assets through our e-commerce channels.”
3. How did Dymin manage these processes before RecyclyERP?
“Receiving was managed through Excel spreadsheets. Certificates of destruction started as handwritten pages and were then transcribed into Microsoft Word documents.
“Diagnostics were completed using PC-Doctor, with the results written on paper and attached to each device. That information then had to be entered into another spreadsheet before equipment could be prepared for sale.”
4. What was the biggest problem with the previous way of working?
“Redundancy was the biggest issue. We had to carry out the same process and enter the same information several times.
“The amount of manual work created unnecessary administration. RecyclyERP gives us the opportunity to connect those processes through automation so that each step only needs to be completed once.”
5. Which other ITAD systems did you consider?
“We considered MakorERP and RazorERP alongside RecyclyERP.
“RecyclyERP made the most sense for where we were as a small to mid-sized ITAD operation. The cost to benefit ratio is exceptional - it gave us access to everything we needed without requiring us to pay for a large amount of functionality that we were not going to use.”
6. What ultimately led Dymin to select RecyclyERP?
“It offered the best combination of ITAD functionality, configurability and value for money for a business of our size.
“We could manage our operational processes, inventory, documents, website and integrations within a platform that could expand as we became ready to use more of it.”
7. How did you find the implementation and configuration process?
“The implementation was straightforward, and Recycly was quick to help whenever we encountered a question or issue.
“A number of the delays were simply because we needed time internally to complete particular setup activities. Whenever we needed support, the Recycly team helped us understand what needed to be done and moved things forward.”
8. How useful was RecyclyERP’s built-in Setup Assistant?
“I used the Setup Assistant throughout the entire setup process, and it was very useful.
“Starting at the beginning and properly laying the foundations makes the rest of the system much easier to understand. Each stage builds logically on the work already completed.”
9. How easy is RecyclyERP to learn and teach to other employees?
“It is very easy to use once the initial configuration has been completed.
“I recently trained another member of the team who had no experience of our previous processes. He could not understand why we had complained about the work being difficult because the RecyclyERP process was so straightforward.
“That really demonstrated the difference between the system and the repetitive manual work we had been doing before.”
10. As a US company, how has your experience been working with a UK-based software provider?
“The experience has been very good. We are in radically different time zones, but we have still received a response within 24 hours for every support ticket we have submitted.
“The communication has been friendly and responsive. In fact, our experience working with the UK-based Recycly team has been better than many of the experiences we have had with software providers based in the United States.”
11. How is Dymin using RecyclyERP for its website?
“Our intention is to move the full Dymin website onto RecyclyERP.
“We have already used the website editor to redesign essentially the entire website, and I am very happy with how it has turned out.”
12. What are the benefits of managing the website through RecyclyERP?
“It allows the website to sit much closer to the rest of our business processes rather than operating as a completely separate system.
“Our own team can create and update the website using the built-in editor. As we expand our use of the platform, it also gives us the opportunity to connect website content, products, customers, inventory and e-commerce processes.”
13. How does the QuickBooks Online integration support Dymin?
“The integration connects RecyclyERP with the accounting system already used by Dymin.
“Customers, products, invoices and credit notes can be linked between the two platforms. Invoices created in RecyclyERP can be transferred to QuickBooks Online as drafts, allowing the finance team to review and approve them while avoiding unnecessary re-entry of the same information.”
14. How is Dymin using RecyclyERP’s Document Templates?
“We use the Document Templates extensively for our documents, labels and reports.
“They have probably been the biggest game-changer for me. We no longer need to recreate every document after completing work for a customer.
“I do not have to manually type all the drive serial numbers or build a separate asset report. We can generate the information through RecyclyERP and send it directly to the customer.”
15. Has Dymin been able to customise its own documents?
“Yes. We fully customised every document to match Dymin’s own branding.
“The flexibility means our documents contain the information we need while maintaining a consistent and professional appearance for our customers.”
16. How has the Customer Portal improved the customer experience?
“The Customer Portal gives customers consistent access to their own documentation rather than leaving information within individual emails or requiring them to wait for us to resend it.
“Providing customers with a central place to access their documents makes Dymin appear more professional and established.”
17. What types of inventory does Dymin manage through RecyclyERP?
“We manage laptops, desktops, servers and the individual components recovered from those devices.
“This gives us a structured way to track complete assets as well as the usable parts that can be recovered during processing.”
18. How useful are the demanufacturing and Bill of Materials features?
“We use RecyclyERP’s demanufacturing functionality, and it works remarkably well.
“We have also configured Bills of Materials. This allows us to break equipment down into its individual components and manage the resulting inventory in a much more structured way.”
19. What wider operational improvements has RecyclyERP delivered?
“It has reduced our reliance on spreadsheets, improved asset visibility and made our processes more consistent and easier for other employees to follow.
“Before RecyclyERP, we did not have the reporting needed to understand basic information such as how many assets we were processing. We now have the system and data required to produce that insight.
“It also gives us a strong foundation for adopting more stock-control, reporting and automation functionality as the operation develops.”
20. How would you describe RecyclyERP’s value and your overall experience of working with Recycly?
“We selected RecyclyERP because it was the most reasonably priced option for the functionality we received, and I would consider it a good-value platform for US ITAD businesses.
“The support has been incredibly responsive. I have been genuinely amazed by how quickly the team has responded whenever we have submitted a support request.
“Working with Recycly has changed how I look at working with software providers. I am extremely grateful to have worked with the team, and I do not think anyone else will compare.”