3 Benefits to Connecting Work Orders with your Accounting Systems

By keith bateman on December 8, 2017

Eliminating Speed Bumps in Productivity

No one loves doing work orders, but they’ve become an essential part of the data collection process for many companies across the world (especially in the Construction industry).

While more and more companies every day are transitioning away from paper-based data collection methods, the fact still remains that the majority still complete work orders by hand. The issues with completing work orders by hand include:

  • Incomplete reports
  • Unreliable data
  • Inconsistent reporting times
  • Untrackable metrics

But the great thing about implementing a platform like GoCanvas is that it can be easily customized around the current business processes and systems that you already have in place. It also enables you to capture different types of data that you weren’t able to easily collect before with your paper-based work order process.

Features like Photo Capture, Barcode Scanning, GPS Location Verification and more allow you to leverage the power of your mobile device to collect the highest quality data, in real-time. But the best part is that all the data is automatically transferred to the GoCanvas secured cloud database where it can be easily organized and shared with your existing backend accounting and management software programs like Quickbooks.

Let’s now dig deeper into how mobile work orders can increase your business’s efficiency on the frontend and, more importantly, on the backend.

Increase in Worker Accountability

When looking to streamline your work order process, the first place to start is with your field workers. These employees collect all initial information that eventually gets returned to the office, processed, and turned into detailed reports for managers. This is why it is incredibly important that the information they collect is accurate, legible, fully complete, and as detailed as possible. Unfortunately, with paper, this is not consistently possible.

By going paperless with a platform like GoCanvas, you are able to control the quality and type of information that your field workers are collecting with the work order mobile app. You’re able to customize the work order mobile app to pull information from your internal databases so that employees no longer have to manually type information into the form. The types of information that you’re able to upload into your work order mobile app include project lists, cost codes, material lists and so much more!

Just days after deploying mobile work orders to your field workers you’ll quickly begin to see the benefits. The data will come back faster and with zero data fields incomplete and/or missing. All the data will also come back legible and with the same terminology used within your billing and invoicing software. You’ll essentially eliminate all the time you previously wasted on phone calls trying to reconcile mistakes and re-entering data into spreadsheets. This one process improvement can easily save you 50+ hours of productivity every month!

Seamlessly Connecting Field Data to Back Office Systems

This is where we come to the benefits to the office staff and how the integration of the GoCanvas database to your existing accounting software can instantly streamline operations.

By implementing GoCanvas mobile work orders, the data that field workers collect is automatically being placed in a cloud database for review. But for many companies, it doesn’t end there. In order to achieve peak business efficiency and productivity, many companies are integrating their GoCanvas databases’ with their existing billing and invoicing software systems.

GoCanvas to Quickbooks, Xero, Sage,

This database integration allows companies to automatically push the data that they collect out in the field directly into their invoicing software in real-time, without delay or human intervention. It totally eliminates the need to have someone manually re-enter the data back into your accounting systems, and allows them to focus on more important operational tasks. This means that work or job orders can begin being processed within minutes while also increasing your daily operational efficiency by getting paid for jobs in days, not weeks.

How to Get Started

Whether it be Quickbooks, Freshbooks, Xero, Sage or anything else – GoCanvas can help you connect with it!

Our out-of-the-box integration with Zapier makes it possible to connect with up to 24 different types of accounting, ERP, and billing software in just minutes! This is a quick and easy way to set up a lightweight connection and push key pieces of information from your GoCanvas mobile work orders to your customer invoicing systems.

Connecting GoCanvas to Zapier & QuickBooks

But maybe you’re looking for a more robust connection, or want to create dashboards of the work order information, in addition to pushing it to your billing systems. In this case, our Professional Services team is here to help you map out and create the perfect custom solution to meet your process efficiency goals.  They will work with you one-on-one to discuss your data collection processes, where you want the data to integrate, and what key metrics that you need to be able to review in real-time. Our goal is to make your work order, or any process, as automated and efficient as possible.

Interested in Learning More?

If you’d like to get started with mobile work orders, check out our Application Store. We have over 50+ different types, based on industry, for you to customize and download! And if you’re interested in learning more about our robust integration options, send us a note here.

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