How One Fuel Distribution Company Reduced Its Billing Cycle to One Day

By katie simpson on March 30, 2015
Tags: Data Collection

Highlights

  • Billing time reduced from two weeks to one day
  • Achieved full implementation in six weeks
  • Improved customer service

Apps Used

  • Billing time reduced from two weeks to one day
  • Achieved full implementation in six weeks
  • Improved customer service

Background

One organization provides a fully integrated fuel distribution solution for the North American commercial and industrial market. It transports and helps organizations integrate fuel types into industry sectors. The organization helps businesses lower operating costs and reduce environmental impact.

Working with companies in mining, forestry, energy services, and industrial sectors, this fuel provider understands that each client is different. So, the organization works closely with each to create a tailored solution. It transports and helps organizations integrate fuel types into industry sectors. The organization’s helps businesses lower operating costs and reduce environmental impact.

But as a growing organization, it struggled with internal communications. Employees were taking information down on paper and sending it into the office by scanning it or sending photos. While information returned quickly, it was difficult to track.

The end result? Invoicing customers and paying employees required additional oversight and slowed down the organization’s sale cycle.

Field employees, as well, struggled with a heavy burden of paperwork and occasionally returned information with incorrect data. This required follow up and clarification and slowed down processes even more.

Business was growing as the company gained more clients. It knew the paper-based system was unsustainable for long-term growth. The organization wanted a way to receive information from the field in a timely and organized manner. It began to look for a mobile solution that would streamline their communication.

Solution & Results

In September 2014, this fuel provider switched to GoCanvas, the global leader in mobile apps for business. Thousands of organizations leverage Canvas’s cloud-based, “Software-as-a-Service” mobile app platform to replace cumbersome paper forms with highly customizable mobile business apps. 

Businesses can search from over 16,000 ready-made information gathering app templates in the GoCanvas Application Store that can be customized to an individual business user’s needs. In addition, GoCanvas offers a do-it-yourself app builder that enables non-technical users to build an app in minutes.

Over the past seven months, the company’s 23 employees have ditched paper and use a mixture of iPhones and iPads with GoCanvas mobile apps. The organization was able to achieve full implementation in just six weeks.

The organization pointed to its dedicated GoCanvas Senior Mobile App Consultant, Kalliopi Vlastos, as critical to such a quick transition. She was able to help customize GoCanvas to fit their needs. She was even answering questions during Canvas’ holiday party.

Her work helped ensure that the company had a successful trial run at one location. A week later, the organization rolled out GoCanvas to four additional locations. Today, GoCanvas is a core system. The company has discovered measurable results.

Real-Time Billing and Payroll

Previously, it would take two weeks to bill customers and pay employees. While job tickets could arrive within the same day with emailed or texted photos, it required waiting on supervisors to read over and approve.

In addition, management struggled to organize and find the disparate job tickets. Employees in the office would squint over handwriting. Information also took time to return to the office, easily hours or days after a job was performed. This meant that it could take up to two weeks to send out an invoice to customers.

With GoCanvas, all information comes back accurately in real time. Canvas’s workflow feature ensures that all submissions pass first to supervisors. Once a driver finishes the job ticket, the supervisor gets a notification on his iPhone or iPad. He can quickly review and sign off on the ticket, or reject it with notes on what the report is missing.  

When reports return to the office, it’s easier to find and track them. All reports are named by ticket type and customer name, pulled from inside each submission automatically.

With a quick search, it’s easy for management to understand field work in real time. Billing and payroll processes that once took two weeks have now become a one-day turnaround.

Improved Customer Service

As a fuel provider, customer service has always been crucial for the organization’s business. Yet, it wasn’t happy with how paper forms presented the company. In addition, the errors returning on job tickets would cause issues with billing customers and delay invoicing.

Instead of presenting tired paper tickets, drivers today show up on client sites with iPads and iPhones. Customers also enjoy clean PDFs of the job ticket. In real time, these can be emailed to the client by entering their email at the end of a submission.

Faster invoicing has also improved customer service. Real time information allows customers to close projects more quickly. The organization has found that their customers want the details quickly. By using a mobile app, they can provide that in a day.

Switching to GoCanvas has allowed this organization to provide better and faster service to its customers as well as a more professional and clean layout of important work information.

Enhanced Data Collection 

Previously, employees would write down job tickets on paper. Specific customer location numbers were crucial for billing the correct client. It was easy, however, for the number to be entered incorrectly, confusing the administrative staff and delaying billing.

In addition, these tickets were helpful in tracking employee time and used for payroll. If times weren’t entered correctly or missed, it would delay payroll as well.

With GoCanvas, the organization now captures this information more accurately the first time. Typed text makes it clear every time which customer location employees are working at. Automatic time and date stamps means field employees simply open the job ticket and the time is automatically entered for them. Reference data of customer locations makes it easy for drivers to pull up locations and ensure accurate information every time.

Errors that once delayed administrative processes are now removed from the information process by using GoCanvas.

Flexibility to Meet Evolving Business Needs

As a cloud-based, mobile platform combined with an easy-to-use mobile app builder, GoCanvas provides the flexibility to add new features and functionality to any mobile apps. As needs evolve and change, GoCanvas makes editing apps a frictionless process.

For instance, as the organization’s payroll calculations change, it’s easy for management to add or remove fields to include new components into their GoCanvas apps. There’s no need to rely on IT support or have any knowledge of coding. With GoCanvas, it’s a simple drag and drop interface that anyone can use.

Other mobile app alternatives make this process cumbersome or costly, weakening the effectiveness of their platforms. With GoCanvas it is a frictionless process at no additional cost.

Today, this fuel provider has gone completely paperless with mobile apps. With more time in their workday, they can focus on providing the best solution. 

Discover how real time information and streamlined processed can transform your business. Send us your form and we’ll convert the first one free. 

Photo credit: Old Clock via photopin (license)