Top 4 Workplace Safety Apps

There are many great reasons to invest in workplace safety apps. Digital technology for safety can help modernize your operations and provide greater insight into safety issues and patterns. 

A digital workplace safety management program will lead to better overall outcomes for your business. Apps help to keep workers safe and productive, ultimately lowering risk for your business and ensuring safety compliance. This article highlights the top workplace safety apps to roll out in your workplace.

Employee health screening apps have become standard for businesses during the pandemic. This category of safety apps has been particularly useful in industries like retail, construction, manufacturing, and similar types of businesses that have needed to operate in-person.

The purpose of the technology is simple. It helps to screen employees daily to record their temperature, symptoms, and potential exposure to the virus. 

Key features include:

  • Alerts based on thresholds like high temperatures or symptoms
  • Photo capture (or manual entry) for thermometer readings
  • Required signatures
  • GPS location capture
  • Symptom tracker
  • Secure cloud storage
  • Online and offline data collection
  • Pre-populated info like employee names and badge numbers
  • Screening dashboard showing near real-time results
  • Employee health screening advice and resources
  • Vaccination Log
  • HIPPA Compliant to protect sensitive information

When workers are exposed to coronavirus, it can create delays and cause downtime or lost productivity. Minimize these risks by deploying simple health screening apps that can protect your business and your customers. With real-time reporting, you can hear about potential risks as soon as they are reported to minimize further exposure.

You can learn more about employee health screening apps by following this link.

 

Safety culture is a top priority for the construction industry and field crews. This category of safety apps is designed to digitize safety meeting content, so employees can watch videos and complete forms on their mobile devices.

Safety meetings, sometimes referred to as toolbox talks, can cover a wide range of topics. Apps can be used to formalize these programs and measure employee engagement with the meetings.

Key features include:

  • Workflow tools to manage and assign meetings
  • Toolbox talks available to complete from any mobile device
  • Digital signatures to record compliance
  • Real-time reporting on safety meeting attendance across job sites
  • Alerts to identify non-compliance
  • Program results stored in the cloud
  • Online or offline capabilities
  • Pre-built templates with hundreds of existing toolbox talks to choose from

When toolbox talks are run using a safety meeting app, it gives your employees an easy way to access critical safety information. Since safety meeting apps are digital, it gives your business an easy way to track and report on safety program data like meeting attendance and incidents. 

You can learn more about safety meeting apps by following this link.

Incident and accident reporting is a requirement set by OSHA. Safety apps can be used on job sites to provide the required forms to complete in case of an accident or near miss. By going digital with these forms, it ensures proper reporting procedures are followed and apps provide an instant way of reporting accidents through the proper channels.

Key features include:

  • Customizable mobile forms 
  • Required form fields to ensure data accuracy
  • Easily capture images, GPS stamps, and sketches of the actual site of the accident
  • Central cloud-based system for reporting and documentation
  • Access and share PDF files via email to stakeholders
  • Dashboards and reporting to analyze safety incidents across job sites
  • Pre-built templates for OSHA forms 300, 300A, 301, and more
  • HIPPA Compliant to protect sensitive information

Going digital with incident and accident reporting is a great alternative to using pen and paper. While paper forms can be easily lost or misplaced, digital apps and forms ensure that data is never lost and is shared in real-time with anyone that needs it.

Learn more about Incident and Accident Reporting apps by following this link.

Routine safety inspections are designed to audit and assess job sites. Safety apps can be used for safety inspections, using digital checklists and mobile forms. This type of app helps to streamline workflows by managing and assigning safety inspections in the field. Some common safety inspection apps include job safety analysis, PPE checklists, equipment inspections and more.

Key features include:

  • Easy-to-use digital checklists and image capture
  • Barcode scanning for equipment 
  • Digital signatures and GPS tracking to ensure locations
  • Dynamic form fields for faster data collection 
  • Data integrations to pre-populate any known fields
  • Pre-built and customizable templates based on use case

Using apps for safety inspections is a time-saver for inspectors in the field, making it faster to complete forms and eliminating the need to deal with manual-processes with paperwork. Apps also help operations teams to manage and assign work in the field, with instant reporting back to the office once work has been performed. 

Learn more about all of the types of safety inspection apps by following this link.

GoCanvas is a mobile platform that makes it simple for businesses to automate how work is done, replacing outdated processes and expensive paperwork. The GoCanvas App works on smartphones and tablets, helping companies easily collect information across their organization, share it instantly with others, and gain real-time insight into their business. Construction firms rely on GoCanvas to increase productivity, promote workplace safety, and create a competitive advantage. You can learn more about all of our safety management software solutions and forms here on our website.

About GoCanvas

GoCanvas® is on a mission to simplify inspections and maximize compliance. Our intuitive platform takes care of the administrative tasks, freeing our customers to focus on what truly matters – safeguarding their people, protecting their equipment, and delivering exceptional quality to their customers. 

Since 2008, thousands of companies have chosen GoCanvas as their go-to partner for seamless field operations.

Check out even more resources

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How Safety Meeting Apps Can Help Lower Costs

How Safety Meeting Apps Can Help Lower Costs

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Digital apps for construction safety can help your employees access toolbox talks on their mobile devices and tablets. Many companies have found that regular toolbox talks can help to decrease the number of accidents on site, when employees are more informed about potential safety risks. Investing in apps for construction safety is good for your employees well being and it can help to lower costs for a business in the long run. This article covers an introduction to how safety apps can help you keep down costs and avoid accidents.

The construction and manufacturing industries have some of the highest workers’ compensation costs, according to statistics from the Department of Labor. Employers in construction and a few related industries spend about $1 per hour per employee on workers’ comp, compared to the national average of $.45 per hour per employee for all other industries. 

Workers’ comp premiums are determined by multiplying a rate set based on the class of employee (there are thousands of class codes, for everything from “construction of dwellings not over two stories in height” to “installation of air conditioning systems”) by an experience modification rating (EMR). The EMR adjusts premiums based on your previous three years of injury records.

A small improvement in your EMR — even just a .1 decrease — can translate into a 10-20% reduction in insurance premiums. 

The industry standard EMR is 1; a company with a better-than-average safety record will have an EMR of .9 or .8, which means their premiums will be 10-20 percent lower than the “average” company. A company with a worse-than-average safety record could have an EMR of 1.2 or higher, leading to higher premiums.

Sometimes the number of accidents is more important than how serious they are, for calculating EMR. This can be frustrating — why should your premiums rise based on a bunch of insignificant slip-ups? — but it also means it’s easy to lower your EMR by instituting a good safety program that can reduce those minor mistakes.

Having a low EMR doesn’t just save you money, it also can make you more money by making your bids more competitive. One insurance broker lists five things you can do to keep your accident rate down:

  1.     Implement a formal written safety procedures manual.
  2.     Hold regular “toolbox talks” about different workplace safety topics.
  3.     Train employees how to use available safety equipment properly.
  4.     Reward employees for demonstrating safe workplace habits.
  5.     Apply for and achieve a Drug Free Workplace Certificate.

Mobile forms let you immediately track and document which employees attended each talk, with date, time, signature, and GPS stamps. Mobile forms are also stored in the cloud and can be searched and printed instantly if an OSHA inspector shows up (read: no more sifting through file cabinets to find documents). And mobile safety checklists (we have hundreds of pre-made templates for contractors and manufacturers that can be customized for your business) give employees a memory aid to follow those safety procedures you stressed in your talk.

Key Stats to Keep in Mind:

  • Total Injury-Related Costs. OSHA reports that companies around the U.S. spend $170 billion each year on work-related injuries and illnesses. 
  • Safety Programs Pay. Implementing a safety program can reduce injury and illness costs by 20-40%.
  • Delayed Injury Reporting. A study by the National Council on Compensation Insurance Inc. showed that delayed injury reporting can increase comp claim costs up to 51%.

Mobile apps can make your safety program more effective by helping you deliver toolbox talks effectively (anywhere and at a moment’s notice) and document who was there with a signature, date, time, and GPS stamp (to prove frequency and jobsite location). GoCanvas offers mobile templates for several popular toolbox talk topics, or you can easily create your own. 

Sign up today for a 30-day free trial of GoCanvas or contact our team to learn more. 

Having robust safety programs can benefit your business in a number of ways. While there is an upfront investment for these programs, the long term benefits will make your employees safer and more productive on the job. Here are three key takeaways on the benefits of safety programs:

Workers’ Compensation Premiums

Creating a culture of safety can improve your EMR, which can lead to lowered workers’ compensation premiums.  

Legal Costs Due to Employee Injuries

Employees who are more knowledgeable about safety requirements are less likely to get hurt — which makes you less likely to get sued.  

OSHA Fines Due to Safety Violations

By continually teaching your employees about safety requirements, you can avoid costly OSHA violations.

About GoCanvas

GoCanvas® is on a mission to simplify inspections and maximize compliance. Our intuitive platform takes care of the administrative tasks, freeing our customers to focus on what truly matters – safeguarding their people, protecting their equipment, and delivering exceptional quality to their customers. 

Since 2008, thousands of companies have chosen GoCanvas as their go-to partner for seamless field operations.

Check out even more resources

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Timesheet Forms: Why Going Digital is Better than Paper

Timesheet Forms: Why Going Digital is Better than Paper

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Timesheet forms are commonly built out using simple tools like Microsoft Word or PDF files that are printed out on paper for employees to record their hours worked. While this may seem like a simple solution for timekeeping, there are several key drawbacks that make paper timesheet forms less desirable for business operations. Continue reading for the top reasons to digitize your timesheet forms, rather than using paper time cards and sheets in Microsoft Word Documents or PDF files. 

Digital timesheet forms can be used as an alternative to paper forms and provide an option for employees to fill them out on a mobile device, PC, or tablet from anywhere with no internet connection required. Keep reading to learn the key difference between paper and digital forms for timesheet cards.

Timesheet forms using paper are known to be error prone. A common scenario is for employees to fill out their hours on a paper form, but then an error is discovered later by an office manager or administrator. In the worst case scenario, errors can lead to improper payments to employees or incorrect billing amounts to clients. Even if errors are identified early on, the best case scenario is that employees have to track down employees and spend the extra time and effort to correct these mistakes. In either case, errors can be costly for productivity and can lead to accounting mistakes that you do not want to happen as a business owner or manager. 

What causes errors to happen on timesheet forms?

There are many things that can go wrong with a timesheet form that is filled out by hand using paper. Here are some of the most common mistakes made by employees:

  • Calculation errors. Mistakes that happen when math is incorrect or numbers are filled out incorrectly.
  • Missing or incorrect fields. Many times employers need to require information in a timecard, like category of work performed or client to bill. If information is missing or incorrect, it creates additional work to track down and correct.
  • Buddy punching. While most mistakes on timesheets are purely accidental, buddy punching is a form of misleading hours worked. This most often happens when employees clock in or out early to cover for fellow team members, creating errors in the true number of hours worked.
  •  

How do digital timesheet forms reduce errors?

No matter the cause of errors on timesheets, it’s important to limit these issues to ensure that proper data is being used for accounting purposes. Here is how digital timesheets help to ensure errors are avoided:

  • Automatic calculations. With digital timesheet forms, the software system is able to handle automatic calculations that ensure hours worked and labor rates are calculated correctly every time.
  • Standardized fields. With digital time card forms, data is collected in a standardized way to ensure that fields are correctly filled out by employees. Drop down lists, required fields, and other features allow you to control what data is collected and ensure accurate timesheets the first time.
  • Unique login and digital signatures. With a unique login to digital timesheets, you ensure that employees are clocking in their time accurately and signing off with their own digital signature to send for manager approval. Some timecards can even use GPS tracking on the mobile device for an added measure that work has been performed on site for a set number of hours and logged digitally using GPS.

At the end of the day, technology provides many benefits for employers and timesheets performed digitally are less error-prone compared to paper forms for time cards.

It’s very difficult to keep track of paperwork over time. It’s common for paperwork to be lost entirely or misplaced by staff. Even if paperwork isn’t lost, it can become an added cost to store in filing cabinets, on top of the direct cost of printing the paper in the first place. Although paperwork seems to be a low cost solution, the hidden costs over time can be quite high for a business. Lost paper timesheet forms can be a headache to manage, whereas digital forms simplify the process and bring information automatically to the cloud.

Here’s how digital timesheet forms ensure information is never lost:

  • Cloud storage. Digital timesheets are automatically saved to the cloud, meaning your employees can input hours from a mobile app and have it available in real-time to the cloud.
  • No internet connection required. Many businesses today that have contract or hourly workers are doing jobs out in the field or in remote locations. Digital forms do not require an internet connection, allowing employees to input their data into the app and have it sync whenever they are back on WiFi or cell service becomes available.
  • Automated data sharing. Data can be synced with other apps your business uses like Dropbox, Google Drive, Quickbooks, and much more. This ensures data is accessible in all of the tools you already use today and automatically synced to reduce manual work.

Paper timesheet forms create manual work, whether that happens because of an error or due to manual data entry that is required to get accounting or billing processed. Going digital helps to streamline the timesheet process, both for employees and operation teams. Contact the GoCanvas team to learn more about digital timesheet forms or sign up for a free trial to see how easy it is to digitize your forms.

About GoCanvas

GoCanvas® is on a mission to simplify inspections and maximize compliance. Our intuitive platform takes care of the administrative tasks, freeing our customers to focus on what truly matters – safeguarding their people, protecting their equipment, and delivering exceptional quality to their customers. 

Since 2008, thousands of companies have chosen GoCanvas as their go-to partner for seamless field operations.

Check out even more resources

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Partner Snapshot: Forte Supply Chain Solutions

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What is the Best Software to Create Forms?

What is the Best Software to Create Forms?

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There are many software solutions available to help your business create forms. Forms are used to capture data for a specific business purpose. Deciding on the best software for your business will require you to examine what features and functionality you need to accomplish your desired outcome. Software for creating forms should be both simple and powerful enough to help you capture all types of information needed. This article covers some of the top considerations when selecting the best software to create forms for your business.

The basic purpose of creating forms is to collect data. When deciding on a platform for creating forms, consider how data is captured, stored, and made available for reporting. 

All form builders are designed to capture data. But there are some important distinctions to make and not all form builders are created equal.

Understand how data is captured from users. You will want to determine how you need to collect data from your employees, customers, or partners. For example, if your teams largely operate in the field, having mobile forms will be required to capture data from a tablet or phone. You may also want the ability to collect data offline when in remote locations and have it sync to the cloud when WiFi becomes available. Knowing how you plan to collect data will help you determine what software solutions and features are needed to support your use case.

Consider what types of form fields are needed. You will want to understand the types of fields that can be used when creating forms. For example, some software solutions will allow you to build custom form fields like:

  • Image capture for users to upload a photo
  • GPS capture to log the location of the submission
  • Signatures to document agreements and records
  • Calculations for automatically performing math based on form fields
  • Barcode scanning for equipment or inventory
  • Drop down and multiple choice fields
  • Required fields to ensure accurate data collection

Balance ease-of-use and customization. Most businesses need forms to be customizable, yet easy to use. Some of the basic form solutions are easy enough to use, but fall short when it comes to making customizations to the forms. Best-in-class solutions today are designed with a drag-and-drop interface that allows you to quickly and easily develop mobile forms for data capture. Having the ability to make customizations (without requiring help from developers) empowers your team to move faster.

It’s important to understand how your business needs to use the data once it’s captured in the forms. For example, you may want need to integrate with:

  • Cloud storage and databases
  • Accounting systems to process payroll
  • Finance systems to process billing
  • CRM systems to access customer data
  • Other similar types of cloud-based systems

Syncing data between systems can improve data quality, reduce manual work, and enable data insights. As you evaluate technology, make sure to inquire about the types of integrations available. Some will be simple data connectors, while others may require a webservices API to connect your data. 

While there may be some upfront work involved to get your data integrated, there can be significant time savings in the future achieved through a connected data ecosystem.

Data analytics provide a way for your company to look for business trends and patterns. Identifying trends allows your business to take the appropriate next step and address any concerns or opportunities.

Capturing data through forms should enable and promote data analytics. This allows business leaders to dig into the data to better understand project performance, financials, and opportunities to drive business growth. 

Best-in-class form builders should allow you to both capture data and use that information for analytics and reporting. Make sure to understand how data captured can be used for analytics, so you can take advantage of the opportunity to leverage data to inform business decisions.

It goes without saying that apps and software should have the highest level of security and data privacy. The technology should be secure and enable compliance with any applicable regulations. 

For example, your business may need to be HIPPA compliant if you are processing medical information. Or maybe you may need to be GDPR compliant if you are processing and storing customer data. Best-in-class solutions will have the highest level of security and compliance, helping to ensure that your organization is following best practices for data security. 

The best software for your business will prioritize the data needs of your organization. This will ensure that you capture accurate information, integrate data into your processes, and share data to any one that needs it.

GoCanvas is a mobile platform that makes it simple for any business to automate how work is done, replacing outdated processes and expensive paperwork. The GoCanvas App works on all smartphones and tablets, helping companies easily collect information across their organization, share it instantly with others and gain real-time insights on their business operations.

About GoCanvas

GoCanvas® is on a mission to simplify inspections and maximize compliance. Our intuitive platform takes care of the administrative tasks, freeing our customers to focus on what truly matters – safeguarding their people, protecting their equipment, and delivering exceptional quality to their customers. 

Since 2008, thousands of companies have chosen GoCanvas as their go-to partner for seamless field operations.

Check out even more resources

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Gown Your Business with GoCanvas Partner Program

Join our Partner Program and gain instant access to our global network of thought leaders and industry experts enjoying shared collaboration and collective success.

Forte Supply Chain Solutions Partner Video

Partner Snapshot: Forte Supply Chain Solutions

Explore how Forte Supply Chain Solutions partnered with GoCanvas, combining in-house industry expertise with our white-label mobile forms to revolutionize their processes.

Closeup of a handshake.

GoCanvas Integrations: Streamline your Workflow

Integrate with over 1,000 software applications. Enhance your GoCanvas experience by syncing real-time data to one or all of your business tools.

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5 Ways Mobile Inspection Apps Ensure Better Compliance

5 Ways Mobile Inspection Apps Ensure Better Compliance

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The whole point of inspections is to ensure compliance. They help you ensure your work is up to code and your employees are safe. But paper inspections come with a host of issues, many of which could be leaving you at risk. Here are five ways mobile inspection apps ensure better compliance:

Perhaps it got lost on the way to your office. Maybe you go to look up a form later on and just can’t find it. Either way, you’re missing a report. It happens to many businesses. In fact, up to 11% of documents are misfiled or lost. That’s 11% of your time wasted. Worse, lost inspections create a massive liability risk. 

Going mobile ensures you receive every inspection. Every finished safety inspection is stored securely in the cloud. There, you can access each and every form as a PDF, or download them for your own databases in various form types. GoCanvas also makes it easy in case OSHA audits you. 

With all safety inspections stored in your GoCanvas account, you can quickly retrieve your safety inspections to prove your continued dedication to a culture of safety. A mobile app ensures your business has all the safety inspection records you need to stay in compliance and give you an accurate bigger picture.

Reading handwriting can be an art. You can have amazing inspectors, but if you can’t read their writing, they might as well have written the information in Greek! Mobile apps allow you to gather that information in a clear and easy-to-understand way. 

Every inspection has typed text. Easily read it at your computer, or even on the go on a smartphone or tablet. You’ll spend less time trying to translate and more time getting work done.

A safety inspection done on paper can be hard to verify. How can you be sure that it occurred at the appropriate time and place? 

Some companies have tried to game the system: New York is taking up a case against a business that hired unqualified people to pose as licensed site safety managers. These bad eggs, however, can put additional pressure on other businesses to prove that their work sites are safe. 

Going mobile can provide additional information to protect and validate your inspections. Automatic date and time stamps prove when an inspection took place. With one click, you can have GPS capture your location, proving that the inspection occurred at the right location. You can also take photos, providing visual information to back up your inspection. Need a signature? Just sign with a finger or a stylus. 

All of these features provide additional proof that paper forms can’t provide. They create external validation, protecting your business even further. Mobile apps keep your business safe and help you gather more information than ever before.

It’s a dangerous world out there. Grease, dirt, heck even a cup of water can ruin a paper form! All it takes is a stumble for you to tear up an inspection and lose an hour of hard work. 

Sure, smartphones and tablets can break. But you can easily protect these devices in a way that was never possible with paper. You can put a paper inspection in a folder, but to use it, you have to write directly on it. 

On the other hand, with smartphones and tablets you have choices of different ruggedized devices and protective cases. Not only can you gather information, but you can also ensure that a cup of coffee won’t ruin your hard work.

It doesn’t matter how many asterisks or underlines you use; sometimes forms come back incomplete. With forms taking hours or days to come to your office, it’s often too late to go back and get good information. 

A mobile inspection removes this headache. With one click, you can make fields required. Even if an employee skips a section, they won’t be able to submit their inspection until they fill out the required fields. No more chasing down employees days later, just easy-to-read and complete inspections at your fingertips. 

Creating accurate reports relies on having the best data possible. Mobile technology reduces human error and allows you to gather more information in real time. Say goodbye to illegible handwriting, missing paperwork, and other holes in your information. Say hello to more accurate information in real time each and every time.

For more information about GoCanvas inspection apps, contact our team to start a conversation or sign up for a free trial to learn more.

About GoCanvas

GoCanvas® is on a mission to simplify inspections and maximize compliance. Our intuitive platform takes care of the administrative tasks, freeing our customers to focus on what truly matters – safeguarding their people, protecting their equipment, and delivering exceptional quality to their customers. 

Since 2008, thousands of companies have chosen GoCanvas as their go-to partner for seamless field operations.

Check out even more resources

Three people in hard hats looking at a tablet.

Smarter, Faster, Safer: Improving Safety Compliance with Mobile Technology

Compliance, there are many ways we talk about it. A necessary evil, a chore, a struggle, or a critically important part of business. We all know how crucial it is, helping save…

Woman reviewing information on a tablet.

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Waiver forms are a type of legal protection used by businesses to reduce their liability and risk. This type of agreement between a business and its customers is used…

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Duotank is a bag-in-tank alternative to the traditional keg beer system. The aseptic tank environment enables breweries to maintain the quality of their beer after it leaves…

Connect with an Expert Today.

We’ll help you put together the right solution for your needs.

What is a Work Order?

Work orders are used by field service organizations to manage work that needs to be performed for a client or on a job site. This guide explains everything you need to know about work orders and how your business can use them to operate more efficiently.

Companies that rely on field services need work orders to assign jobs and tasks. A common example could be an HVAC business with field technicians going into a customer’s home to perform repairs or maintenance. The work order is generated from the office and assigned to an employee in the field. 

Having work orders ensures that jobs are assigned to the right team member and there is a clear understanding of the scope of work to be performed once on site. More companies are moving toward digital work orders and field service management software to help simplify the process for operations teams and business owners.

Since work orders are used by many different industries, there are countless variations of a work order that can exist. Here are some of the most common types of work orders to give you a good idea of what work orders look like in practice:

An example of a work order for a residential services company could be pest control or landscaping project management. This type of work is generated by a customer that needs a service performed on the house, as part of a standing contract or routine home maintenance. Typically a technician is dispatched to a client site and given a description of the client request and instructions for the job.

An example of a work order for contractors could be a handyman business that is doing repairs or upkeep on homes. This type of work is requested by the client and the contractor assigns employees to a client site or job site with the tools and equipment needed to complete the work. Another example might be a painting contractor with teams in the field that are assigned locally to a paint job.

An example of a preventative maintenance work order could be an equipment maintenance and repair orders. These types of service businesses are dealing with work orders to assign technicians on a regular cadence to ensure that equipment is operating properly and performing routine maintenance or repairs.

An example of an inspection service work order could be for a home inspection business or building inspections. These types of services are assigned to inspectors in the field that use checklists and create a report on the condition of a property for home owners, property managers, and real estate transactions.

An example of a work order for a utilities business could be for an oil and gas company with production repairs taking place in the field. This type of work order is typically an internal request so that utilities companies can easily assign maintenance jobs to the right workers in the field.

Now that you know some common examples of work orders in action, this section covers some best practices on how to write a work order. Although there are many different use cases for work orders, here is our list of the most common items to include when writing a work order:

  • Address and location information: Providing the job location is critical so teams know where the work needs to be performed.
  • Designated contact information: It’s important to have the designated person’s contact information, in case there is an expected delay in arrival for performing the work or if questions happen to arise in connection with that work order. This contact may also be different from the requestor if there happens to be a facility manager or other worker that is present instead. 
  • Due date: Having a due date for a work order is important for preventing a backlog of work and it gives you the ability to predict downtime due to maintenance or repair work going on.
  • Request date: You will want to keep track of when requests were submitted, and including a date helps to ensure that work requests don’t fall through the cracks.
  • Requestor information: It’s possible that a different person will be present than the person who actually submitted the request for work or maintenance service. It can be helpful to have the requestor’s information to reference, in case there are questions related to the request.
  • Assigned field technicians or maintenance team: Work orders should always contain information about the teams that are assigned to fulfill the order. This helps companies track work being performed and helps to ensure that the correct individuals are responding to the request.
  • Instructions for work to be carried out: Work orders should always include detailed instructions to avoid any ambiguity about the required work.

 

By following these best practices and including all of these elements in your work order requests, your team will encounter fewer issues when carrying out maintenance tasks and this will help your teams maximize their efficiency.

Field service companies are set up with various forms to complete work and document information for the client. This is often referred to as a quote to cash process and here are some key terms to understand and differentiate between.

Quotes and estimates. Typically a bid, a quote, or an estimate is sent for review to the client. The client may want to review different companies and assess which option is best suited for their needs. Once a decision has been made, an approval is given by the client and this will typically kick off the work order.

Work order. As we have covered in this article, the work order is generated and dispatched with the appropriate information to the field service team who performs the work.

Invoice. Once the work order has been completed, typically this initiates the invoice process. Invoices and work orders are not the same thing, but the invoice will mirror closely the work order with the job details and scope of work performed. The invoice is different in that it will reflect the exact prices, materials, and quantities that were actually used on the job and calculate the final bill for the customer.

Payment. Once the invoice report has been received by the client, they are able to submit payment terms and close out the work that has been performed. More companies are leveraging digital payment solutions to provide clients with an instant method of payment via credit card to get paid faster and to provide an instant digital receipt for documentation.

All of these steps take place for service companies, which is why it is often referred to as the quote to cash process and getting this right is crucial to getting paid on time and to ensure a seamless customer experience. 

Work order management software is growing in popularity for field service companies. This type of software is designed to streamline how your business operates.

This category of software is designed to support the entire quote to cash process, giving businesses of all sizes the ability to take advantage of digital tools for increasing productivity and creating a competitive advantage. While businesses have historically relied on paper to do business, the trend is to move toward integrated and streamlined digital forms.

The major pain points for using paper forms include:

  • Lost work orders. Paper forms can easily be misplaced or lost.
  • Illegible handwriting. Messy handwriting can create confusion or errors.
  • Incomplete information. Technicians can forget to include required information.
  • Calculation errors. Performing math by hand can easily lead to calculation mistakes.
  • Manual processes. Employees need manual data entry and other tedious processes to get the job done.
  • Inability to scale. Paper forms are time-consuming and create busy work that slows down business growth.

Work order management software has tools to automate manual work, standardize how data is collected, and share information in real-time between the field and the office. This type of software is designed to increase productivity, helping employees focus more of their time on work that matters and less time on manual processes. 

Want to learn more? This article shares three of the top reasons to leverage work order management software for your business.

GoCanvas is a leader in field service management software solutions, trusted by thousands of companies worldwide to increase productivity and streamline operations. Leverage our no-code platform for an easy-to-use work order management solution and to digitize your quote to cash processes. Contact our team to see how it works or sign up for a free trial to get started today.

 

About GoCanvas

GoCanvas® is on a mission to simplify inspections and maximize compliance. Our intuitive platform takes care of the administrative tasks, freeing our customers to focus on what truly matters – safeguarding their people, protecting their equipment, and delivering exceptional quality to their customers. 

Since 2008, thousands of companies have chosen GoCanvas as their go-to partner for seamless field operations.

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Best Invoice App for Contractors

Best Invoice App for Contractors

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Software solutions for contractors are growing in popularity, with specific apps to help with different types of business projects. One such example are invoice apps that enable contractors to provide a digital invoice to clients. This article covers how invoice apps work and where you can find an easy-to-use template for your business.

Typically an invoice app will be used by businesses and contractors that work directly with their clients. Here are some examples of common use cases for invoice apps:

  • Contractors: Contractors often invoice clients for work like home repairs, HVAC, maintenance, construction, residential services, inspections, and more. Contractors typically provide an estimate and submit the invoice once work has been completed with exact labor and materials used.
  • Transportation and Logistics: This type of business requires deliveries to be made through trucks or van fleets. Drivers can be responsible for confirming delivery has been made and invoicing the client once services have been completed.
  • Professional services: Many professional services businesses like independent contractors will provide direct business services, for things like freelance consulting, or legal work. These businesses will use invoices after project completion to bill for their time.

This should give you an idea of what types of businesses benefit from using invoice apps. Most invoice apps are completely customizable for the business type, giving you the flexibility to search for a template and modify the app based on the information you need to collect. 

An invoice app is designed to provide software and mobile technology to create client invoices from a mobile device or a computer. Here’s the basic concept on how invoice apps work:

Invoice apps allow you to create digital forms that are used by the contractor or business to fill out the specific details of that job. Typically templates are built and include all of the relevant fields needed to document, like prices, quantities, time worked, scope of work, client information, and other related project fields.

Once the mobile forms are built, contractors on the job can fill in the details using a mobile device or tablet to generate the exact invoice right on the spot. 

After the form has been completed, the invoice app will send a digital document to the client that breaks down all of the job as filled out in the app. This is typically sent via an email link, so that the client can open up their inbox and review the work completed.

A main feature of the invoice app is the ability for the client to sign off on the completed work. Signature capture allows the client to sign off on work and create the final signed copy documenting an agreement.

Many times another option for the invoice is to offer a digital payment processing solution within the invoice app. By connecting to payment processors like Square, it gives the option to the client to pay via credit card on the invoice. If getting paid faster is a priority, this can be a good option to allow customers to pay securely through the app and processed by Square directly to your bank account. 

It’s common for the final step to share the completed digital paper work via email to the client, to keep for their records. A digital receipt sent as a PDF file is helpful for clients to have in their inbox and helpful for your business to ensure that documents are always saved to the cloud for good record-keeping. 

Invoice apps can be as simple or as complex as you need them to be. For example, you may want to set up data integrations to ensure that data syncs between your invoice app, accounting system, CRM, and other places you store data. For other businesses, just having a simple invoice app is a much better solution than traditional paper forms, giving a central place to manage all of your invoices digitally.

Your business will know when it becomes time to utilize an invoice app. Here are some of the most common pain points that determine when it makes sense to move to a digital invoicing solution:

Does your staff get overwhelmed with the amount of paper work needed to manage operations? This is a top sign that going digital can save your business time and money. There are many hidden costs associated with paper usage like manual data entry, lost or missing papers, errors and rework, and inefficient workflows. When the busy work keeps stacking up, it becomes time to consider apps to streamline and automate more of the office work.

Often related to the challenges with paper, you may notice that your business is growing rapidly, but challenged to scale efficiently. Unfortunately, as the business grows in complexity, it can create more of the manual work and tasks for operational staff to support. This is when it becomes time to lean on software that can boost your productivity and help your business work more efficiently. 

The productivity challenges and paperwork may be a pain to deal with, but rising competition is often the biggest argument for switching to mobile and digital solutions. If other contractors or businesses you compete with provide a digital experience for customers, you may be falling behind in terms of what customers want. At the end of the day, technology is all about making it easier for your customers to do business with you and there is a significant opportunity for contractors that embrace digital technologies. If your competitors are lagging behind in this area, moving first can create value for customers and result in repeat business, referrals, and online reviews stating how easy it is to do business with your company.

GoCanvas is a leader in mobile forms and software to streamline operations and increase productivity. Our invoice apps can be customized to fit any business or contractor’s needs – simply start with one of our pre-built templates and use our no-code designer to fit your requirements.

 Try out our invoice app here or search thousands of app templates available here on our website.

work order and invoice template

About GoCanvas

GoCanvas® is on a mission to simplify inspections and maximize compliance. Our intuitive platform takes care of the administrative tasks, freeing our customers to focus on what truly matters – safeguarding their people, protecting their equipment, and delivering exceptional quality to their customers. 

Since 2008, thousands of companies have chosen GoCanvas as their go-to partner for seamless field operations.

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Marko Petroleum Improves Data Accuracy with Mobile Forms

How Marko Petroleum Improved Data Accuracy with GoCanvas

Background

  • Industry: Oil & Gas
  • HQ Location: Augusta, Georgia

Highlights

  • 10+ Hours Saved in Productivity Weekly
  • 20,000+ Submissions
  • Improved Accuracy and Safety within Their Business

The Case for GoCanvas

Marko Petroleum, established in 1927, is a family-owned business headquartered in Augusta, Georgia. They are in the hauling business and specialize in transporting ethanol that goes into gasoline to designated pipeline terminals.

Marty Koger, the owner of Marko Petroleum, began to grow the business by opening a new location in Charleston, South Carolina. With a new location came more trucks in his fleet and more loads for his drivers to complete. Marty knew with the growth of his business, and having a location that was three hours away from headquarters, he would need to find a better solution for data collection and communication with his drivers.

Finding a Solution that Could Grow with Their Business

Before finding GoCanvas, Marko Petroleum was using a very colorful schedule for drivers on Excel. Marty would take a picture of the schedule and text it to his drivers so they knew which loads they were doing that day. While trying to build out the business, Marty realized he needed to find a more efficient way to get these schedules to his drivers. After a quick google search, he came across GoCanvas and realized, “this is exactly what I’m looking for, and even more than I could have imagined.” With being such a niche company, he needed a platform that would allow customization and flexibility in his forms.

Today with GoCanvas, Marko Petroleum drivers receive the schedules of their loads that day through GoCanvas. They are able to fill out their bill of ladings and proof of deliveries through the platform and send it back to the office in real time. GoCanvas holds the drivers responsible for sending back accurate information, since this industry is all about safety and accuracy. Marty said, “Drivers hear it over and over again, safety and accuracy, and GoCanvas gives me that accuracy.”

Before GoCanvas, when information came back to the office, Marty would have to re-enter all the data back into QuickBooks, causing him to lose two hours each morning. Now with GoCanvas, the information is imported into Quickbooks through a CSV file, saving Marty many keystrokes and typos.

“Drivers hear it over and over again, safety and accuracy, and GoCanvas gives me that accuracy.”

– Marty Koger, Owner of Marko Petroleum

Improved Data Analytics

GoCanvas has helped Marko Petroleum manage their data in a quick and efficient way, allowing them to keep up with their large volume of jobs. With the ability to upload information automatically into Quickbooks, Marty has saved himself 10 hours a week in productivity. GoCanvas has also enabled them to streamline the job of an accounting and administrative person, saving them thousands of dollars in salaries.

Marty also mentioned that the customer service at GoCanvas has made this process much easier for Marko Petroleum, since he was able to ask specific questions and get answers every single time. They also are grateful for the business insights of GoCanvas. The ability to import information into a CSV file so they have a full overview of the data being collected has been very powerful for their company. Overall GoCanvas has helped to eliminate mistakes in an industry that can’t afford to skip on accuracy. According to Marty, “GoCanvas is a very important part of Marko Petroleum.”Ready to Rethink How You Work?

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GoCanvas has helped a variety of businesses across multiple industries transform their safety processes and rethink their efficiency, ultimately saving them money. Why not do the same? Reach out to one of our experts today to kickstart your process revolution.

The Complete Guide to FHA Home Inspection Checklists

The Complete Guide to FHA Home Inspection Checklists

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Passing an FHA home inspection is necessary when purchasing a home with an FHA loan. FHA loans pose a number of advantages for some borrowers. They can make loans possible with a lower credit score, which may be the only way that some borrowers can get the loans they need to move into their own properties. However, navigating an FHA home inspection can prove more challenging than navigating the inspection process for other types of loans. Home inspection checklists are key to ensuring that every requirement is fulfilled. 

An FHA home inspection takes an in-depth look at the entire property. Its goal is to ensure that the property fits the standards required for an FHA loan before the loan is improved. An FHA home inspection is used to determine the true market value of a home and to evaluate how much a home loan can be approved for the buyer. It also determines if the home is in good condition, or determines if there are any red flags that would make it a poor choice for the buyer.

Keep in mind that an FHA home inspection serves two key purposes. Its primary job is to protect the lender. If the buyer, who may already have a low credit score if they choose to apply for an FHA loan instead of another type of property loan, ends up in an unlivable property that does not meet those critical standards, they may not be able to manage upkeep on the property or take care of those vital repairs. Often, that can cause the buyer to fall behind on payments or even to abandon the property altogether, which the lender does not want to happen.

That inspection, however, can also provide a vital layer of protection to the buyer. Home buyers do not want to end up in a property that fails to meet minimum safety standards.The FHA home inspection will help ensure that the property is safe, reasonably well-maintained, and has a lower chance of leaving the owner with serious maintenance costs in the first few years residing there.

During an FHA home inspection, the inspector will take a look at all the vital elements of the home and the surrounding area. The inspector will look for signs of:

  • Property concerns. Disturbances on the property, including sinkholes, oil or gas wells, or abandoned wells. The inspector will look for anything that might make the property dangerous for inhabitants.
  • Building issues. Structural problems and defects, including any signs that the property has foundation damage or wall damage. The inspector may, for example, take a look at any water marks on the walls or ceiling, or search for cracks in the foundation.
  • Accessibility concerns. Access to the property, including both vehicle and foot access and how difficult it may prove to get to the property in the event of an emergency. Stairs may also require handrails in order to protect the property owners. 
  • Signs of pest infestations. While some bugs or pests outdoors are normal, if there are signs of infestation indoors, from termite tunnels to obvious signs of rodent droppings, the inspector may deny the loan on the property until the infestation is dealt with.
  • Problems with the plumbing or wiring. The inspector may take a look at any leaking pipes, unsafe wires, or other hazards that could cause serious dangers to the residents of the property or to the property itself.
  • Roofing inspection. In order to pass an FHA inspection, a roof will need to be strong enough to last for two or more years, with no obvious problems like leaks or moisture buildup that could pose a serious hazard down the road. 

In essence, an FHA home inspection is designed to look for any potential problems with the property. The problems most flagged by an FHA inspector are those that could pose a danger to the residents or those that could pose a serious structural problem, including those that might result in severe damage to the property itself. 

Passing an FHA home inspection is harder than passing other types of home inspections because if the inspector identifies serious problems with the property, those problems will have to be dealt with before you can secure a loan. However, if a home is safe, in good repair, and has no obvious problems, you should pass an FHA home inspection fairly easily. 

There are several factors that could impact the ability to pass an FHA home inspection. Ultimately, however, there are three issues that the inspector is looking for. If the home inspected falls into one of these three key categories, a loan will likely be denied. 

Many homes are no longer safe for habitation for a variety of reasons. In some cases, an inspection may uncover electrical hazards that should have been dealt with years ago, including out-of-date wiring that could mean a serious hazard for residents of the home. In other cases, your inspector might notice serious signs of water damage, which could lead to mold buildup and, ultimately, to serious problems. 

In other cases, the house may have structural damage that could even cause it to collapse in the near future. Pests and rodents could pose a potent danger, since they can raise the risk of disease and infection for residents of the home. 

If the home is unsafe for habitation for any reason, the FHA inspector will likely list that in his demands. Sometimes, that issue is one that the sellers can fix up quickly, which will get the loan approved more easily. In other cases, however, the FHA inspector may identify a serious underlying problem that could pose a substantial danger to residents of the property, including one that the sellers cannot fix up easily before selling the property. In that case, the buyer might not be able to secure the loan they’re hoping for. 

Unsanitary living conditions are extremely hazardous for the residents of the home, and FHA inspectors will not approve those loans or allow the home to pass inspection until those things are dealt with.

Rodents–or clear signs of rodent droppings–are a key example of an unsanitary home, as are bug infestations. Other problems could include mold buildup that should have been addressed long before or sewage issues, including sewage backing up into the drains on the property. 

Often, sanitary issues are possible for the home sellers to fix up, which would make it possible for the home to pass inspection. However, these are concerns that buyers will need to deal with prior to purchasing the property.

If the home has obvious signs of structural damage, chances are, it’s something the current homeowners won’t be able to fix up quickly. If the home is not sound, it could collapse–and that could mean serious injury to the home’s residents. Any time a home has obvious structural problems, it will not pass FHA inspection. 

The FHA Home Inspection Checklist covers a variety of areas, including:

  • The roof
  • The property itself, including both potential access points and any possible damage to the property
  • The wiring
  • The hot water heater
  • The plumbing
  • Bathrooms, to ensure that all bathrooms are working and provide adequately for the needs of the home’s residents
  • Heating and cooling
  • Potential pest infestations
  • The structure of the property
  • The bedrooms, including ensuring that all bedrooms have windows to provide additional access to the property

FHA inspectors may need to go through the entire property in order to make sure they have identified any potential hazards. They may check everywhere, including in attics and basements, to make sure that there are no obvious signs of property damage that need to be dealt with before the loan can be approved. 

GoCanvas offers a template that can be used by FHA home inspectors to streamline the inspection process using a mobile device or tablet.

Inspection companies have found that by going digital, they are able to save time when performing inspections and creating the report. With all of this done electronically using a mobile app, it cuts down on data entry and manual processes that are common when using just paper forms.

Access the GoCanvas FHA home inspection template here for an easy to use digital checklist for the home inspection process. 

About GoCanvas

GoCanvas® is on a mission to simplify inspections and maximize compliance. Our intuitive platform takes care of the administrative tasks, freeing our customers to focus on what truly matters – safeguarding their people, protecting their equipment, and delivering exceptional quality to their customers. 

Since 2008, thousands of companies have chosen GoCanvas as their go-to partner for seamless field operations.

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5 Best Construction Inspection Templates

5 Best Construction Inspection Templates

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Many jobs in construction require daily, weekly, and monthly inspections for safety compliance and project management tasks. This article covers some of the most common construction inspection types and templates that can be used to simplify the process.

Inspection templates are helpful to use so that you don’t have to start from scratch. Paper forms and Word documents are one way to create a template, but many companies are moving toward inspection software and mobile forms to make it easier to manage. 

A construction inspection template is typically a pre-built form that is available within the inspection software platform that has many of the fields that you would need to collect for that particular inspection type. Templates are generally meant to be customized, so you can input any project or client specific details that are required. Most inspection software templates are very simple to customize, using a drag-and-drop editor to make the template customizations online. 

Once the template is created, it’s available to inspectors or managers in the field who can go through the checklist items using a mobile device and a PDF report is generated once finished.

Using inspection templates helps to ensure that data is collected in a standard way and required fields are never left blank. Inspection software and forms help bring all of the inspection forms into a central, cloud-based system that is easy to access and easy to share the information with all project stakeholders. 

GoCanvas has worked with leading construction companies to digitize their forms and streamline operational tasks. All of our inspection templates are designed to work with other forms you use on the job site, like work orders, safety meetings, contracts, and more. Follow the links below for some of the most common inspection templates and register for a GoCanvas free trial to see how the product works. 

Daily site inspections are used on many construction projects to report on the daily progress updates for that job site. This gives management and clients a report to communicate the work being done in the field.

Construction firms are going digital with these daily site inspections, with apps to help make the entire daily reporting process painless for site managers. The daily site inspection app from GoCanvas is used to document weather conditions, monitor who has been on site for the day, collect notes for the project, capture images of any issues, and much more. 

Access the Daily Site Inspection template from our free trial and use our no-code builder to easily customize the form to include other relevant information for your job sites.

Building inspections are often required to report on the overall condition and safety of the buildings according to their permits and code. The building inspection app from GoCanvas makes it easy to ensure that buildings are in compliance with permit issuance and do not have code violations.

Building inspectors can use the simple checklists and forms on their mobile devices or tablets, collecting the required information and automatically generating a branded report once they are finished. This app can also be used in conjunction with work orders, making it simple to assign follow up corrective actions after an inspection has been completed.

Access the Building Inspection template from our free trial to see how GoCanvas can help save your business time and money by streamlining how you collect and report on information digitally.

Construction equipment operators and teams that are responsible for preventative maintenance can use the equipment inspection template from GoCanvas to perform complete equipment safety checklists on a mobile device or tablet. 

The template is useful to ensure that heavy construction equipment is in good condition and to identify any issues that require attention. This template can also be used to ensure that your workplace is in compliance with OSHA standards for heavy equipment safety.

Access the Equipment Inspection template from our template library and use the GoCanvas form builder to modify the template to be used across different types of equipment and job sites.

Quality control inspections are designed to check for quality standards and advise where corrective action is needed. This QC template from GoCanvas can be used for many different purposes, including construction projects, building code, work environment, welding processes, environmental monitoring, and more.

Going digital with quality control inspections helps to instantly capture, record, and update quality audits with regards to quality standards in real time during the inspection process. Once the QC inspection template checklist has been completed using a mobile device, a PDF is automatically generated that can be emailed and is stored in the GoCanvas Cloud account for easy access.

Access the Quality Control Inspection from in our template library.

Job site safety inspections are designed to ensure OSHA compliance and best practices are followed in terms of worker safety. This safety inspection template from GoCanvas can be used as a reporting tool for hazard analysis, identifying pertinent safety issues and working conditions for employees.

The safety inspection template can be used on a mobile device so that safety inspectors, safety managers, general contractors, and project managers, any contractor or site inspector can use the app to quickly and easily complete site inspections and send the results directly to the project managers and the safety compliance team. 

Access the Safety Inspection template in our template library for an easy-to-use digital inspection app that can help to keep workers safe and productive on the job site.

About GoCanvas

GoCanvas® is on a mission to simplify inspections and maximize compliance. Our intuitive platform takes care of the administrative tasks, freeing our customers to focus on what truly matters – safeguarding their people, protecting their equipment, and delivering exceptional quality to their customers. 

Since 2008, thousands of companies have chosen GoCanvas as their go-to partner for seamless field operations.

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