Integrations

GoCanvas Integration with QuickBooks for Field Workers

Posted on by GoCanvas Team

GoCanvas Integration with QuickBooks for Field Workers

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Simplifying Financial Management with QuickBooks for Field Workers

Managing finances is a crucial yet complex task for field service businesses. Manually tracking invoices, payroll, job expenses, and project costs can lead to inefficiencies, errors, and financial losses. That’s why many companies rely on QuickBooks—an accounting solution designed to streamline bookkeeping, payroll, and expense tracking.

But what if financial management could be even more seamless? Thanks to the GoCanvas® integration with QuickBooks, field teams can sync real-time jobsite data with accounting software, eliminating paperwork and manual data entry while ensuring financial accuracy.

Why Field Service Businesses Use QuickBooks for Accounting

Accounting needs in field service industries differ from other businesses. Teams must track expenses and sales, manage time and payroll, process invoices accurately, and ensure profitability per project. QuickBooks—especially QuickBooks Enterprise and QuickBooks Online Advanced—offers specialized features tailored to these needs.

Key Features of QuickBooks for Field Service Accounting

  • Automated invoicing: Generate and send invoices instantly.
  • Payroll management: Process payroll, calculate overtime, and track union rates.
  • Job cost tracking: Monitor labor and material costs to maintain profitability.
  • Custom financial reporting: Gain insights into profits and expenses to inform better decision-making.
  • Cloud access: Work from anywhere with real-time financial updates.
  • Industry-specific tools: QuickBooks’ contractor edition includes job costing and specialized reporting.
  • Seamless integrations: QuickBooks works with field service apps like GoCanvas to capture jobsite data.

However, even the best accounting software needs accurate, real-time data from the field to be truly effective. That’s where GoCanvas comes in.

How GoCanvas Improves QuickBooks for Field Service Businesses

While QuickBooks helps businesses manage finances, GoCanvas provides the missing link by automating data collection from jobsites. This reduces errors, speeds up processing, and gives businesses better financial oversight.

1. Automating Data Entry from the Field

Manually tracking materials, logging hours, and recording job progress can be time-consuming and error-prone. With GoCanvas:

  • Field teams submit jobsite data using mobile forms.
  • Data syncs instantly with QuickBooks, eliminating manual entry.
  • Business owners and accountants can access real-time financial data without discrepancies.

2. Streamlining Expense and Invoice Management

Many field service businesses struggle with tracking expenses and managing invoices efficiently. Integrating GoCanvas with QuickBooks helps by:

  • Capturing expenses on-site: Employees submit receipts and costs via mobile devices.
  • Automating invoice generation: QuickBooks instantly creates invoices based on job completion data.
  • Improving cash flow: Faster invoicing means reduced payment delays.

3. Improving Payroll Accuracy and Time Tracking

Managing payroll in the field service industry can be complex, with different rates, overtime, and compliance requirements. With GoCanvas and QuickBooks Time, businesses can:

  • Accurately track employee work hours in real time.
  • Automate wage and overtime calculations.
  • Reduce payroll disputes and ensure timely payments.

4. Keeping Financial Reports Up to Date

Real-time financial insights are critical for field service businesses. The GoCanvas–QuickBooks integration helps by:

  • Generating reports on job expenses and profitability
  • Identifying cost overruns before they affect the bottom line
  • Providing accurate forecasting for future business planning

Why Integrate QuickBooks and GoCanvas?

Field service businesses need a complete financial management solution. By integrating GoCanvas with QuickBooks, companies can:

  • Reduce admin work: Automate bookkeeping and eliminate manual data entry.
  • Improve accuracy: Eliminate duplicate forms and accounting errors.
  • Improve cash flow: Streamline invoicing and expense tracking.
  • Stay compliant: Reduce audit risks with accurate financial records.
  • Customize workflows: Tailor QuickBooks features to specific business needs.

Choosing the Right QuickBooks Version for Your Business

The best QuickBooks version depends on your business size and needs. Your options include:

  • QuickBooks Online Advanced: Ideal for businesses needing cloud-based access and easy integration with GoCanvas.
  • QuickBooks Enterprise: Best for larger businesses requiring advanced reporting and job costing.
  • QuickBooks Desktop: A solid choice for businesses preferring on-premise software with robust accounting tools.
  • Contractor Edition: Designed for field service businesses needing job-specific reports and cost tracking.

How to Set Up QuickBooks and GoCanvas for Your Business

  1. Choose the right QuickBooks version: Select the one that fits your accounting needs.
  2. Download the GoCanvas app: Equip your field teams with mobile access.
  3. Sync GoCanvas with QuickBooks: Automate data transfer from jobsites to accounting records.
  4. Train your team: Ensure employees know how to log expenses, time, and project updates.
  5. Get support if needed: Work with our team to ensure a smooth integration.

The Future of Field Service Accounting with GoCanvas and QuickBooks

More businesses are shifting to cloud-based financial management for flexibility and accessibility. Unlike QuickBooks Desktop, cloud solutions enable owners to collaborate with accountants and access financial data anytime. GoCanvas improves this by capturing real-time field data, ensuring QuickBooks remains up-to-date.

Key Questions to Consider When Choosing an Accounting Solution

  • Does it integrate with existing field service apps?
  • Can it track expenses and job costs in real time?
  • Does it automate invoicing and payroll processing?
  • Is it customizable to match your business operations?
  • Does it include features like job management and time tracking?

Go Digital with GoCanvas—Say Goodbye to Paperwork

You don’t have to rely on outdated, paper-based processes anymore. QuickBooks automates accounting, while GoCanvas ensures accurate real-time data submission from the field. Think of QuickBooks as your financial hub and GoCanvas as the bridge connecting jobsites to your accounting system. Learn more about our QuickBooks integration and see a demo in action.

Ready to simplify bookkeeping, invoicing, and payroll?

Request a custom demo today—because managing your business finances should be as efficient as your field operations!

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About GoCanvas

GoCanvas®, part of the Nemetschek Group, is an all-in-one digital solution that transforms the way businesses connect their office and field teams. Our user-friendly platforms simplify and streamline tasks like scheduling, dispatch, inspections, daily reports, work orders, and invoicing—digitizing paper processes to enhance safety and ensuring maximum compliance with industry standards.

Like a Swiss Army knife for the field, it’s versatile, reliable, and built to handle any task—letting you focus on the work that matters.

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Tax Season Is Coming: Ensure Accurate Data and Stress-Free Filing

Posted on by GoCanvas Team

Tax Season Is Coming: Ensure Accurate Data and Stress-Free Filing

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Avoid the Last-Minute Tax Crunch

The 2025 tax season is here—are you scrambling to pull together receipts, invoices, and payroll records at the last minute? If tax time feels like a stressful race against the clock, you’re not alone. Many businesses struggle with disorganized paperwork, missing expenses, and last-minute corrections.

The good news? It doesn’t have to be this way.

Instead of digging through old files and chasing down documents, GoCanvas® makes tax season easy by digitizing your data collection, keeping records up to date, and syncing seamlessly with accounting tools like QuickBooks, Freshbooks, and Xero.

Let’s break down how you can avoid tax-time chaos and stay organized all year long.

Why Disorganized Financial Data Can Cost You

Relying on paper receipts and manual tracking could be costing your business more than you realize. Here are some common tax season headaches:

  • Lost or incomplete records: Ever had to dig through stacks of paper looking for a missing receipt? Without accurate records, you might miss out on deductions or overpay in taxes.
  • Time-consuming data re-entry: Manually entering expenses, invoices, and payroll details eats up hours that could be spent growing your business.
  • Payroll delays: If your timesheets are inaccurate or approvals are missing, employees and contractors might not get paid on time.
  • IRS compliance risks: Errors in tax filings can lead to audits, penalties, or even legal trouble. No one wants that stress.

A digital system like GoCanvas keeps everything organized in real time, so you’re always prepared when tax season rolls around.

Stay Ahead with Real-Time Data Collection

When every dollar matters, you need accurate financial records to maximize deductions, avoid errors, and stay compliant with tax regulations. Inaccurate or incomplete records can lead to overpaying in taxes or missing out on legitimate write-offs. With GoCanvas, you can:

  • Track job costs as they happen: Snap photos of receipts, log expenses on site, and ensure nothing slips through the cracks.
  • Sync with QuickBooks: Your accounting software stays up to date without manual data entry. 
  • Keep payroll accurate: Digital timesheets mean no more guessing about hours worked.
  • Store everything in the cloud: Need an invoice from last year? Find it instantly—no more paper piles.

Easily Manage Change Orders and Expenses

Last-minute expenses, material upgrades, and change orders can mess with your financial records, leading to budget overruns and miscalculations that can throw off your financial reporting. Unexpected costs can disrupt cash flow, delay approvals, and create confusion for both your team and clients. GoCanvas makes it easy to adjust job costs in real time, ensuring every expense is immediately recorded, approved, and reflected in your accounting system.

  • Update expenses instantly: No surprises when tax time comes around.
  • Get digital approvals: Keep a clear record of every change, with no lost paperwork.
  • Generate automatic reports: See a full breakdown of your finances without extra work.

Free Up Your Admin Team to Focus on Growth

Your office team shouldn’t be drowning in paperwork when they could be focusing on building client relationships, streamlining operations, and driving revenue growth. Time spent manually entering data, sorting through receipts, and chasing down approvals is time taken away from strategic tasks that move the business forward. By automating administrative work, members of your team can dedicate their energy to high-value activities like improving customer service, optimizing workflows, and securing new contracts.

With GoCanvas, they can:

  • Spend less time sorting through invoices and receipts.
  • Ensure all financial records are accurate and organized.
  • Focus on growing the business instead of fixing last-minute mistakes.

Avoid Payroll and Tax Filing Mistakes

Payroll taxes, contractor payments, and expense tracking all impact tax filings. Errors can mean penalties, delays, or compliance issues.

To ensure financial records stay accurate and tax-ready, use GoCanvas to:

  • Automate payroll tracking: Ensure every hour worked is accounted for.
  • Prevent miscalculations: No more manual entry errors.
  • Ensure timely payments: Employees and contractors get paid on time.

Make Tax Season a Breeze: Go Digital with GoCanvas

GoCanvas helps you stay ahead by keeping all your financial records in one place, integrating with QuickBooks, and providing real-time reporting—whether you’re filing quarterly or preparing for April’s tax deadline. No more scrambling to find missing documents or uncovering manual data entry errors—just an organized, efficient process that makes tax filing simple. Take control of your business finances today and experience a stress-free tax season with GoCanvas. 

Request a demo today and see how easy managing your finances can be!

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About GoCanvas

GoCanvas®, part of the Nemetschek Group, is an all-in-one digital solution that transforms the way businesses connect their office and field teams. Our user-friendly platforms simplify and streamline tasks like scheduling, dispatch, inspections, daily reports, work orders, and invoicing—digitizing paper processes to enhance safety and ensuring maximum compliance with industry standards.

Like a Swiss Army knife for the field, it’s versatile, reliable, and built to handle any task—letting you focus on the work that matters.

Check out even more resources

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Work Smarter, Not Harder: How Integrations Revolutionize Your Workflow

Posted on by GoCanvas Team

Work Smarter, Not Harder: How Integrations Revolutionize Your Workflow

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When running a business, the last thing you want is for your team to waste hours on repetitive tasks or manual data entry. With integrations, you can connect your tools, automate workflows, and give your team the freedom to focus on what truly matters—growing your business.

Integrations with platforms like GoCanvas® transform your data into actionable insights, enabling smoother processes and faster results. Let’s explore how integrations can revolutionize your workflow and help your team work smarter, not harder.

What Are Integrations, and Why Do They Matter?

Integrations are the digital bridges that connect your favorite business tools, enabling seamless data sharing among them. Instead of manually transferring data from one system to another, integrations automate the process, ensuring accuracy and speed.

For example, when field data is captured in GoCanvas, integrations can automatically send that information to an invoicing tool, a project management platform, or even to a reporting dashboard. This ensures that all your systems are up to date without requiring extra effort from your team.

Key Benefits of Integrations

  • Eliminate Repetitive Tasks
    Repetitive data entry is not only time-consuming but also prone to errors. Integrations automate data entry tasks, ensuring accuracy while freeing your team to focus on higher-value activities.
  • Improve Team Communication
    With integrations, everyone stays on the same page. Automatic updates sync across systems, allowing field and office teams to share real-time data effortlessly.
  • Accelerate Billing Cycles
    Field data can instantly flow into your billing system, speeding up invoicing and ensuring faster payments. Say goodbye to delayed payments caused by manual entry errors.
  • Reduce Operational Costs
    By connecting tools, you eliminate redundant systems and processes, streamlining operations and cutting costs.
  • Enable Scalability
    As your business grows, integrations allow your tech stack to grow with it. You can connect GoCanvas to over 1,000 tools, customizing workflows to fit your evolving needs.

Pa(in)perwork

❌ Slow

❌ Frustrating

❌ Costly

Go Digital

Make the Switch

How GoCanvas Integrations Work

Integrations with GoCanvas are designed to be simple and effective. Here’s how they can work for you:

  • Seamless Synchronization
    Effortlessly connect your systems by updating employee data, projects, price books, inventory, and more, while sharing real-time information both ways.
  • Streamlined Workflows
    Automate processes across platforms to ensure approvals, sign-offs, and notifications happen smoothly and on time.
  • Rich Data Sharing
    Extract and deliver data with ease, whether you’re sending PDFs to systems or sharing photos and videos with the right people.
  • Dynamic Task Management
    Assign tasks directly from your scheduling system to the right team members, with the flexibility to reassign as needed to keep things moving.

Ready to revolutionize your workflow? Explore our integrations page today to see how you can connect your tools and work smarter, not harder.

Real-World Example: Two Men and a Truck Enhances Operations with Integrations

Two Men and a Truck, a leading moving company, transformed its workflow by integrating GoCanvas with its customer management system (CMS).

The Challenge

Before GoCanvas, the company relied on paper-based processes that caused delays and inefficiencies. Damage claims often took up to a week to process, frustrating customers and slowing operations.

The Solution

By digitizing its forms with GoCanvas and integrating with its CMS, Two Men and a Truck automated data flow and reduced manual entry. Customer information was pre-populated on forms, ensuring accuracy and streamlining processes.

The Results

  • Faster response times for customer claims.
  • Enhanced data visibility for better decision-making.
  • Improved customer satisfaction thanks to reduced delays and errors.

Want to learn more? Read the full story here.

Take the Next Step

GoCanvas integrations enable you to do more with your data, reduce busywork, and improve team productivity. Whether you’re looking to streamline billing, enhance communication, or scale your operations, integrations can help you achieve your goals.

Current customers: Contact your account rep for details about how to maximize GoCanvas integrations for your business.

New to GoCanvas? Check out our Integrations webpage or connect with a product expert to explore how GoCanvas integrations can elevate your operations and take your business to the next level.

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

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On-Demand: GoCanvas Like a Pro: Tricks of the Trade

ON-DEMAND WEBINAR

GoCanvas Like a Pro: Tricks of the Trade

In this on-demand webinar, George Shagoury, VP of Revenue Strategy, and Stephen Minus, Director of Sales Solutions at GoCanvas, dive into how GoCanvas is helping businesses overcome common challenges and maximize their results.

They walk through proven methods our customers use for inspections, work orders, and reporting while showcasing advanced features that take your operations to the next level.

This recorded webinar addresses:

  • Top features customers rely on: Discover how businesses are using GoCanvas for inspection, work orders, and daily or weekly reports to streamline operations and save time.
  • Achieving real results: Hear how GoCanvas users have reduced errors, saved time, and cut costs fully utilizing the above features and tools.
  • Taking it to the next level: Learn about advanced features like Dynamic Reference data (DRD), Video Capture, Attachments, and upcoming integrations with Bluebeam and Paycor, to unlock even more potential.

Elevate your business to the next level — fill out the form to access the recording now and start turning your pain points into profits.

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GoCanvas + Salesforce: A Top Tier Field Services Management Team

Posted on by GoCanvas Team

GoCanvas + Salesforce: A Top Tier Field Services Management Team

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Salesforce and GoCanvas are two of the top players in their respective fields. Salesforce is a leading CRM platform, while GoCanvas is a premier provider of mobile apps for business. Now, the two have teamed up to create an unrivaled field services management system. This system combines the power of Salesforce with the mobility of GoCanvas to create a solution perfect for businesses of all sizes.

How GoCanvas Can Improve Field Service Management

GoCanvas offers several features that make it the perfect partner for Salesforce in a field services management system. First and foremost, GoCanvas is mobile. This means that your field workers will always have access to the latest information and tools, even on the go.

Additionally, GoCanvas is highly customizable. This means that you can tailor the templates you use to fit the specific needs of your business. Whether you need to optimize inventory levels and update work orders, customer information, or service appointment records, GoCanvas has an app for it.

Finally, GoCanvas complies with all major field service industry regulations. This means you can rest assured that your field workers are always updated on the latest compliance requirements in real-time through the service cloud. GoCanvas helps streamline the functionality of your business.

How Salesforce Can Improve Field Service Management

Salesforce is the leading CRM platform for a reason. It offers several features that make it perfect for field service management. First, Salesforce gives you complete visibility into your customer data so you can enhance the customer experience and increase customer satisfaction.

Second, Salesforce provides powerful automation tools. This means you can automate repetitive tasks, such as sending appointment reminders and appointment scheduling notifications, logging travel time, or generating service reports.

Third, Salesforce offers a wealth of third-party integrations. This means you can add your Salesforce platform to your existing business systems, such as your management software, accounting software, or customer relationship management (CRM) system.

How the Salesforce + GoCanvas Integration Can Benefit Your Business

The Salesforce + GoCanvas integration provides several benefits for businesses of all sizes.

  • Visibility into Field Service Operations
    You can see where each field worker is in your service territory, what they’re doing, and how they perform.
  • Automation Capabilities
    Your team can automate dispatch, schedule, and invoice tasks.
  • Compliance Features
    The integration ensures your field workers are always up to date on the latest compliance requirements.
  • Access to Customer Data
    Allows field service teams to see who your customers are, what they need, and how you can provide the best customer support to serve them.
  • Troubleshooting Workflow
    Field service management can quickly identify and resolve issues in your field service operations.

Collaborate with GoCanvas + Salesforce to Optimize Your Field Service Management

The Salesforce and GoCanvas integration is the perfect solution for businesses of all sizes. If you’re looking for a way to improve your field service management, contact us today to learn more about how we can help you optimize your field service operations.

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

Let’s Build A Plan Together

GoCanvas and Procore: Make Your Tech Work for you

Posted on by GoCanvas Team

GoCanvas and Procore: Make Your Tech Work for you

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Joining Forces To Harness the Power of Data Collection

GoCanvas and Procore have partnered to enable users to get the most from their solutions. Using a combination of GoCanvas and Procore, construction companies can harness the power of comprehensive data collection to keep the office and jobsite connected, all on one platform. 

Streamline Your Digital Transformation in Construction

GoCanvas and Procore makes it easy to take full advantage of your data.  Optimize data collection and integration with a variety of features and capabilities, including:

  • More than 30,000 customizable form templates
  • Mitigation of risks using maintenance, safety, and OSHA forms
  • Enabling users to search and select reference data with ease
  • A custom analytics dashboard that allows for combined data viewing
  • Real-time workflow and approval kickoff
  • Dispatching to the field with pre-populated data
  • Sharing form submission data to Procore along with other platforms
  • Incorporate barcode scanning into any form

By combining GoCanvas and Procore, users can mitigate risk, empower field service staff, reduce cost, and increase visibility.

Solving Pain Points with GoCanvas Data Integration

Procore offers plenty of capabilities that make it easy to manage your construction business. However, data integration through GoCanvas can solve certain pain points that might otherwise hold you back.

Some of these solutions include:

  • Automatic bi-directional data flow that optimizes both Procore and GoCanvas
  • Custom analytics dashboard with combined data from both GoCanvas and Procore
  • Transformation of operations through mobile data capture with flexible form functionality
  • Intelligent workflows that connect teams

As a result, construction firms can benefit from:

  • Increased accountability and oversight for improved risk mitigation
  • Simplification of tasks to help increase overall efficiency while reducing costs
  • Optimization of service operations and increased technician efficiency

About GoCanvas

GoCanvas is a leading provider of digital forms and solutions that make communication seamless, both in the office and in the field. This digital transformation tool empowers organizations to gather accurate data from the field, even offline, in real-time. In addition, they strive to provide solutions that improve customer efficiency, reduce risks, and make informed decisions. Over 5,000 companies in construction, field services, manufacturing, utilities, and fleet management are building their business using GoCanvas, using their curated and customizable forms. 

About Procore

Procore is a mobile project management software that gives both office and field teams the tools they need to connect.

With the help of Procore, companies can effectively manage project budgets with consistently dependable data from the field. This digital transformation tool uses a single platform to assign, log, and address any issues they identify. In addition, Procore makes it easy to streamline billing, collect bids, and distribute information using a central solution.

GoCanvas hopes to enable Procore users to get the most from this solution with enhanced data collection and connectivity.

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

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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.

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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.

View integrations

Connect with an Expert Today.

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

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3 Ways Digital Apps Help with HVAC Invoices

Posted on by GoCanvas Team

3 Ways Digital Apps Help with HVAC Invoices

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Running an HVAC business today means you need to be prepared for the unexpected. One opportunity to unlock productivity and modernize your operations is by leveraging digital HVAC invoices. This category of software is easy-to-use and highly configurable to your unique business needs. Continue reading this blog post to learn how digital apps can help you maximize your business growth and minimize your risk.

Why Go Digital with HVAC Invoices?

The reason to switch from paper invoices to digital forms is the need to scale your business growth and productivity. Take for example Allied Air. Their HVAC company found that paper forms were slowing down their field technicians, resulting in manual work and inaccurate data. By eliminating paper forms and moving to digital HVAC invoices, the company has seen an increase in their operational efficiency.

Beyond just HVAC invoices, technology is being used to help companies do more with less. HVAC project management software is helping solve for many of the major headaches for HVAC businesses today – including things like dispatch, estimates, invoices, work orders, and much more. With tools to manage your operations and improve your customer service, here are three reasons why it makes sense to switch from paper forms to digital HVAC invoices.

1. Ensure Accurate Billing

One of the key benefits of moving from paper forms to digital apps is the ability to access accurate inventory information in real-time from the field. For example, a field technician would have the ability to access detailed information about parts and up to date pricing. All of this can be done from a mobile device or tablet, bringing information from a database directly to a technician on site.

For HVAC invoices, this means that when a technician fills out an invoice for a customer, they can easily choose the correct parts they want to add to the bill instead of having to look it up in a catalog book or guess what the price of the part is. All this data can tie back to an inventory management system to ensure trucks are always stocked with the right parts to complete the job.

By connecting information between the field and office, you can work toward more accurate billing and ensure that information is synced in real-time to everyone that needs it.

2. Receive Payments Faster

Another reason to go digital with HVAC invoices is to receive payments faster. When dealing with paper forms and invoices, this often means factoring in the travel time back to the office. Because this involves manual processes, billing to customers may be delayed and payments slowed down. 

When HVAC companies move to digital apps for invoices it allows billing to happen much faster. Billing can be done on a daily basis and customers can get accurate bills within minutes of completing their HVAC services since everything is processed automatically. This can help increase cash flow and it simplifies the process for customers. With the option to integrate HVAC invoices with digital payment processing, customers that want to pay via a credit card can sign off on work and payments right away.

3. Automate Manual Work

The final benefit of digital HVAC invoices is the time saved by eliminating manual processes. One common pain point for businesses today is the manual and time consuming processes involved when dealing with paper work and accounting tasks. Going digital allows you to automate this work and free up time for your staff.

With digital apps, you can automatically create and send HVAC invoices. Some apps will even offer integrations so you can connect to your QuickBooks or other accounting systems. Some companies have reported this has helped to speed up payment collection by up to 35%.

Integrating data systems and automating work allows you to get paid faster and avoid tedious tasks. By going digital, you can simplify your workflows around invoicing and you can keep your forms up to date on your products, services, and customer lists.

The ultimate goal with going paperless is to keep your teams synced between the field and the office. With synced data, your team in the field won’t have to worry about inputting that info every time they arrive for a job. And your team in the office will get data updated in real-time without having to rely on manual data entry.

Get Started for Free with GoCanvas HVAC Invoice Software 

GoCanvas is a leading provider of work process software for the HVAC and field service industry. We help companies to do more with less, by eliminating manual processes and helping HVAC companies get more work done faster.

HVAC companies rely on GoCanvas to scale their business growth, improve customer service, and increase productivity between the field and office. If you’re interested in learning more about how digital HVAC invoices work, be sure to schedule a demo of GoCanvas or sign up today for your free trial.

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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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3 Challenges with Paper Timecards and How to Avoid Them

Posted on by GoCanvas Team

3 Challenges with Paper Timecards and How to Avoid Them

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Paper timecards are costly in the short and long run. If you want to influence your bottom line, ditching them for a better alternative should be inevitable. This article covers three of the top challenges with paper timecards and how to avoid them using timecard apps. 

Challenge #1: Buddy Punching 

What is buddy punching? 

Buddy punching is one form of time theft at work. Through this tactic, employees use their colleague buddies to clock in times not worked.

For example, if one is running late, they’ll most likely request their friends to clock them in without your knowledge. Another scenario is when one wants to check out unusually early. So, they ask their friends to clock them out at the checkout time. 

The worst scenario is when a team member fails to show up entirely but still uses a friend to clock them in and out.

How does it negatively affect businesses?

According to a study by Replicon, 75% of small-scale businesses in the United States see a significant drop in annual revenue because of buddy punching. Paying employees for hours not worked adds up to your payroll. It’s costly in the long run because you’re paying out of your pockets instead of what they produce. The American Payroll Association confirms that 50% of employers’ costs are on payroll management.

Why is it hard to manage when using paper sheets?

Managing time worked by employees can be a hassle, especially when using paper timecards. This is because there’s no way to hold them accountable. Often, this is due to the shortcomings of paper sheets like the inability to track team member activity. Also, there’s colleague loyalty. Without a reliable system to clock time, colleagues will always want to protect their buddies.

Solution to buddy punching: Digital timecard apps 

To minimize buddy punching, you can ditch paper timecards and use digital timecard apps instead. Digital apps have features to discourage buddy punching and make it much more difficult for employees. For example, timecard apps may have features such as GPS tracking, geofencing, unique passwords/logins, or even biometrics systems in advanced systems. Here’s how it works:

  • The GPS tracker helps track team members’ location, making it hard to lie about their check-in and check-out times.
  • The geofencing feature works more like the GPS tracker. The only difference is that it’s used to create a buffer around the workplace. Beyond this barrier, your employees can’t clock in time, helping to limit cheating.
  • Unique logins/passwords are a standard best practice for online systems and encourage workers to login from their own mobile phones when tracking their time, rather than a punch card system.
  • Some apps may even feature a unique system like biometrics for logging in. For example, the biometrics system uses fingerprints that can’t be manipulated.

Overall, timecard app technology pushes for accountability among employees because you can monitor their usage within the app, helping to discourage buddy punching.

Challenge #2: Human Error

The human error challenge is hard to avoid, especially when using analog systems to run a business. In particular, using paper timecards to clock in time increases the rate of human error in payroll systems. 

Potential errors from paper timecards include inflated work hours and wrong entries due to lack of accountability and illegible writing. This means that if you detect the problem on time, you’ll have to re-do the entries to correct the mistakes.

Unfortunately, not many business owners can detect these errors on time, costing their payroll eventually. As a business owner or manager, it’s difficult to have oversight into such minute details like hours, meaning this can go unchecked. 

The good news is: that shouldn’t be the end of your story if you’re a business owner. Yes, errors are prone to occur. However, with a timecard app, this shouldn’t cost your payroll anymore. Timecard apps are built to sync with accounting software, automatically enhancing the accuracy and efficiency of recording.

Timecard apps help to minimize human error and help you to save more that would otherwise go to payroll management. It’s not fair to pay extra wages because of wrongful recording or have to deal with payroll disputes. Have a timecard app will cut down on the errors that are common when dealing with paper timesheets.

Challenge #3: Manual Work

Tracking employees’ time using paper sheets can also be hectic and it can create manual workflows for your staff. Here are some of the common workflow challenges with paper timecards:

  • Tracking down missing or incomplete information
  • Correcting errors or mistakes
  • Manual data entry to submit timecards into accounting system
  • Travel time if employees in the field need to complete paper work in the office

Paper sheets create some frustrating manual work that can slow down your business growth and frustrate your employees. Because manual work is inefficient, it can also have the compounding effect of impacting your team’s morale and then their productivity when they are forced to spend so much time on “busy work.”

All of this can make it difficult for growing businesses to scale efficiently. Paper work can not be automated, so the faster you grow, the harder it becomes for your staff to keep up with the growing paper work from employees.

Switching to digital timecard apps because they help streamline business processes and automate how work gets done. Through timecard apps, data is submitted in real-time from employees in the field, eliminating time-consuming, manual workflows and data entry. Managers can also set up automatic notifications for employees to get alerted when a timecard is due, meaning they don’t have to send manual reminders or track people down. Finally, data can be integrated from timecard apps into accounting and payroll systems like QuickBooks or Sage for real-time data sync.

Final Verdict

If you’re still using paper time cards, you may have run into some of these hidden challenge that negatively impact your business. Going digital can help provide  a more reliable solution with timecard apps that help productivity and accuracy of data collected from employees. Contact the GoCanvas team any time to set up a quick demo of our timecard app solution or sign up for a free trial here to learn more.

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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.

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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.

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3 Key Integrations for Construction Time Card Apps

Posted on by GoCanvas Team

3 Key Integrations for Construction Time Card Apps

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Time cards are widely used in the construction industry to keep an accurate record of hours worked, for project management and payroll purposes. 

The basic function of a time card is to collect employee data. While many businesses have traditionally relied on paper forms or spreadsheets as a way to track hours worked, more companies are now starting to embrace technology solutions for construction project management and reporting.

Paper forms and spreadsheets are now being replaced with mobile forms — allowing workers to complete their time cards simply by using their mobile phones on the job site.

As a standalone application, a construction time card app is fairly basic in its functionality. It will track standard fields like hours worked, type of hours (regular time, over time, or double time), and things like a signature for approval. It goes without saying that the exact fields on a mobile time card app can be customized based on business needs, and no-code solutions make it easy to design the app to your exact requirements.

Although time cards are relatively simple applications, they can become a powerful asset when digitized through mobile apps and integrated into other core business processes.

3 Ways to Elevate Your Business Operations with Technology

This article covers how time card apps can be integrated into the larger business technology and data ecosystem. The ideal state is to make it easy for employees to fill out and automate manual processes for operational staff in the office. Here are three ways to leverage time card apps into your business operations:

#1 Leveraging Reference Data to Save Employees Time

Depending on the nature of the work being performed, employees may need to input data on their timesheets that are specific to the project, customer, or type of work. While this can certainly be done manually each time, it winds up costing employees additional time to fill out all of the form fields by hand or referencing other sources of information.

GoCanvas time sheet apps are built with a feature called Reference Data, which allows you to integrate apps with other databases that you own. Instead of looking up the data on your own, GoCanvas will automatically fill out form fields using data that exists in another database. Pull in specific project codes, customer information, accounting fields, and anything else that you need to include on that time card sheet.

Anywhere your company stores data can be pulled into GoCanvas automatically, allowing employees in the field to leverage pre-filled form fields or drop-down lists to capture information faster. 

Not only does the reference data feature help employees spend less time filling out forms, but it also enables your company to standardize how data is submitted. Required fields and drop-down lists can ensure that no mistakes are made or critical information is missing. All of this allows your employees to spend less time on busy work and gives you better, more accurate data in real-time.

#2 Streamline Operations for Accounting

We covered how you can bring data into GoCanvas to simplify form fills, but you can also connect this data from the field to then sync with other applications your business uses in the office. 

For construction time card apps, the most common example of this would be an integration with your accounting system like or Xero. Not only can data be brought into GoCanvas, but submissions from GoCanvas apps can be automatically synced into those core accounting systems that your business uses.  

Paper forms and spreadsheets create additional manual work for teams. A manual workflow usually requires:

  • Data entry in the field 
  • Ensuring there are no mistakes
  • Communicating back and forth between teams via email
  • Manually entering or uploading information back into the accounting system

All of this creates additional steps in the workflow that are not necessary. With GoCanvas apps, all of this manual work is eliminated and once a timesheet is submitted, it’s automatically recorded in the accounting system. This can help to process payroll and any other accounting tasks faster when data is available instantly from job sites. 

This type of automation and data integration is essential for growing businesses. Paper forms and manual work can not scale efficiently. Anywhere you can leverage technology like GoCanvas to automate workflows will save you time and money that impacts overall profitability.

#3 Integrated Data for Reporting Purposes

Another key benefit for organizations that digitize their time cards is the ability to integrate that data for reporting purposes. 

With construction time cards, you can have them sync with your construction daily reports, giving project managers and stakeholders a real-time view of work performed. GoCanvas helps construction site managers instantly share their daily reports via email as a designed PDF document with images and relevant updates. 

Digitizing time cards and daily reports can have a significant impact on productivity and cost savings. For example, one general contracting company was able to realize a $120,000 cost savings on an annual basis by switching to GoCanvas for mobile daily reports.

Beyond reports, mobile form data can also be used for data analytics performance. This could be in the form of a dashboard that is monitored by owners or project managers to understand how things are tracking toward the plan. For construction projects, these types of analytics insights can help to avoid cost overruns or delays, and having the insights in real-time can allow you to communicate the issues quickly and take any proactive measures.

A study found that 96% of construction data goes unused. Your data that is collected in the field can be a powerful asset when rolled up for analytics. Mobile data platforms like GoCanvas allow you to collect data through forms, and create custom dashboards right in GoCanvas for analytics purposes. GoCanvas also allows you to take the submission data and integrate it with other BI applications your business uses, opening up the possibilities for you to integrate GoCanvas into your broader data ecosystem.

Want to learn more about how mobile data platforms can impact your construction business? Check out our playbook on the power of data analytics for commercial construction.

Playbook: 3 Keys to Unleashing the Power of Data Analytics in Commercial Construction
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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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6 Benefits of Inspection Apps for Business

Posted on by GoCanvas Team

6 Benefits of Inspection Apps for Business

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Many companies are starting to use inspection apps to streamline this process for employees that need to perform regular inspections as part of their job duties.

The typical inspection involves filling out a series of forms or checklists to record all of the relevant information. The next step in the process involves creating a report with all of the information compiled for distribution to anyone that needs it.

There’s really a wide range of use cases for these apps, including:

  • Real estate transactions
  • Safety inspections
  • Building inspections
  • Machinery or equipment inspections
  • Vehicle inspections
  • And much more

What are the benefits of an inspection app?

Historically, companies used paper forms as the primary mode of collecting data, but more firms are beginning to move away from paper-based processes. Companies are now switching to digital apps that can simplify the process for everyone involved and eliminate the headaches of using paper forms.

Bringing the process into the digital world is beneficial to organizations in a number of different ways. Here are some of the key benefits:

  • Business efficiencies: Inspectors are able to perform their jobs better and faster on mobile apps. They can collect photos and text notes that are recorded digitally and the reports can be generated automatically for them.
  • Standard data: One important factor is the ability to standardize how the data is collected, with reports that are consistent regardless of who performs the inspection.
  • Improved processes: Businesses need visibility into their operations in real-time. Technology today allows you to track issues in the field and have a quick turnaround time if another action needs to be taken, like scheduling further maintenance or repairs, for example.

6 key features available in inspection apps

There are many reasons to switch to a mobile app instead of using paper. Since apps are designed to be used on a mobile device or tablet, you get some advanced features with the technology that simply isn’t possible using paper.

Here are some of the features you gain when using an app for inspections:

1. Integrated with iOS or android camera for image capture

Many inspections require that you document items with images. Since mobile devices have powerful cameras built-in, inspections performed using the app can streamline taking photos and adding them to the report. Images are captured in real-time and can be associated with specific inspection items. An added feature is the ability to annotate images and highlight any problem areas.

2. Offline functionality

The ability to do work offline is an important feature for many business types. There are many people that need to perform inspections in areas that do not have an internet connection (such as a rural area or a basement). Inspection apps can collect and store the data while offline while you are on site. Once you are able to access the internet again, the app will sync everything back up to the cloud.

3. Cloud-based technology

The cloud-based technology of inspection apps is a benefit for businesses today. With data that is stored securely in the cloud, you can have peace of mind that your data is always backed up and easily accessible from anywhere.

Inspection software platforms should have a high level of IT security infrastructure built-in and should also have compliance for things like GDPR and HIPPA requirements.

Modern technology has come a long way to ensuring that your business can effectively operate online using tools that are readily available to businesses of all sizes.

4. ​​​​Reports in real-time

The ability to report on data in near real-time is a big reason to switch to apps versus paper. Creating a report on paper often takes additional time and slows down getting that information into the hands of people that need it.

When you create an inspection using an app, it files the report automatically and submits the report to all of the required recipients without creating additional work. This saves time and effort for inspectors by allowing them to finish their work and simply press the submit button to generate a report.

Most inspection apps use templates as a starting point and you can customize the templates to be consistent with your company’s brand and unique needs.

5. GPS functionality

Another built-in feature of a mobile device is your GPS functionality. This gives you the ability to verify the exact location of the property, equipment, vehicle, or item that’s undergoing inspection. 

Location tracking can be an added benefit for companies that really need to understand the precise location of something to do their jobs more efficiently.

Companies that want to automate their processes can also consider using location data in the field to streamline other tasks, like automatically generating work orders or other types of follow-up tasks that need to be performed.

6. Automation to streamline workflows

With automation tools built into inspection apps, it’s all about working smarter and reducing the amount of manual work your teams need to do.

Using these tools, you can automatically generate any of the follow-up actions that need to be performed after an inspection occurs. Depending on your business, you might have different use cases for how this would work. Most often it involves integrating your different cloud tools and systems you have in place to communicate with one another.

You can also think of automation in the form of push notifications or email notifications that are designed to alert different people after the inspection occurs. In today’s digitally connected world, you should always look for applications that can help to automate tasks and streamline your workflows to save you valuable time.

Inspection templates for your use case

Looking for a specific inspection template for your business? Make sure to check out our library of pre-built templates in the GoCanvas app store that can help you get started for free.

Our app builder requires no coding or advanced technical knowledge, which means you can build and customize your apps to fit your exact needs. Check out the GoCanvas website here for additional resources and templates for all of your inspection needs.

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

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