Automating Work Orders – A Proven Way to Increase Customer Satisfaction & Improve Efficiency

Work Order Automation, Job Order

Work Orders are used to identify, plan, schedule, execute and track the work that’s performed at locations and/or on assets and systems throughout your customer base. However handling numerous requests with differing levels of urgency, while managing customers expectations can be an administrative headache.

Rules can be defined to meet the organization’s industry requirements. For example, work orders can be routed based on level of authorization, expertise, and required resources. Routine work orders could be dispatched instantly, while urgent requests requiring approval are sent for immediate review. Users could submit requests with pictures and facilities personnel can enter work orders on the fly, identify the status of parts and be notified of urgent issues. All of which can be captured to SQL and a document management system for you to perform additional analysis. Having the ability to review and approve pending requests from desktop and mobile devices improves the efficiency of the entire process.

Connectis can help improve the management of the entire work order process. Our web based LiquidOffice – business process management solution can enable you eliminate the time consuming manual processing of field service forms that will help increase efficiency and accuracy, and make a technicians administrative jobs easier. Every step of the work order process can be automated, from requests, to approvals, scheduling, work order issuance, and completion.

LiquidOffice datasheet

Work Order Management

work order automation Today’s executives in equipment manufacturing, construction, HVAC, and other service industries believe in a technology-enabled future. The market continues to evolve as new technologies and tools such as mobile, wearables and the Internet of Things create more opportunities to magnify the results of the work of field technicians and office resources. At Connectis we have a technology (Cloud, Mobile, On-Premises, Web-based and Hybrid) to automate both paper-based and electronic business processes and knowledge about the entire life-cycle of your order management. From the dispatcher who schedules and assigns, to the technician who accepts and performs the service, to the service manager who approves and invoices.

Keeping track of paper work orders and not having access to customer and equipment history hampers the ability to close out jobs. Often times, this means that additional service calls are needed to complete the request. But effectively processing work orders manually is difficult considering all the steps and information involved. Work orders begin their life-cycle through one of three funnels: call, quote or preventive maintenance. Our solution automates the work orders in each funnel and improves the speed and efficiency with which you process orders and bill them for faster revenue by digitizing every work order – from the time it is created to the moment it is invoiced to the customer. Our web-based digital work orders system provide the same experience on all mobile browser enabled devices. Once data has been captured, it can be shared with customer invoicing systems. If you’ve got significant invoice documents that need to be captured and processed our Invoice capture system will improve efficiency, reduce errors, reduce the number of days to bill; because the billing process no longer needs to wait for a periodic receipt of paperwork when technicians visit the office or mail in work orders.

The ability to capture data needed for invoicing and equipment history via offline-capable mobile applications instead of paper-based records reduces the amount of duplicate or manual data capture.

Connectis makes it easy to create work order forms that will electronically capture data from within the office or while in the field from a mobile internet enabled device. Companies can create, edit, accept, decline, pause, complete and view work orders, tasks and quotes from anywhere, anytime, from nearly any device that makes the transition from paper easier, or help improve and simplify existing ones. You can rely on the integrated application to track the work order information for you so you can respond quicker, perform better in the field, and satisfy the customer. We offer API level integration with many ERP, CRM or other back-end database systems. Integration with your billing system enables you to validate payments and capture approvals electronically without any hassles of paper trails and manual cross-references.

Improve customer satisfaction and reduce cost per work order by improving the percentage of work orders where the technician has the appropriate parts, skills and tools to complete work on the first visit.

Purchase Requisition Automation

Purchase Requisition automation Due to increasing pressure from investors, shareholders, boards and compliance officers, the CFO must have a hand (and accountability) in every aspect of business operations including Procure2Pay process. Often purchase requisition is a paper form that gets printed and hand-delivering the form for manager approval and/or routed via internal mail – slowly crawling its way through the process. Utilizing Connectis Solution for procurement optimizes spend requests and goods/services ordering by eliminating paper and manual processing steps in the purchase-to-pay (P2P) cycle.

Businesses save time and money with online purchase requisition and order forms, as well as benefit from company compliant and standardized approval workflow. With no downtime waiting for approval and no paper trail to follow, automated purchase requisition programs can significantly reduce your overall operating costs. Faster processing times speed up business operations and make it easier for you to track costs and make improvements. Because each person that accesses a purchasing request sees the request in real time, employee productively is increased. Employees won’t have to waste time making phone calls trying to determine the status of each request. The ability to access any purchase request that someone in your business generates from any location offers you better control over your company’s purchases.

Purchase requisition automation The Connectis solution for purchase requisition enables every department in any organization to submit online Purchase Requisitions that flow through to the appropriate personnel for approval and then on to Materials Management for order fulfillment. The automated eForms workflow includes an automatic routing based on total dollar value of requisition ensuring purchasing policies are enforced and the workflow’s audit trail adds accountability. Email notifications for each step of the workflow process keep the requester informed about the requisition’s progress. Giving users access to products and services from preferred suppliers allows the purchase to be in-line with company purchasing policies. For managers who are out of the office, Purchase Requisition mobile application, enables them to approve invoices and purchase requisitions on-the-go. Transactions — from request to receipt — are centrally tracked, enabling reporting on requisitions, items purchased, orders processes and payments made. Because orders are pre-approved, all invoices become PO based and can easily be matched with the corresponding PO and goods receipt. AP staff no longer have to chase payment approvals in order to pay invoices on-time, and can benefit from early payment discounts. Purchase automates the procurement process by providing best-practice workflows that help you manage requisition review and approval, purchase orders (POs) and goods receipts processes. In addition, mobile and tablet based forms give you anytime, anywhere access to the data you need, dramatically improving collaboration across your organization. It also enables you to reduce requisition-to-order cycle times, capture greater negotiated savings and increase value by bringing more spend under management.