Top 8 Benefits of Using Digital Work Orders

In today’s modern world, new technology is making our lives infinitely easier. Things that used to be complicated can now be done with a push of a button, which means that we can work smarter and be more profitable than ever before.

However, even with all of this high tech wizardry, many companies are still doing things the old fashioned way. Take work orders for example; most of the time these are physical documents that pass from business to client and back again, all without any kind of automation involved.

Unfortunately, this can lead to a host of problems, not the least of which is that orders can get lost, damaged, or misfiled, resulting in a delay in operations that could cost you a ton of money. Wouldn’t it be so much easier if you could digitize the whole process? Well, now you can with digital work orders.

What is a Digital Work Order?

Simply put, this is when you take all of the information on your regular work order sheet and digitize it. There are several new apps, such as InField Clipboard, that allow you to build your order from scratch and customize it to fit the needs of your business. This way, you can enter all of your information digitally, rather than scan a document after the fact.

Top 8 Benefits of Using Digital Work Orders

As you are about to see, there are some profound reasons to utilize software that can create digital work orders. Whether you are a startup company or you’ve been in the business for a while, you can benefit immensely from them. Once you’ve seen the difference they can make, you’ll wonder how you lived without it.

#1 Customize Your Forms

Not every company is the same, meaning that you need to make sure that your work orders are best for your operations. With programs like InField Clipboard, you can create a form just the way you like it, with as much or as little information as you need from your clients. You can even format it to be the same as your current work orders so that there is a smoother transition from paper to digital.

What makes this process even more desirable is that it doesn’t take much time or effort to make changes to your forms. There’s no programming involved, no complicated steps. All you have to do is put in what you want and take out what you don’t. Best of all, you can create different forms for each of your clients if necessary, all without having to print a single drop of ink.

#2 No WiFi, No Problem

One of the issues that most companies worry about when digitizing their mobile software is that being out in the field is usually hit or miss. If you don’t have a good data plan or access to a wireless network, you can wind up in a worse position than if you stuck with old-fashioned paper.

Fortunately, most apps that offer digital work orders don’t have this issue. You can fill out your forms and store them to your device immediately, with or without a connection. Then, once you are in the range of wifi, you can upload everything so that it shows up on the back end. Never miss a beat because of spotty reception.

#3 Clear and Legible Writing, Every Time

Do you have a client that scribbles everything that they write? Do your employees suffer from poor penmanship? It may not seem like a big deal, but not being able to read notes can be dangerous and lead to unforeseen setbacks, which can hurt your bottom line. However, since your work orders are digitized, you never have to worry about this problem ever again.

In fact, some programs enable you to still write with a stylus, but the software will automatically make it more legible (except for signatures). This way, you don’t even have to be adept at typing on a tablet either. This will make it easier to process your orders, and no information will be left behind.

#4 Navigation Built In

You probably already use GPS software to find your clients already, but what if you could tie it into your work order app as well? With digital work order apps like InField Clipboard, you can seamlessly connect your directions with the order so that your workers just press the address and they get a route in seconds. With functionality like that, it shows how digital work orders can make your operations run much more efficiently.

#5 Connect to Your Back End Seamlessly

The most poignant aspect of using digital work orders is that all of your forms are automatically integrated into your company’s system. This way, you can make things so much easier for every person on your team, whether it’s sales or management.

  • You can email your digital forms to the client and get them back much quicker than before.
  • Your employees can access the work orders that are assigned to them so that there is never an issue of missing paperwork or forgetting to bring the right form.
  • If one of your teams is falling behind, reassign the work order to someone else immediately. All of the pertinent information will transfer over, meaning you don’t have to transcribe anything over the phone.
  • Create digital forms for your internal needs and process them as necessary. This can make your accounting system much more efficient.
  • Send data to an external system for storage purposes or for your home base to access it on a computer, rather than a tablet.
  • Set rules for your workflow so that you can automate as many processes as you like. Whether it’s sending a thank you email to clients, uploading signed orders to management, or some other part of your workflow, you can program it to meet your needs.

#6 Print Forms Whenever You Like

Perhaps you prefer to have a physical copy of completed work orders on file, just in case. You can connect your tablet or mobile device to your printer and create a hard copy of any of the forms you create, all with the push of a button. This way, you can still get the best of both worlds. Thankfully, though, it’s much easier to go from digital to physical than the other way around. Never worry again about transcribing, scanning, or manually entering data into the computer again.

#7 Analyze Your Data

One of the most time-consuming processes for your business is taking your work orders and creating a comprehensive report based on the numbers. Chances are that this is one of the biggest sources for delays on the back end, which is counterintuitive because these reports are crucial to your overall success.

With digital work orders, you no longer have to enter this information manually, nor do you have to create a record from scratch. Most apps that generate them will have analysis software built in that handle this process for you, making it faster and more accurate.

Best of all, you can also automate these reports so that they get sent to you or anyone else on your management team as soon as they are generated. This way, even if you are not on site you can still get a comprehensive view of your business and make sure that everything is running smoothly.

#8 Improve Your Bottom Line

When you digitize your work orders, coupled with all of the other efficiency benefits you get from using an all-in-one program, you can vastly improve your operations to the point where you can solicit more clients and sales.

  • If you have to make changes out in the field, then a digital work order allows you to integrate those adjustments on both the front and back end.
  • You can process work orders and send invoices instantly, rather than waiting for employees to turn them in to the office.
  • Estimates can be done remotely, allowing you to do more of them in a single day, all without losing any productivity. When an assessment is drafted, it will be available digitally to get approval from the client, allowing you to shave hours off of your current operations.

Conclusion

Overall, there is no reason not to start using digital work orders. Not only will they help you save time that you can reinvest back into your business, but it will remove a lot of the steps that you take to keep things organized and efficient.

This means that no matter what stage your company is at, you don’t need to maintain a full-time staff to manage your paperwork. You can put more of your time and energy into customer service and providing great value to your clients, all while having the peace of mind that everything on the back end is being handled properly.

What’s even better is that you can utilize this software in conjunction with other apps, like Google Maps, which allows you manage your field resources at every step of the way, from inquiry to invoice.

You owe it to yourself to see how digital work orders can benefit your business. Whether you just need to save money on printing costs or you want a better way to analyze your operational data to make changes and speed up your process, digital work orders make everything easier for you.

There are tons of different digital work order apps available, including InField Clipboard. Find the one that fits best with your company and see what you’ve been missing.

InField Clipboard: Business Automation from Inquiry to Invoice

When trying to make your business more efficient and profitable, what is one thing that is holding you back? Chances are that a big issue is the use of physical materials to handle the various operations of your business. Work orders, invoices, and even notes to employees can get lost or forgotten, which means that you can encounter obstacles and delays on a regular basis.

On top of that, having to run paperwork back and forth from the job site can be time-consuming and prevent you from efficiently executing your work. Everything from approvals to estimates to invoices can be delayed when paperwork has to be filed and maintained manually.

Fortunately, there is an easier way to do things. With InField Clipboard, you can have work order management with a fully customizable app. However, work orders are just one of many different things that InField Clipboard can do for your business. Let’s see how the whole process works.

Overview of InField Clipboard

What makes this program so valuable to your company is that it includes everything you need, from inquiry to invoice. This way, all of your data and operations are handled by one system, rather than trying to piece it all together manually. Here is how InField Clipboard works in a nutshell.

Inquiries and Estimates

Most likely you have several different ways for clients to get a hold of you, whether it’s through email, direct contact via your website, or even a phone call. No matter how your customer contacts you, all inquiries are entered into InField Clipboard. This also means that you can create a client profile as soon as the inquiry comes in, which will make your job that much easier.

Instead of having to manage physical folders, all you have to do is click on the client’s name, and you will have all of the pertinent details. Best of all, the client will also have access to the program for approval of estimates and invoices, making everything more streamlined.

Once the inquiry is put into InField Clipboard, then it will go to an estimator as usual. Because this software is mobile-ready, the estimator can take it along on their site visit so that once they create an estimate, it will already be entered into the program. This also means that you can have estimators do multiple site visits without losing any productivity because your office staff will be able to start the approval and work order management process immediately.

The great thing about generating estimates in InField Clipboard is that you can customize it to fit your needs. This way, nothing is out of place, and you can be up front with your clients concerning the scope of the job and the total cost. Also, the system automatically generates a professional proposal for you to send to the customer.

Work Order Management

Once the project is approved, then you can generate work orders on demand. Again, this is all customizable in the app, meaning that you can create different templates based on certain job types and clients.

The other great thing about InField’s work order automation is that you can include everything necessary, including pictures and other documentation related to the job. All of it can be accessed through the app, which saves you time and money since you don’t have to make copies of anything.

Business Automation

Once on the job, each field worker can access the work order through the app, so no information is missing and everyone is on top of things at all times. Best of all, you can add a route to the client inside the app, and it will generate an automated message once your workers are 15 minutes away. They don’t have to pick up the phone or press any buttons; it happens automatically.

On site, your staff can then adjust the work order as needed, including changing the scope of the job, adding more materials, or even just taking photos of the finished project. Best of all, because everything is connected through the app, he can even collect a signature on site, which uploads to the system immediately.

Another part of business automation is that workers can generate purchase orders on the fly as well, making things even more streamlined. Instead of having to contact the office and get a new order printed, it will all be taken care of through InField Clipboard.

Finally, if any changes need to be made to the work order, all requests will be sent to the office through the app, making it easier for you to approve and update everything in real time. This will save you plenty of headaches as you can see everything through the back end and get a clear picture of what needs to be adjusted.

Invoicing/Auditing

The next step in work order management is to submit a completed order to both the client and the office. This happens immediately upon completion of the job, meaning that you don’t have to wait for your workers to get back to the office to start approval and invoicing. This also means that you can have workers out in the field for longer since they can handle work order management remotely.

InField Clipboard helps with business automation by generating an invoice as soon as a work order is approved by management. This makes accountant’s job easier and allows you to send the invoice for billing that much faster.

As we mentioned earlier, the client will also be able to access their account through the customer portal. The account will also be protected by a username and password to ensure the security of their personal information.

InField Clipboard can also generate an invoice within the clients accounting software of choice, such as Quickbooks and Simply Accounting.

Clients can view invoices as well as work order details so that if they have any questions, all of the data is within their reach. This also makes it better for them as they now have a record of all transactions so that their invoices are audit-ready at all times.

Top Benefits of Using InField Clipboard

As you can see, there are a lot of reasons to use InField Clipboard. It will revolutionize the way that you handle your business, and it will enable you to grow and succeed even faster as a company.

Reduce Errors

Never again will information be missing from a work order, estimate, or invoice. One of the biggest reason that problems happen is that people make mistakes when transcribing or filling out forms, but that is not an issue with InField Clipboard.

Also, you don’t have to worry about sloppy handwriting being a problem anymore either. Since everything is filled out through the app, all materials are legible and easy to read.

Reduce Costs

First of all, you can save a bundle on printing now that you no longer need to make copies of all of your paperwork. Even if you insist on having a hard copy for your archives, it will be much better to print out a single form than making multiple copies for the office and the remote workers.

Second of all, the time spent working on each job will be significantly reduced. You no longer need to transcribe details onto the computer, nor do you have to spend time creating new work orders and invoices. Overall, InField Clipboard can cut down up to eight hours per worker per month, and save you up to 20% on payroll.

More Jobs, More Money

Since your operations will become so efficient, you can take on more clients without running into costly delays or errors. As we mentioned, estimators can do more on-site visits because their paperwork comes to the office through the app, workers can do multiple jobs because they can get signatures and finish work orders on the fly, and your office staff can manage invoices faster and make sure that you get paid sooner.

Experience Rapid Growth

If you are starting a new business, then InField Clipboard is your ticket to success. Because it offers complete business automation, you don’t need to have a full-time staff to manage all of your paperwork, meaning that you can focus more of your attention on building client relationships and making sure that you provide exceptional customer service.

Also, because the system creates profiles for each client, it’s much easier to perform routine work for them on a regular basis, allowing you to build long-lasting relationships that will help you thrive.

Easier Auditing

Bookkeeping is one of the most crucial aspects of your business, and InField Clipboard makes it easier than ever to manage all of your accounts and payments. Because there is no chance of missing paperwork or invoices going out late, you can keep your finances on track with minimal supervision from your accounting staff.

Bottom Line

No matter what kind of company you run, you can benefit greatly from InField Clipboard. It has all of the tools you need to streamline your operations and enhance your bottom line. Unlike other applications that change the way you do business, this system builds on your current foundation so that you can reach higher than ever before. Simply put, you’ll wonder what you ever did without it.