Worksheet management

Worksheet management – transparent fulfillment, faster financial settlement

After delivering completed projects, it is rather important that the principal arranges payments for the project as soon as possible. Issuing invoices for the job done requires proper management of worksheets which in such cases act as certificates of completion.

xFLOWer worksheet management module does exactly that – ensuring the quick, reliable flow of worksheets from filling and signing through approval and invoicing to receivables management if needed.


Why choose this worksheet management system?

xFLOWer is cloud based solution, so it is available anytime, anywhere. Hence, shall the completion occur in any place, by using appropriate mobile devices and internet, signed worksheets can be submitted immediately after task completion. The system starts processes required for approval and invoicing right when the worksheet is submitted, thus minimizing the amount of time between completion and payment.

However, that is not all – xFLOWer goes far beyond. The system takes over all related processes from the beginning to the end, including processes of completion, approvals, invoicing, financial settlement and receivables management as needed.


Delivery advantages

xFLOWer Cloud records and stores all worksheets and related data in a unified, traceable database. Completion of project steps and milestones are forwarded to the delivery processes. By managing worksheets on process level, better work scheduling and follow – up becomes available. Therefore, the module supports operative work on the level of organizing work. Furthermore, when a task on a worksheet is completed, the module automatically forwards billable items to the finance department or to your accountant.


Worksheet management framework

The xFLOWer worksheet management module is part of the xFLOWer process management framework, including the most required business processes and data sets predefined. Although, all these predefined values can be tailored and expanded as needed during the implementation period or anytime later!

xFLOWer worksheet management is a cloud based solution, however it "only" provides a framework to create a business environment for your company - one in which you don't have to change your systems and operations frequently. Check out the xFLOWer product range - you can access all these features anytime: if you need any of it now, it is available, if it will be needed later, implementation into your existing xFLOWer instance will be flawless.


worksheet management processes

In the xFLOWer worksheet management module, everything is controlled by business processes, to which documents are attached. The processes are guiding all colleagues step by step through the operative tasks, so it is not possible to omit any required step of the process. 
Worksheet management processes do not end at signing the invoices. xFLOWer worksheet management can control the whole delivery lifecycle, by implementing business processes such as:


Of course, you are free to decide what worksheet management processes you use, however, we suggest the following processes to start with:

  • Delivery management
  • Invoicing approval
  • Receivables management

Parameterized to fit your exact needs.



worksheet management data sets

xFLOWer worksheet  management module includes partner and employee data sets by default, however, you are free to decide what further types of data you want to store and manage. The possibilities are endless: store HR data, partners’ company size, location, supplying potential, premises, contact persons or unique data types such as employee foot size, language knowledge, turnover, political relationships or the GM's kids’ names - really whatever you may imagine!
Related to your specialties, information linked to your product or service can be managed at the level of individual processes, or you may create different delivery processes for different product or service types. 
In case you have existing data sets in different systems, it is possible to establish interface connections to these systems. Hence, there's no need to re-enter existing data into xFLOWer during implementation. 
In case you need different data sets, not only a customer database, it is also possible with xFLOWer. Create data sets for customers, real estate, receivables, accessories, partners or anything else. Worksheet management processes will always be attached to the appropriate data set.


Practical example

Incoming delivery request - fulfillment and payment

  1. Incoming customer request – Any request may indicate a business order tha shall be completed. The system in this case prepares a worksheet, filling it with the data included in the request.  Then, it is forwarded to the responsible persona.
  2. Approval, supplemental information – Responsible persona checks the contents of the worksheet, then the approved worksheets are sent into the system.
  3. Arrival of approved worksheets – The incoming worksheets are filed, based on their data content, completion processes are started.
  4. The module follows completion processes and ensures the completion of all tasks included in the worksheet.
  5. In case any task gets stuck, sends automatic alarms to responsible persona.
  6. Project delivery – After project delivery and approval by the client, the worksheet is signed as a certificate of completion. After that the worksheet is forwarded to the system.
  7. After the worksheet arrives, the system forwards it to the finance department, certifying the completion of the project. Also, the system forwards all required data for invoicing.
  8. In case the process gets stuck at invoicing, the system sends alerts to responsible persona.
  9. Financial settlement deadline is examined by xFLOWer (in conjunction with the financial system) and in case of delay or non – payment forwards the process to receivables management. In case the payment is settled properly, the system ends the process.



Ready to use solution

Even the best system can’t provide a complete solution if operational processes are designated erroneously. For this reason, ready – made processes based on international best practices are integrated into all xFLOWer modules, which ensure professional organization of work from the first moment of usage. This unique feature enables business leaders to redefine operational processes solely by appointing coworkers for certain tasks – the rest is done by xFLOWer.

xFLOWer Cloud worksheet management module contains all the above features and enables the definition, management and automation of all operational processes regardless the number of processes, users of documents involved. By automating certain tasks, resources are freed within the organization, hence saving costs, time and energy for your enterprise. Therefore the company is enabled to focus on sales, clients and the constant development of its core competence to retain its competitive edge.