Processed worksheets are the base of invoicing and subcontractor settlements. Therefore it is most important to manage these processes in a system that is able to manage all the activities involved or even automate certain parts of the process.
Digital worksheet management
Processed worksheets are the base of invoicing and subcontractor settlements. Therefore it is most important to manage these processes in a system that is able to manage all the activities involved or even automate certain parts of the process.
The xFLOWer workflow supported worksheet management tool enables the automatic generation of worksheets with custom design and content for any and all projects, services or deliveries.
Manually processing signed worksheets or certificates of completion is cumbersome and time consuming, generating disproportionate workload for administrative staff. xFLOWer is able to automatically or semi-automatically process such worksheets.
It is usually crucial to ensure financial fulfilment in case of any ongoing project or operation. Therefore, the righteous settlement arrives in time without any hassle or conflicts. In many cases payers must accept the completion of any service or delivery in case such deliveries are performed without errors. Such acceptance is best indicated by a signed worksheet, which contains all information regarding the completion. At the same time, managing worksheets manually can be overwhelming for administrative staff, as they should generate the worksheet - include all completion with prices and due dates based on the contract or accepted offer, add all materials and components, create the worksheet, print it, send it to the client and so on, thus ensuring that no problems will occur at invoicing. xFLOWer is able to automatically generate worksheets, thus saving workload for administrative staff and speeding up the process of worksheet management. In case the required data is already in the system, xFLOWer will collect, include and check all information in worksheets. Moreover, custom data might also be included automatically: who was responsible for the completion, date and time of the worksheet, who might sign it and so on. xFLOWer is also able to create worksheets with different designs and different content for different projects, also automatically. Worksheet types can be linked to services, projects, customers or other variables - the possibilities are practically endless and xFLOWer will always use the worksheet appropriate for a given project or other completion type.
Undersigned worksheets must be processed in order to trigger invoicing and ensure positive cash-flow. Manual processing of worksheets is not only time consuming, but also boring and tiring. Therefore it is most sensible to automate these tasks through a system that's able to support worksheet processing. xFLOWer is able to automatically process worksheets - or at least partially automate worksheet processing tasks. Moreover, it is also possible to use the xFLOWer mobile application to send undersigns worksheets into the system from remote locations. Therefore the actual worksheet does not have to be present at the place of processing, thus speeding up processing. The system automatically files incoming worksheets and links them to the appropriate business process, hence ensuring that all worksheets are forwarded to the right department - for further approvals, invoicing, checkpoints, or others. Such processes can be defined freely, therefore all such processes are created as needed by the organization. All worksheet data can also be included in the system, enabling future search ability and creating a structured data set of worksheet related data. xFLOWer is also able to match worksheets and contracts, thus ensuring that no contractual item is forgotten or invoiced twice.
Pertaining to worksheet management it is also crucial to see that our company can be on the principal side: we might entrust a subcontractor to perform a certain service or to deliver certain products. In this case, worksheet management processes are turned around: we have to sign a worksheet that certifies the performance of our subcontractor. However, in this case there are several other tasks which needs to be managed before and after signing the worksheet: check the delivery, approve it, and compare the worksheet with contractual obligations and so on. Some of these activities must be performed manually, since no software can for instance check the quality of a certain product or a service. On the other hand, these manual tasks can be supported by an appropriate workflow system, capable of managing worksheets. xFLOWer as a workflow framework delivers: since custom processes can be implemented in the system, it is not only possible to support the mentioned human activities, but also, some others can be automated. Hence valuable worktime can be freed for administrative staff, while all human activities become more traceable and structured. A simple digital worksheet management tool is far from providing such functionality, not to mention possible integrations: for example, once a worksheet is accepted and an invoice is therefore received, it can be automatically forwarded to the financial system, ERP or to the financial department. Hence timely payments of subcontractors become managed in a transparent, digital and partly automated way.
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.
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.
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.
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.
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:
Parameterized to fit your exact needs.
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
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.