Moving information fast is important, whether for invoicing or cost control it’s critical that you’re in control of the data on your dockets.
Orders can be created by the plant supplier or contractor and shared to the other party.
Or not. Either way, they create structure for your dockets and keep them stored together. Key information such as purchase order and line item items are copied to every docket which helps drive integration down the track - whether it be Xero, Viewpoint, Job Pac or another system.
The next stage is to allocate jobs to your team, or to your subcontractors. Key order information is copied to the Job and you can add more instructions for your operators. They accept (or reject) the Job and you know they will be onsite when and where they are needed. Eliminate the text messages and phone calls required to organise your workforce. If you already have an allocation tool, no problems, dockets can also be created directly from orders, or just by themselves.
The operator simply creates the docket from the order or job and the key docket data is prefilled - customer information, purchase order numbers, site addresses, even docket line items. Dockets are based on a template that ensures you capture exactly the information you need, and that the right fields are mandatory. Critically, all dockets have an ‘Items’ tab which captures the chargeable items for the job. This is the information that will ultimately flow through to the invoice.
Dockets can be signed on glass or remotely on the recipients device - no logins required. If the docket recipient is on Docketbook, they can accept/reject the docket in a cross-company workflow process and apply cost codes for consumption into their job costing system.
In our Invoice Exchange module, you can create invoices directly from your dockets, pull rates from your orders and create invoices that are three-way matched and ready to pay. Then share them with your customers.
Receiving invoices in Docketbook is just as simple. Look at a list of invoices, check their 3-way-match status (rates and quantities) and approve for payment to feed the invoices directly to your ERP. No reconciliation required.
With paper dockets sometimes lost and often illegible, Karim Viljoen, the accountant at Lendich Constructions knew there must be a better way. She was spending hours each day chasing dockets and entering endless lines into spreadsheets.
For Lendich, the requirement was not just to make it easier for operators, but to present the data in a very specific way to support the claim process.
“Integrating directly with Excel mean I could use the processes and formats I was familiar with but have the data come automatically from the dockets”, said Karim, “The flexibility of Docketbook was a major plus.”
The process of adoption by field staff was much easier than anticipated. “We have 10 field staff of different ages, and they all adapted really well. The error rate has reduced dramatically since moving from paper and there is no longer a need to travel back to the office to drop off dockets”
Explore our features supporting each phase of the purchase to pay cycle.