From work order to invoice, the same day
Processing work orders automatically means pulling the hours, materials and extra work off the docket, checking them against the job and queueing them for invoicing. Below is what happens between a finished job and the invoice.
How it works today
The engineer finishes the job and hands in the docket. Sometimes the same day through the app, sometimes a week later as a photo. The planner transfers the hours, materials and extra work.
If something is missing, a message follows. Meanwhile nothing has been invoiced, and after two weeks nobody remembers exactly what was agreed on site.
- Installation and technical service companies with their own engineers
- Work orders from an app, as a PDF or as a photo
- A package where hours and materials are recorded
- Extra work that regularly gets left behind
What happens, step by step
- 1Collect the docket
From the app, the mailbox or a shared folder — including photos of paper dockets with a signature on them.
- 2Read and match
Hours, materials, extra work and the signature are recognised and matched to the right project or customer.
- 3Check against the job
Hours and materials are compared with what was agreed. If it differs, it goes to the planner instead of straight onto the invoice.
- 4Route extra work separately
Extra work gets its own approval step, so it is released deliberately before the customer sees it.
- 5Queue the invoice
The draft invoice sits ready in your package, with the justification per line.
- 6Report back to the engineer
If something is missing from the docket, the engineer hears the same day exactly what is missing.
Where it goes wrong when it is built too simply
These are the questions we ask in the quick scan. If a supplier does not ask them, they surface later anyway — usually once there is already an invoice.
- A photo of a docket with a quantity crossed out and rewritten.
- Four hours booked on a three-hour job: invoice automatically, or put it to someone first?
- Material taken off the van that was never scanned and appears nowhere in the administration.
- Two engineers both submitting a docket for the same job.
- A maintenance contract that covers the hours but not the materials.
- A customer who does not sign — does the invoice go out anyway, and on what basis?
What it delivers
Invoicing happens faster, usually within a day of completion. That is working capital directly, and it saves argument because the customer gets the invoice while the work is still fresh.
Extra work gets invoiced more often, simply because it has its own route rather than falling between two stools.
How much this delivers depends on the number of dockets a week and how many are currently left waiting. We measure that beforehand.
Build: €4,500 – €8,500
Category: Extensive automation
Build time: 34 to 55 hours
Lead time: 4 to 6 weeks
Maintenance: Managed, €395 per month
A range, not a quote. What it becomes for you follows from the Automation Check. All prices →
See all prices →Start with one process
Tell us which work gets retyped most often at your company. If automating it turns out to be a bad idea, you will hear that in the first conversation — before there is an invoice.
The first conversation is free and without obligation. Want it substantiated? The Automation Check is €295 — deducted if you have us build within 30 days.