Building maintenance contractors usually have to order parts or materials for all types of work. This creates a great deal of complexity in terms of administration, logistics and customer service. For reactive maintenance it’s vital to ensure that parts are ordered and delivered as quickly as possible to resolve a customer’s problem.
For planned work it’s important that materials are sourced on time so that the job can stick to an agreed schedule. Joblogic’s purchase order software streamlines the ordering of both materials and labour so that the suppliers can be integrated into the service operation.
Ordering materials for reactive jobs is usually prompted by an initial visit to site. A typical example is that an engineer gets called out to a problem and then identifies that parts are required to resolve the issue. Using the Joblogic Mobile App the engineer can select the parts that are needed from a parts library on their mobile device. This will alert the back office that parts are required and they can turn this into a purchase order instantly, which using your branded template can be emailed to the supplier.
Once the order is marked as 'delivered' the costs for the materials are added to the job. Using 'selling rates' Joblogic will mark up the cost of the materials by the agreed percentage to create the invoice value for materials. Jobs that have undelivered purchase orders are marked as 'awaiting parts' so it's easy to see which jobs are still open and to chase suppliers for deliveries. When the order is delivered the job status changes to 'parts to fit' so the scheduler will know to arrange a visit to complete the job.
For larger jobs it's typical that the required materials will have been identified before the job is scheduled to the engineers. When quoting for work in Joblogic your back office can add the materials to the quote from a parts library. The parts library contains the preferred supplier and price of the part.
When a quotation is upgraded to a live job it's really easy to raise purchase orders to a supplier/s and email them straight out. Purchase orders can also be created for subcontracted labour. All purchases orders are tracked by status in the system making it easy to chase suppliers for delivery dates, price updates and invoices.
So Joblogic raises and tracks your purchase orders. What about supplier invoices? Our invoice matching software completes the process. When you receive your supplier invoice you can find the corresponding purchase order and 'match them'. This keeps you in control of your spend with suppliers and makes sure that you never get over charged for materials or labour.
If required, you can revise a purchase order to match a supplier invoice or create an adjustment for minor discrepancies. Supplier invoices can then be exported to your accounts software to update your purchase ledger. This gives you the ability to check purchases, get detailed analysis over spend with suppliers and avoid re-keying data into your accounts system.
Your first step towards efficiency
Do more jobs per day without employing more staff. Get your invoices out the door quickly and improve your cash flow.