FieldCap: Eliminating Paper and Spreadsheets from the Field Ticketing Process

FieldCap:
Eliminating Paper and Spreadsheets from the Field Ticketing Process

Despite technological advances and company investments to increase connection and efficiency, Alberta companies still have thousands of paper forms and Excel spreadsheets representing millions of dollars’ worth of service efforts just waiting to be processed, meaning many companies are waiting long periods to be paid for the work they’ve already done. These “field service tickets,” LEMS, and work orders are causing inconsistencies and approval delays that add costs to service companies, impacting their ability to manage their businesses efficiently.

FieldCap was created to solve this problem. Originally designed as a web-based front end to SAP B1 – an enterprise resource planning (ERP) software – for oilfield service companies, brothers Brad and Tom Peterson noticed that these businesses were tripping over field ticketing issues. The old-school methods for field ticketing were setting companies back at a time when efficiency was crucial to saving costs and staying in the game. Oilfield service companies desperately needed to reduce their Daily Sales Outstanding (DSO) in order to stay in business, and to meet this need, FieldCap evolved to modernize field ticketing and paperwork, ultimately optimizing operations and helping companies get paid faster.

Because more than 90% of field service companies still use spreadsheets to manage their day-to-day field operations, information processing takes longer than it should. Even though companies have adopted technologies to improve their field work, most are still tracking and recording what they’ve done on paper and spreadsheets. The problem with this process is that someone in the office must decipher the hand-written tickets and enter them into a spreadsheet or financial system to create an invoice. Often, those invoices are wrong – either incomplete or misinterpreted – but even if they’re accurate, getting those tickets from the field to the office then producing and sending the invoices results in major delays. Not to mention that the backup and evidence is still on paper and spreadsheets, so when disputes occur, staff must sift through paper records to figure out what happened. If there’s an error, tracking it down can take days or weeks, causing delays in billing and payments. FieldCap solves this problem with an easy-to-use web-based service that works even when there’s no internet or cellular service.

“In addition to accuracy, efficiency, and reductions in DSO, there’s also the opportunity for companies to get paid faster which has huge operational impacts, especially for small businesses,” says FieldCap’s VP of Operations and Business Development, Donovan Volk. “When you’re a mom and pop shop, operating one or two trucks of workers, that’s your cash flow. When you don’t get paid from a client for several weeks or months after doing the work, how do you pay your employees or how do you pay for your trucks and tools?” FieldCap offers electronic signatures (in the field or remotely) and keeps a version history for ticket changes and corrections, enabling companies to get approvals more quickly so they can invoice sooner. “Some of our clients have changed their billing cycles from monthly to bi-weekly or even weekly,” says Volk.

“At the end of the day,” Volk says, “if you can’t get paid for the work because the field ticket is unreadable (because the worker was scratching it onto a piece of paper), that’s a problem. Companies are investing huge amounts of money into buying equipment, but they don’t know where it is, or they do know but can’t get paid for it. The person who was supposed to sign the invoice won’t sign it because someone put in 10 hours for the wrong piece of equipment at the wrong site. But everything falls down around implementation if this problem isn’t identified already. No amount of convincing will change someone’s mind about having a problem, they have to recognize that there’s an issue and want to find a solution.”

Despite technological advances and company investments to increase connection and efficiency, Alberta companies still have thousands of paper forms and Excel spreadsheets representing millions of dollars’ worth of service efforts just waiting to be processed, meaning many companies are waiting long periods to be paid for the work they’ve already done. These “field service tickets,” LEMS, and work orders are causing inconsistencies and approval delays that add costs to service companies, impacting their ability to manage their businesses efficiently.

FieldCap was created to solve this problem. Originally designed as a web-based front end to SAP B1 – an enterprise resource planning (ERP) software – for oilfield service companies, brothers Brad and Tom Peterson noticed that these businesses were tripping over field ticketing issues. The old-school methods for field ticketing were setting companies back at a time when efficiency was crucial to saving costs and staying in the game. Oilfield service companies desperately needed to reduce their Daily Sales Outstanding (DSO) in order to stay in business, and to meet this need, FieldCap evolved to modernize field ticketing and paperwork, ultimately optimizing operations and helping companies get paid faster.

Because more than 90% of field service companies still use spreadsheets to manage their day-to-day field operations, information processing takes longer than it should. Even though companies have adopted technologies to improve their field work, most are still tracking and recording what they’ve done on paper and spreadsheets. The problem with this process is that someone in the office must decipher the hand-written tickets and enter them into a spreadsheet or financial system to create an invoice. Often, those invoices are wrong – either incomplete or misinterpreted – but even if they’re accurate, getting those tickets from the field to the office then producing and sending the invoices results in major delays. Not to mention that the backup and evidence is still on paper and spreadsheets, so when disputes occur, staff must sift through paper records to figure out what happened. If there’s an error, tracking it down can take days or weeks, causing delays in billing and payments. FieldCap solves this problem with an easy-to-use web-based service that works even when there’s no internet or cellular service.

“In addition to accuracy, efficiency, and reductions in DSO, there’s also the opportunity for companies to get paid faster which has huge operational impacts, especially for small businesses,” says FieldCap’s VP of Operations and Business Development, Donovan Volk. “When you’re a mom and pop shop, operating one or two trucks of workers, that’s your cash flow. When you don’t get paid from a client for several weeks or months after doing the work, how do you pay your employees or how do you pay for your trucks and tools?” FieldCap offers electronic signatures (in the field or remotely) and keeps a version history for ticket changes and corrections, enabling companies to get approvals more quickly so they can invoice sooner. “Some of our clients have changed their billing cycles from monthly to bi-weekly or even weekly,” says Volk.

“At the end of the day,” Volk says, “if you can’t get paid for the work because the field ticket is unreadable (because the worker was scratching it onto a piece of paper), that’s a problem. Companies are investing huge amounts of money into buying equipment, but they don’t know where it is, or they do know but can’t get paid for it. The person who was supposed to sign the invoice won’t sign it because someone put in 10 hours for the wrong piece of equipment at the wrong site. But everything falls down around implementation if this problem isn’t identified already. No amount of convincing will change someone’s mind about having a problem, they have to recognize that there’s an issue and want to find a solution.”

“In addition to accuracy, efficiency, and reductions in DSO, there’s also the opportunity for companies to get paid faster which has huge operational impacts, especially for small businesses…”

Donovan Volk

“In addition to accuracy, efficiency, and reductions in DSO, there’s also the opportunity for companies to get paid faster which has huge operational impacts, especially for small businesses…”

Donovan Volk

Two-Way Integration for a Seamless Experience

From job tracking to field paperwork and from invoicing and payroll to reports and analytics, FieldCap is easy to set-up and use for both field workers and office staff. FieldCap integrates seamlessly with existing accounting and ERP systems such as QuickBooks, Xero, NetSuite and SAP B1 using two-way integration that can be controlled by the client or automated to make it even easier. Volk explains that FieldCap exchanges data with existing systems, but also “makes sure that not only is the information FieldCap provides accurate and going to the right place in the financials, but it also reaches into their financial systems and pulls that information out to organize everything correctly. So FieldCap is pulling all of their information on customers, equipment, materials, and employees from their back-office systems and putting it into FieldCap, using the same language in the exact same way. Then, when field tickets are created, and when workers are done in the field, FieldCap can push that invoice information back into the financial system where it needs to stay as a financial record.”

While it sounds incredibly complicated, the user experience is seamless: FieldCap doesn’t have any failed implementations (which is unheard-of in the software industry) and it was built exclusively for oil field service operations. Which means they’ve intentionally kept it simple: “At its heart, FieldCap (the software) is all about the job, the ticket, the invoice, and the approval. But FieldCap the company is all about helping our clients improve their business and be more efficient.”

From job tracking to field paperwork and from invoicing and payroll to reports and analytics, FieldCap is easy to set-up and use for both field workers and office staff. FieldCap integrates seamlessly with existing accounting and ERP systems such as QuickBooks, Xero, NetSuite and SAP B1 using two-way integration that can be controlled by the client or automated to make it even easier. Volk explains that FieldCap exchanges data with existing systems, but also “makes sure that not only is the information FieldCap provides accurate and going to the right place in the financials, but it also reaches into their financial systems and pulls that information out to organize everything correctly. So FieldCap is pulling all of their information on customers, equipment, materials, and employees from their back-office systems and putting it into FieldCap, using the same language in the exact same way. Then, when field tickets are created, and when workers are done in the field, FieldCap can push that invoice information back into the financial system where it needs to stay as a financial record.”

While it sounds incredibly complicated, the user experience is seamless: FieldCap doesn’t have any failed implementations (which is unheard-of in the software industry) and it was built exclusively for oil field service operations. Which means they’ve intentionally kept it simple: “At its heart, FieldCap (the software) is all about the job, the ticket, the invoice, and the approval. But FieldCap the company is all about helping our clients improve their business and be more efficient.”

FieldCap:

A Preferred Solution Provider for BDO Cloud Bookkeeping Services

A Preferred Solution Provider for BDO Cloud Bookkeeping Services

“Another way we are trying to help our clients is finding partners that can provide other services to help make the entire process even more efficient,” says Volk. “We are extremely excited about the new relationship we’ve formed with BDO around their Cloud Bookkeeping Service. FieldCap gathers all the information from the field (LEM+3rd Party charges) which can then be forwarded to BDO staff who use Microsoft NAV to provide bookkeeping services. Together, we become a one-two punch for productivity and efficiency that helps smaller businesses manage the entire cycle and reduce costs.”

FieldCap has been working with companies of all sizes on a variety of accounting platforms, ranging from SAGE 50 and QuickBooks to larger clients using SAP, SAP B1, and Oracle NetSuite. But what makes the FieldCap-BDO solution unique is BDO’s added professional services – they can do the accounting and bookkeeping functions for our clients. Companies can outsource the finance function to BDO while using FieldCap for their daily operations, thereby allowing them to focus on what they do best – providing services to the oil patch.

Volk sees this as a trend that is likely to expand in the current economy: “The energy industry is facing huge pressure to reduce operating costs and become more efficient. All of the fat was cut in 2015 and 2016 when the downturn in oil prices forced cuts across the board for most companies. Now, the only way to stay profitable is by finding ways to do more with less and implementing tools and technology that help you run your business better.”

One way businesses can do that is by eliminating the manual, redundant tasks associated with paper and spreadsheets in the field, and connecting that to their financial system to get paid faster. While a software implementation involves making changes to your business, it’s mostly about recognizing that there’s a better way to do things. “Once you’ve taken that first critical step and identified that you want to find a better way,” Volk says, “We’re here to help. Our number one focus is the client and making sure they’re happy – which means they can run their business better with FieldCap than they did before. We’ll do everything we can to make sure that happens.” Between their commitment to client satisfaction and their history of successful implementations and growth, FieldCap is a solid choice for companies who are looking for practical solutions to help their businesses.

To learn more about FieldCap and how they can help you optimize your oilfield operations, check out their website or email them at [email protected]. For more information on the BDO Cloud Bookkeeping Service, click here.

“Another way we are trying to help our clients is finding partners that can provide other services to help make the entire process even more efficient,” says Volk. “We are extremely excited about the new relationship we’ve formed with BDO around their Cloud Bookkeeping Service. FieldCap gathers all the information from the field (LEM+3rd Party charges) which can then be forwarded to BDO staff who use Microsoft NAV to provide bookkeeping services. Together, we become a one-two punch for productivity and efficiency that helps smaller businesses manage the entire cycle and reduce costs.”

FieldCap has been working with companies of all sizes on a variety of accounting platforms, ranging from SAGE 50 and QuickBooks to larger clients using SAP, SAP B1, and Oracle NetSuite. But what makes the FieldCap-BDO solution unique is BDO’s added professional services – they can do the accounting and bookkeeping functions for our clients. Companies can outsource the finance function to BDO while using FieldCap for their daily operations, thereby allowing them to focus on what they do best – providing services to the oil patch.

Volk sees this as a trend that is likely to expand in the current economy: “The energy industry is facing huge pressure to reduce operating costs and become more efficient. All of the fat was cut in 2015 and 2016 when the downturn in oil prices forced cuts across the board for most companies. Now, the only way to stay profitable is by finding ways to do more with less and implementing tools and technology that help you run your business better.”

One way businesses can do that is by eliminating the manual, redundant tasks associated with paper and spreadsheets in the field, and connecting that to their financial system to get paid faster. While a software implementation involves making changes to your business, it’s mostly about recognizing that there’s a better way to do things. “Once you’ve taken that first critical step and identified that you want to find a better way,” Volk says, “We’re here to help. Our number one focus is the client and making sure they’re happy – which means they can run their business better with FieldCap than they did before. We’ll do everything we can to make sure that happens.” Between their commitment to client satisfaction and their history of successful implementations and growth, FieldCap is a solid choice for companies who are looking for practical solutions to help their businesses.

To learn more about FieldCap and how they can help you optimize your oilfield operations, check out their website or email them at [email protected]. For more information on the BDO Cloud Bookkeeping Service, click here.