Arket Spa: planning, work reports, expense reports and final accounting of activities fully automated

When carrying out activities for customers, it is of fundamental importance to keep track of the work carried out: the intervention and technical assistance reports, widely used by those who habitually carry out activities for their customers, respond exactly to this need.

However, the manual compilation of paper-based reports has its limit:
  • it does not allow to efficiently and automatically manage the connected processes, for example the total hours to be invoiced or the calculation of any reimbursement of travel expenses due to employees
  • makes document storage and searching more complicated
  • carries the risk of losing the original document
  • requires a manual data entry of the data in the ERP

Using a digital system for the creation and management of work reports, you can have everything under control, automating manual tasks.

The DMS Globe allows you to easily plan all the activities that will have to be carried out for your customers (whether they are works carried out at the customer’s site, or for works carried out remotely – for example technical assistance), directly from the app or from desktop/web version of the DMS.

Just enter the necessary information in a special form and the user involved in the activity will automatically receive a notification email and find the appointment added to the calendar. In addition, the work report on the activity will be generated.

Once the activity is completed, it will be possible to account directly inside Globe the work report, which can be signed by the customer in different ways, to then be stored within the DMS.

At the end of the month, each user will be able to start the automatic monthly expense summary generation in Globe: starting from the work reports entered, Globe will create a summary containing all reimbursement expenses (e.g. car use, meals, accommodation) in case of off-site activities.

Data of activities carried out will also be communicated to the ERP for the invoicing procedures.

The data view tool will then allow to keep under control and graphically show the information extracted from the final work reports.

The one shown here is an example of the flow implemented internally to Arket Spa for the management of activities, related work reports and expense reimbursements.

The Globe software is a highly flexible tool, able to adapt to the specific needs of the customer: each company can then model the various steps of the workflow according to its needs and features.

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The digital management of the work reports allowed us to gain several advantages:

  • improved the traceability of documents and information through a standardised data entry process. Using the dataview tool it is possible to keep under control all the information and analyze with charts all the various data within the work reports;
  • eliminate inefficiencies caused by loss of documents and data that have not been handled properly;
  • great time savings thanks to the automation of the processes linked to the insertion of the work reports or technical assistance reports: the calculation of the hours to be invoiced and the calculation of the reimbursement of monthly expenses for each employee is carried out automatically, freeing the HR and administrative department from these time consuming operations;
  • improved the availability of all information thanks to the smart and flexible storage system.

The solution, in detail…

Planning of activities and works

To schedule an activity in Globe, simply select the dedicated menu item and through a special form, each user can enter all the details necessary to define the activity that will be carried out. Scheduling can also be done from smartphones or tablets, using the Globe App.

The required fields can be completely customized according to the specific company needs; for instance you can point out whether the activity will be carried out at your headquarters or at the customer, choose the customer directly from the Globe registry, specify for which product or service the activity will be performed.

Once the activity has been planned, it can be canceled or rescheduled at any time.

Notification and appointment

When a new activity is scheduled, Globe automatically sends to the user involved a notification email with all the details (eg names, address, contacts etc. retrieved from the Globe registry) and automatically adds the appointment to calendar in Outlook.

Automatic generation of work report

Besides sending to the user the invitation to add the appointment to the calendar with all references, Globe proceeds to the automatic generation of a work report, where all the details regarding the scheduled activity are specified. This report must then be updated and signed by the customer, once the activity is completed.

All work reports can be consulted both from desktop and via app.

Once the scheduled activity has been completed, the user can proceed to the final balance of the work report: those that still have to be accounted for are among the ongoing tasks assigned to the user, who can recheck all the details entered during the scheduling and make, if necessary, change and additions.

If the activity has been carried out at the customer’s site, the user can enter information regarding any expenses incurred, such as food and accompodation, use of his own car instead of the company one, tolls etc.

If it is necessary to account an unscheduled activity, it is possible to directly generate the work report through a specific action and proceed immediately to the final balance step.

During the final balance step, it is possible to choose between three different methods through which the customer can sign a report:

  • Traditional signature on paper: the report is printed and delivered to the customer for signature. Once returned it is imported into Globe by scanning: the report has a barcode in the header, that allows Globe to automatically associate the signed copy with the original document.
  • Signature by confirmation on link: in this case, once the report is accounted, Globe automatically sends the customer a link via e-mail. The customer will simply have to click this link to affix a virtual signature.
  • Signature on tablet/smartphone: the third possibility is to show the report on tablet/smartphone via Globe App. The user can then sign directly from tablet or phone.

At the end of the month, each user will be able to proceed with the generation of monthly expense reports: Globe is able to retrieve the information entered during the final balance step, automatically creating a summary document where there are reported all expenses incurred and consequent refunds due to the user for the reference month..

In particular, with regard to the mileage allowances for the use of own car, Globe during the final balance step is able to automatically calculate the distance traveled, starting from the customer’s address in the registry and from the point of departure/arrival indicated by the user.

Thanks to the integrated Data View tool, any information present within the DMS can be represented graphically and interactively. In detail, starting from the data reported in the final reports, it will be possible to define KPIs.

This makes it possible to keep the progress of the activities constantly under control (both those carried out internally and with customers), and to combine raw data to obtain useful information.

Thanks to the fully customizable graphic dashboards, you will have an immediate view of the situation, with the possibility of concentrating the focus on particular aspects and combining the data from different points of view.

In this way it will be much easier to monitor the progress of the scheduled or completed activities, and then verify the achievement of the set goals.

For example, if the company has set monthly revenue targets deriving from the activities/interventions, thanks to the data view tool it will be possible to verify immediately what is missing to achieve them for the current month and whether, in the past months, they have been reached or not.

If then each monthly goal has been subdivided into sub-goals assigned to individual users, it will be possible to verify who has not reached the budget and and how close it was to reach the target set for each month.

In the same manner it could be interesting to visualize:

  • how much revenues each user generated with his activities
  • the hours of activity performed by each user
  • which product/service has brought the largest revenues
  • the amounts invoiced for the activities, broken down by customer
  • revenues deriving from the activities, splitted per month
One suite, four platforms, unlimited solutions

Discover the platform we used to fully digitize the management of work reports, technical assistance reports in our company

One suite, four platforms, unlimited solutions

Discover the platform we used to fully digitize the management of work reports, technical assistance reports in our company

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