Digitising job sheets
Become more efficient and improve traceability by digitising your job sheets. No more lost documents: ensure rigorous follow-up and speed up your invoicing!
Job sheets are widely used by technical teams to keep a record of their visit to a customer, and they are very important for several reasons. They are essential for any maintenance or repair operation. Within the company, they certify the work carried out by the technician. The template to follow provides a framework for the work to be done, ensuring that instructions are followed to the letter.
For the customer, they provide the necessary traceability to prove that the tasks were properly carried out, as well as the time spent and the materials used. They are concise, formal documents that let the customer know exactly what happened on their installation. And once job sheets are signed, they serve as the basis for invoicing, which limits disputes.
What a job sheet contains
Generally speaking, when the technician arrives, a job sheet contains the following information:
- The customer's details: surname and first name or company name of course, but also the billing address.
- A job date and an estimated time.
- A job address, a phone number in case the technician needs to warn of a delay or cannot find the address, and any related information: floor, door code, etc.
- A description of the planned job based on the customer's initial request: reference of the equipment to be maintained or repaired, age of that equipment, etc.
- The equipment the technician must bring for the job.
During the job, the sheet must be completed with:
- The work carried out.
- The time spent.
- Any spare parts installed at the customer's premises.
- A job status, depending on whether it is finished and ready to be invoiced, or whether a return visit is needed due to complications…
- The customer's signature.
Why digitise a job sheet?
In practice, nothing requires a job sheet to be digitised to be considered compliant. You are therefore free to choose the format you prefer (paper, or software on a smartphone or tablet).
Digitisation is about ensuring rigorous traceability of jobs. This traceability is essential to prove that contractual commitments have been met and to satisfy legal obligations. We therefore recommend digitising your job reports, which will save you time and boost your productivity.
No more paper sheets lying around in technicians' vehicles that never get invoiced (lost revenue for the company).
Digital job sheets in eKo CRM
For each type of job (repair, servicing, maintenance, etc.), eKo CRM lets you associate one or more document templates that the technician will complete during the job, adding photos, the customer's signature, and so on.
Once the job has been placed in the technician's calendar, they receive a notification. They take charge of the job on their smartphone or tablet, follow the directions to the site (Google Maps or Waze) and then start the job. One by one, they complete the forms on their device, which are automatically sent back to eKo CRM at the office at the end of the job. The fields filled in by the technician are used to rebuild the document, laid out in A4 PDF format, which is sent to the customer for certification. The job can then be invoiced.
With eKo, it's simple and takes just 4 steps!
Conclusion
With the eKo Intervention option, technicians have online and offline mobile access to handle their jobs. The documents generated are customised in the company's colours, and the data sent back enables real-time monitoring of activity.
