Four Reasons To Keep Field Ticketing And Accounting Software Separate 

Accounting software is indispensable for virtually all businesses. Some small to medium enterprises use off-the-shelf accounting systems such as Sage or QuickBooks. Others have custom accounting software. Many enterprises use such accounting software to manage field tickets as well. But the field ticketing software differs from an accounting system.

The logic for using the accounting software for ticket management is to get two functions done using a single software. As a result, the enterprise saves on software costs and does away with data integration headaches. But using the accounting software for ticketing creates complications and inefficiencies. Here are four compelling reasons to keep the accounting software separate and deploy field ticketing software.

1. Integrated end-to-end functionality

Most accounting software allows users to manage tickets. But these suites have accounting as the primary focus and do not provide the advanced functionality of a dedicated field service software.

When customers accept a quote or new work comes in, the field ticketing software generates a new ticket. The scheduler, assigned the ticket, dispatches a certified crew with equipment to do the job.

Scheduling is usually a complex activity, as the scheduler has to consider various factors such as:

• Technician skills to do the job.
• Availability of spares or consumables required for the job.
• Time slot availability that matches customer preferences and work hours.
• Leaves and time-off requests by technicians.
• Distance of the work site from the technician’s previous work site.

Scheduling is always dynamic. Customer requests may change, or emergency work may force reassigning of technicians. Often, assigned technicians call in sick. The ticketing software factors in such change requests automatically. It ensures optimal work distribution and ensures fast execution.

A comprehensive field ticketing software also ensures efficient dispatching. The suite integrates with maps and collects live traffic information. The crew gets insights on the best routes to the work site without getting stuck in a traffic jam.

The ticket management system automates these tasks, taking a big load off the schedulers and dispatchers. Using the accounting software to schedule jobs gives schedulers only a limited range of options. Manual scheduling often leads to mix-ups, such as two field crews arriving at one work site and leaving another site unattended.

Read more: Four Ways to Generate a Professional Invoice and Get Paid Faster

2. Easy traceability and structured workflows

Field ticketing software helps managers keep control of everyday operations. After scheduling and dispatching, the ticket moves to operations managers.

An integrated ticketing system with end-to-end automation capabilities offers:

• Live tracking using smartphone GPS, enabling real-time oversight. Supervisors get to monitor crew movements in real time.
• Customizable alerts are delivered to the field crews’ smartphones.
• Structured workflows. Field service providers use ready-made or customized forms and checklists to structure workflows. These resources make sure the field agents follow a strict, pre-set procedure. Forms and checklists with electronic data gathering capabilities make inspections and audits easy.
• Electronic data gathering. The mobile app enables appending inspection and work completion reports with images and videos. Field agents may also collect electronic signatures as proof of work completion. Native integration or APIs ensure smooth data transfers among various enterprise databases. Data management also becomes easier.

Depending on the accounting suite for these tasks leads to many manual tasks, including reconciling paperwork. Such manual processes lead to missing or illegible information and delays.

3. Advanced customization

A ticket management system digitizes end-to-end activities connected with fieldwork and enables customization.

A state-of-the-art field ticketing software:

• Makes it easy to configure billing rules. The service provider can set hourly, weekly, or monthly billing cycles. They may also configure differential pricing with different markups for each customer.
• Ensure superior UX. When users feel comfortable using the software, productivity improves.
• Allows managers or customer-facing executives set prices. Field agents do not have access to customer billing rates.
• Makes it easy to log details, such as material consumption and time details. Integrated timesheet reduces clerical work and eases payroll calculations.
• Works in remote areas without network coverage. Offline working is vital in field service. The work site may be isolated fields or offshore oil rigs with poor or no internet connectivity.

Accounting software offers only limited ticketing functionality. Capturing field tickets in such a set-up leads to many manual and ad hoc processes, increasing errors. Even a small typo can lead to big misunderstandings during work execution or invoicing. A lost ticket leads to unattended work, leading to the loss of the customer and, ultimately, revenue loss.

Read more: How Does ReachOut Suite Help Effectively Manage Tickets? Read More!

4. Accurate invoicing

Transitioning to field ticketing speeds up invoicing. Field service providers deliver invoices immediately upon work completion and collect payments instantly.

Field operators have to verify and sign off work at any work site. Field ticketing software enables them to do this critical task using their smartphone app.

Once the field agent signs off, the integrated ticketing management system generates the invoice. It is also easy to integrate a payment processing platform, such as PayPal, into the ticketing system and collect payments in real-time.

The benefits of using the ticketing software for invoicing include:

• Increased invoicing accuracy. Mistakes such as dropping some items, such as supplies sourced from a third party, are common when preparing manual invoices. Such omissions lead to revenue loss.
• Seamless integration and reconciliation. The field service software offers seamless end-to-end integration. Collecting invoice information and reconciliation becomes easy. Mismatch of ticket information and invoice causes delays in reconciliation and payments.
• Reduced labor costs. Paper-based processes use resources that the service provider could use for high-value work. Automation eliminates time-consuming clerical tasks. The workforce may focus their energies on value-adding tasks.
• Business process improvement. Timely invoices lend an air of professionalism to the business. There is better contract compliance as well.
• Higher cash flow and revenue. Timely payments improve the financial health of the service provider. They become positioned to offer lower rates with lower margins and become more competitive.

Using accounting software to manage tickets denies the business seamless end-to-end functionality. A state-of-the-art field ticketing software such as ReachOut Suite automates operations. The suite centralizes information and offers a single source of truth to all stakeholders. Service managers get powerful tools for scheduling, dispatching, and organizing workflows. Field agents get easy access to customer information and other relevant details. With ReachOut, service providers boost productivity, streamline tactical functions, and become more competitive.

Get a detailed walkthrough of the ReachOut Suite by connecting with our team or booking a demo.