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Here in the office we are at witts end. We are looking for a way to track materials used and time for our guys. our issue with material used is nothing is coded so we cannot bill out until the boss is in the office to help us code everything when they write down something as vague as pipe (no size or length). They forget to write down a lot of materials (which the boss catches but who knows how much is missed) and they turn in duplicate time sheets and a lot of time we dont catch it because we only get time sheets at the end of the week for the entire week. Any help would be great they are wearing me thin here there are things that have not been billed out for over a year because of lack of information or lack of time on the boss's part to be here.
 

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They make programs that allow you to code and track material and labor. Training your employees to properly turn in the raw data is another thing all together. Good luck.
 

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Here in the office we are at witts end. We are looking for a way to track materials used and time for our guys. our issue with material used is nothing is coded so we cannot bill out until the boss is in the office to help us code everything when they write down something as vague as pipe (no size or length). They forget to write down a lot of materials (which the boss catches but who knows how much is missed) and they turn in duplicate time sheets and a lot of time we dont catch it because we only get time sheets at the end of the week for the entire week. Any help would be great they are wearing me thin here there are things that have not been billed out for over a year because of lack of information or lack of time on the boss's part to be here.
Employees should write down exactly what they use and the exact quantities.
Time should be recorded on the work ticket for that same day as well.

Take care of that and the rest will follow.
 

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Here in the office we are at witts end. We are looking for a way to track materials used and time for our guys. our issue with material used is nothing is coded so we cannot bill out until the boss is in the office to help us code everything when they write down something as vague as pipe (no size or length). They forget to write down a lot of materials (which the boss catches but who knows how much is missed) and they turn in duplicate time sheets and a lot of time we dont catch it because we only get time sheets at the end of the week for the entire week. Any help would be great they are wearing me thin here there are things that have not been billed out for over a year because of lack of information or lack of time on the boss's part to be here.
this sounds like a great way to run a company into the ground.

whomever is running the show needs to step up and put their foot down. How hard is it to print out a list of cost codes, or get them from past invoices ? You need to put your head into it. If the guys won't put all the materials on the tickets then the trucks need to be inventoried weekly and whatever is missing comes out of their checks - that will turn that around. Sounds like laziness and finger pointing is rampant at this establishment. Somebody needs to step up.
 
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toss them a carrot .....inventory and ticket accuracy for week/month gets a small bump....$25...$100 what ever, it is less than you are losing...then a 5 minute meeting and show them how all this stuff adds up and in the end effects their pay and bonus's....food for thought....:thumbsup:
 

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our issue with material used is nothing is coded
So code it.

Someone (with the most knowledge of materials) needs to get off their ass and build an inventory list and code the items so everyone is on the same page.

If you are really smart, you'd bar code your stuff but a simple home made system will also work. It's impossible to list all of our materials on a single page, otherwise a simple check box paper list would suffice.

This is the type of home made coding we use to make handwriting tickets quicker.

emtsscn

sptswwh

spdswiv

3wswiv

15drwh


I always wanted to develop a full bar coded system but never got around to it. It seems wasteful to have list items once on a piece of paper then have someone else transpose it to computer.

It seems like you could use the manufacturers bar codes and the full description of the item would be available if needed. You could also use this system to place orders so there is less confusion. You could even link a picture to it.

If I were smart enough and not so lazy, I'd build a phone app that would allow techs to easily write a complete list and email it into the office system.
 

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As all have said above, we keep an exact list of what we use on the work order for that job.
We issue a new work order weekly for longer jobs.
 

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Don't keep any inventory, send them to the supply house for every job, or order material for each job. Otherwise, scream, yell, fire somebody, punch someone in the eye and tell the crew the other option is locking the door if they don't keep track. Gotta set some ground rules.
Or you can code things, print out and laminate sheets with the code #s on them and give them to the guys, AND MAKE THEM USE THEM.
Paperwork sucks. It is a necessary evil.
 

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toss them a carrot .....inventory and ticket accuracy for week/month gets a small bump....$25...$100 what ever, it is less than you are losing...then a 5 minute meeting and show them how all this stuff adds up and in the end effects their pay and bonus's....food for thought....:thumbsup:
"If your waiting for me to congratulate you for doing your job, give up now", old boss to another employee.
 

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We had some issues with getting the guys to bill things out properly as well.

The service guys were taken aside and shown how much we stood to lose on one 4 hour average job if the materials and time weren't properly recorded. This helped a bit but not nearly enough.

Then we spent some time showing them exactly how easy the paperwork was to do as long it was done immediately upon completing the work. In order to make it even easier we listed the most commonly used parts,wire,breakers etc etc on the sheets and the guys only had to fill in the quantities and sizes. Helped a lot but didn't solve all the problems.

The final blow came when all the service guys were taken aside again and they were warned that begining the first of the month......all service work orders must be signed by the customer upon completion of the work and turned in at the end of the day. If this WAS NOT done they WILL NOT get paid for that time since we had no way to track it.

Things are working much better now.:thumbsup:
 
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