The company’s need
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 limits:
- it does not allow to efficiently and automatically manage the connected processes, for example the counting of the hours of total activity to be invoiced or the calculation of any reimbursement of expenses due to employees for expenses anticipated by them
- makes document archiving and searching more complicated
- brings with it the risk of losing the original document
- requires a manual data entry of the data in the erp
Exploiting a digital system for creating and managing reports allows the situation to always be under control, while automating manual activities at the same time.
The solution: Globe
The DMS Globe allows you to easily plan all the activities that will have to be carried out for your customers (whether they are interventions carried out at the customer’s site, or for interventions carried out remotely – for example technical assistance), directly from the App or from the desktop version of the software.
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 intervention report on the activity will be generated.
Once the activity is completed, it will be possible to account directly inside Globe the intervention report, which can be signed by the customer in different ways, to then be archived within the DMS.
At the end of the month, moreover, each user will be able to start the automatic monthly expense summary generation in Globe: starting from the intervention reports entered, Globe will create a summary containing all the reimbursement of expenses that may be due (eg own car use, meals , overnight stay) in the event of activities carried out off-site.
The data view tool will then allow to keep under control and graphically represent the information extracted from the final reports.
The one shown here is an example of the flow implemented internally to Arket S.r.l. for the management of activities, related 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 therefore model the various steps of the workflow according to its needs and peculiarities.