What is a Job Sheet and how does the process work today?
What is a Job Sheet?
A Job Sheet is a document that outlines the requirements for a job to commence. A Job Sheet details the contractual obligations undertaken by all parties involved in the project. Depending on the company or industry, a Job Sheet typically includes key project details like job start and end dates, material sourcing details, payment information, general/subcontractor information and job financing or bonding details.
What is a Job Sheet used for?
A Job Sheet helps workers complete the job according to client specifications. Material resources for the project will be sourced according to the written requirements and the job will be completed within the specified timeframe.
Additionally, a Job Sheet helps the company manage its exposure by analyzing the project details and requirements and extending credit only when there is a satisfactory guarantee of repayment. For example, extending credit for projects in the construction industry often requires large upfront investments in both labor and materials, with projects spanning months, or sometimes, years. Therefore, all parties involved in the project must have absolute clarity on the requirements, risks and timeline before proceeding.
What is the process for originating and approving a Job Sheet?
Depending on the industry, the context of a Job Sheet might differ from the traditional credit application. However, the universal credit process shares many commonalities with the job origination and approval process.
The process begins with a job application, which details the project requirements and information regarding all external parties involved—contractors, subcontractors, etc. Once the application is submitted, the company extending credit will review and analyze the project details to gauge the risk of default and avenues of repayment. Job Sheet evaluation can consist of running credit reports on the owners, contractors and other important stakeholders, as well as reviewing financing/bonding information.
After the Credit Department has sufficient proof that the requesting party has a low default risk, the job application is approved, credit is extended, and the job can commence.
Shortcomings of the current Job Sheet processing approach
Inaccurate and incomplete information
There are several risks when job information is collected on paper. Customers could omit information or provide inaccurate or incomplete data. Manual data collection could also be jeopardized by a customer’s illegible handwriting.
Lack of flexibility to accommodate varying customer information requirements
The one-size-fits-all approach that is commonly applied to gathering job information lacks flexibility for suppliers to accommodate variances in customer, industry and product information requirements. Suppliers are left with a rigid framework for information collection, which makes them unable to serve their varying customer base effectively.
Slow manual process
A non-digitized approach prolongs the Job Sheet process as customers mail, fax, email or hand-deliver documents to their suppliers. Once received, Credit Department personnel must then spend valuable time refining the information and correcting process impediments as they occur, adding more time between Job Sheet initiation and approval.
Unnecessary financial risks
In a manual processing scenario, the supplier becomes exposed to added financial risk. Cost inefficiencies run rampant as added labor requirements reduce working capital. As personnel take more time analyzing the manual process, the order-to-cash cycle stretches, forcing suppliers to operate on reduced cash flows.
The Bectran Advantage
Digitized Job Sheet data
Like all Bectran solutions, the Integrated Credit and Contractor Job Sheet Management Solution’s information is collected on electronic forms that can be analyzed and virtually stored for easy retrieval and auditing. Furthermore, a digitized Contractor Job Sheet allows users to program the application with mandatory fields and intelligent logic that obligates customers to provide complete and accurate information.
Bectran’s digitized Contractor Job Sheet framework brings convenience to the user’s fingertips by allowing access to job data at the touch of a button, instead of forcing the user to wade through reams of physical paperwork. All pertinent paperwork is stored electronically on secured servers that can only be accessed by authorized users. This leads to a highly efficient process, as it reduces paper dependency and the need for administrative functions that come with managing a high volume of jobs.
Configurable Contractor Job Sheet form and underlying process
Bectran’s Integrated Credit and Contractor Job Sheet Management Solution framework is highly customizable, allowing users to tailor the Contractor Job Sheets according to their business operations. Users can leverage custom fields and logic to obtain high quality project information, allowing Credit Departments to make informed decisions when extending credit. Moreover, the flexible structure of Bectran’s electronic Contractor Job Sheet system allows users to incorporate process additions or changes to their job process, seamlessly and in real time.
The depth of customization does not end with the job application. The Bectran solution also allows users to thoroughly evaluate job information by running the application through a fully customizable and robust scoring model.
Users can also configure custom application routing that ensures a job application reaches the appropriate employee or department based on customer input.
Automation of common tasks: data gathering, analysis and decision making
Bectran’s extensive use of smart automation eliminates the need for Credit Department personnel to spend excessive time and energy on administrative actions or mundane activities like data entry.
Users can also automatically pre-fill certain fields before the application is pushed to the customer, reducing the probability of errors on the customer’s end. Furthermore, with the use of Bectran’s Auto Decision Manager, the legwork for credit analysis, decision making and customer communications can be automated and accelerated based on a vast set of predetermined criteria.
Benefits of the Bectran Solution
Adopters of Bectran’s Integrated Credit and Contractor Job Sheet Management Solution enjoy unmatched speed in navigating and completing the job process; users report as much as a 90% decrease in the time it now takes to process and approve job requests. Credit Departments can process job requests faster and more accurately, allowing them to fulfill orders more effectively—this also results in increased productivity and improved customer satisfaction.
Completeness and accuracy
The digitized Bectran Contractor Job Sheet approach provides unparalleled precision and accuracy in information gathering, assuring suppliers that they are collecting the most exhaustive and reflective information available. Bectran’s application rules and logic reduce the chance of data entry error, translating to less time spent by the Credit Department in identifying and correcting errors.
Bectran’s Integrated Credit and Contractor Job Sheet Management Solution brings significant efficiencies in cost savings—both in terms of time and money. Bectran users typically reduce the hours needed to complete the Job Sheet process by 70%, allowing FTEs who once processed requests manually to refocus their attention away from mundane task completion and on to strategic execution of more important tasks.
Besides being an expensive medium, paper transactions and processes require additional attention and resources—like filing, scanning and faxing—that unnecessarily consume time. Further, when paper forms are completed, they must be re-entered into a system of records, which also drains resources.
The intuitive Bectran Contractor Job Sheet framework and workflow allows customers participating in this job process to enjoy a seamless and hassle-free experience from request initiation to approval. This seamless process boosts customer satisfaction and encourages future business opportunities.
The speed and efficiency gains achieved by adopting Bectran solutions have instilled a sense of instant gratification throughout the value chain, as Credit Departments are empowered with the right tools to make quick and informed decisions. These gains significantly reduce the process turnaround time for Bectran customers.
Opportunity to optimize resources through refocusing from savings
Bectran solutions enable companies to direct their resources and attention to more strategic tasks. The efficiencies achieved from Bectran’s digital and automated processes allows the enterprise to optimize their working capital requirements. Senior management can primarily focus on execution of strategic initiatives that strengthen business growth and enhance productivity.
Credit and financial risk minimization
The collation of accurate information allows suppliers to gauge a customer’s risk profile and make an educated estimation of credit risk. Additionally, real-time decisions facilitated by timely information and speed reduce risk related to customer churn.
With the vast array of benefits provided by Bectran’s Integrated Credit and Contractor Job Sheet Management Solution—ranging from maximizing productivity to minimizing risk and more—businesses are migrating from manual processes to Bectran’s dynamic and digitized approach.
Bectran, the industry leading SaaS platform, has grown rapidly over the years to become the companion toolkit for the Credit Department just as CRM is for the Sales Department. From simple to complex organizations and SMEs to Fortune 500 companies, Bectran has helped companies cut down the time to process and approve credit by over 90% while significantly lowering the risk of credit defaults and the cost of collections.
A growing number of companies are depending on Bectran to manage their Accounts Receivable and Collections. With significant process and task automation, companies are able to cut down the cost of collections by as much as 60-90% while accelerating the cash receipts cycle with complete and accurate cash applications.
Bectran’s clients enjoy the ease, speed and cost-effectiveness of adopting the Bectran platform. New clients are onboarded in a matter of days or weeks. Credit professionals in various industries have described the Bectran platform as the future of the Credit Department.
Source: Bectran, Inc.
Bectran is a registered trademark of Bectran, Inc.