Overview of the Ticketing Process in Roustabout Software
In Roustabout Software, the Invoicing Process is broken down into 5 sequential steps: Data Entry, Admin Approval, Invoice Approval, Process Invoice, and Invoice Status tracking.
***Note: You can click on each step to view a detailed how-to for every step in the process
The first step in the process is data entry. So, how do the paper tickets that the drivers drop off make it into Roustabout Software? Once the tickets have been dropped off, they can then be uploaded to Dropbox using a scanner, and at the top of every hour, our system will pull those scans out of Dropbox and into Roustabout Software! Our data entry page lets you view all batches of uploads along with the data entry progress on them. Once all tickets from a batch have been entered, you can mark the data entry job as complete and get started on the next batch!
Your tickets can be entered by your own employees, or you can ask us about our data entry services! The Data Entry form makes it easy and fast for anyone to enter data with the side-by-side view of the scanned ticket and the ticket form:
Once the ticket data has been entered into our system, that ticket then moves to Admin Approval, which is our Data Validation and Verification step. Here, your office administrator can view all entered tickets in a list form and expand each ticket to verify that all Customer, Lease, Job Description, Assets, etc. information is correct. At the Admin Approval stage, we also have a color coding system where you can set process parameters like Date Floor, Date Max, and Check For Duplicate. If any of the tickets fall outside of your set parameters, RS will automatically flag those tickets so that you make sure to further review them for accuracy. You can use the filters in Admin Approval to only view the tickets you want to approve, so that you don't have to scroll through an infinitely long list to only approve tickets for a certain customer that is asking for an invoice that day.
Once tickets have been approved, they will move to Invoice Approval. The primary purpose of the Invoice Approval step is to ensure that the correct fields from HS are mapped to the correct fields in your integrated accounting platform. In addition, it offers the opportunity for one last review of each individual ticket for accuracy. HS has the ability to create and send Invoices to most accounting software packages if you don't want to invoice solely within HS.
Within Invoice Approval, you can filter the tickets by Date, Company, Lease, Yard, Job Description, or Job Type. With these filters, you are in control of what tickets you want to turn into an invoice at any given time. Only the Approved tickets will move on to the next step. All tickets under the same company are grouped together.
Once tickets have been Invoice Approved, they will then show up Invoice Review grouped by Company. From Invoice Review, you can select your Invoice Date to show up on the Invoices. Individual tickets will still have their original dates, but you get to choose the main invoice date. The next step varies on what accounting platform you use.
With Quickbooks Online, creating your Quickbooks invoices happens directly within Roustabout Software. There is a Quickbooks Online tab in our menu where you can go to update all Bill to Customers and Bill Items, and then create all of the invoices that are in the Invoice Review stage.
With Quickbooks Desktop, once tickets have been marked Invoice Approved and Processed, the user must login to their Quickbooks Desktop program, and run the Web Connect tool (Update Web Services). The Web Connect tool talks to RS and checks for any tickets that need to be sent to Quickbooks.
For other accounting platforms, our integration depends on the level of open API availability offered by your accounting package. If you would like to ask about your specific platform, reach out to us today, and we will research to find out how well we can integrate with your current platform!
Once the Invoices have been processed, you can then easily view them in Invoice Lookup. Within Invoice Lookup, you can view the invoice, all the tickets on that invoice, or you can group the Invoice PDF with the ticket scans into one file for your records. From Invoice Lookup, you can also assign Invoice Statuses, so that you always know where your Invoices are in your process. The Invoice Statuses are completely customizable to fit your company's process.
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All information provided is for software products produced by CantrellJackson.com