Billing is vital in all companies that want to ensure long-term financial health and success. Optimizing the billing process is crucial to achieving these goals. A CMMS can assist with this goal. A CMMS is a computerized maintenance system. The system provides a platform for employers to store information such as maintenance tasks, time spent on tasks, resources required, and parts used. A CMMS makes this information easily accessible. Therefore, it can be leveraged to assist with the billing of clients as well.
CMMS invoicing
Unforeseen breakdowns are a common occurrence. These situations require immediate attention, often at the request of customers. Upon completion of the maintenance task, the urgency to pay the invoice is no longer there, this is not a position businesses want to be placed in. But a CMMS system can streamline the invoicing process by providing the details required immediately. This is due to the information being uploaded during the maintenance processes and being accessible immediately.
Achieve immediate onsite invoicing
Leveraging your CMMS for onsite invoicing is another method of staying financially healthy. How does a CMMS achieve this? Before conducting the task, the business and customer will agree upon a set range of fees. The employer can monitor the whole process through the CMMS from the employee assigned, to the extent of the repairs and the assets used.
The fee can be calculated with the use of the agreed-upon rates to calculate the final invoice and collect the payment upon completion.
The employee will upload all the relevant data through their mobile phone for monitoring. This ensures a streamlined process that allows for maintenance requests and billing to be completed in one streamlined process.
Efficient invoicing validation
Transparency is always welcome within a business. If your company would prefer to validate an invoice before sending it, then this option is available. With a CMMS system, the employee will complete the assigned work order for the customer. The information will then be collected and uploaded to the CMMS from a mobile device by the employee. The data is immediately made accessible to the companies manager or the accounts department, who is in charge of invoicing.
The data can be compared with the rates the company has agreed upon and then notify the customer. The process is made quicker and can often be conducted in front of the customer. All of the information can then be stored on the cloud-based CMMS platform for future reference if needed.
The benefit of this is that the customer has peace of mind as they will be receiving the invoice from the accounts department. The customer will have a positive experience that will make them more inclined to suggest the company in the future, and the business will receive their money immediately.
If a follow-up is required, the CMMS system can schedule a follow-up at a time convenient to the customer. This is another process covered by a CMMS system that increases efficiency.
Environmentally friendly billing
Previously invoicing was done through letters. This is both inefficient and, in a time where businesses are looking to be more eco-friendly, it is wasteful. Delivery times can vary with posted letters and can pose another challenge. With a CMMS developing invoices immediately, they can be reviewed and emailed to the customer faster than before.
Confirmation of the email can be received and provide businesses with peace of mind as they will eliminate the ability to have to hear the phrase “I did not receive the letter”. It is also important to note that with many environmental governing bodies urging businesses to reduce their paper usage, a digital invoice in the future.
CMMS invoicing for building sites
The previous examples have shown that a CMMS can be used on invoicing for preventative maintenance and small and medium projects, but what about large-scale construction projects? An invoice can be generated for these projects with information received from a CMMS. The benefit of using a CMMS when creating an invoice is that the customer can be notified throughout the project. If more resources are required that drive the price up then the customer will be made aware. CMMS provides transparency when invoicing large construction projects.
Contract Invoicing with a CMMS
With the help of a CMMS, businesses can manage contract information and make the data accessible to all employees, alongside the maintenance plan.
Efficient invoicing with a CMMS
By leveraging the benefits of a CMMS for all forms of maintenance activities, from unforeseen equipment breakdowns to large-scale construction projects and everything in between, businesses can cut out the time-consuming invoicing processes, such as re-entering data. By integrating the data received from a CMMS, companies can save a lot of time in invoice generation. The benefit of this is that companies can then receive their payments quicker than they previously have before
Simple, efficient, and easy to use. A CMMS is not only for managing the maintenance processes. The functions of a CMMS can be used for the administrative functions that follow. It is beneficial for businesses to implement the system as well as use it for invoicing.
