WorkMax Not all Accounting Integrations Are Created Equal

Not all Accounting Integrations with Employee Time Tracking Solutions are Created Equal
By: Mike Merrill, COO 

Activity-based cost coding is mission-critical for your construction company. Accurate time and cost tracking help you manage costs, identify profit centers within your business, and sets you up for sustained growth for the future. Are you tired of spending all of your time reallocating costs on projects because employees are reporting time on the wrong projects and assigning the wrong tasks or cost codes? Wouldn’t it be nice to have job or project-restricted cost codes based on the actual scope of work instead of just a full list of all the possibilities for employees to select on their time sheets or daily field log reports? Many cost accountants and project managers get frustrated that they have meticulously organized and logical project cost accounts set up based on the specific scope of the work and it seems that they can never get the labor hours or completed work to the right cost centers without a considerable amount of manual intervention.


There is now a way to make sure that all of the correct project labor costs and completed work feed directly into your detailed project cost accounts into your accounting system or ERP. You did all the hard work initially, making sure that the project cost accounts are based on the scope of work with only the relevant cost codes. When you’re partnering with an employee time tracking software vendor, you want to make sure that their product truly integrates with your accounting system or ERP, so that all of your actual costs are perfectly aligned with all of your project cost accounts. Because all integrations are not created the same, you want to make sure that you select a product that honors the structure you have set up in your accounting software to achieve the most accurate daily job costs while you also minimize reallocations or adjustments once the data comes in from the field.


The most important first step in achieving accurate job costs is selecting an employee time tracking solution that has true facial recognition to make sure the right employee is clocking IN/OUT of jobs. You will want true facial recognition that doesn’t just take pictures and force you to manually compare photos to see if it is the same person. True facial recognition compares IN/OUT photos with a source image and then automatically provides you with a match percentage between two photos. It also alerts you when the match percentage falls below your predetermined acceptable match threshold. By using facial recognition, you not only make sure the right employees are clocking IN/OUT of jobs; you can also see the true cost savings that are realized. Archer Mechanical saved over $141,440 in the first year using facial recognition and by tracking employee’s time in real time rather than having supervisors clock in their whole crew.

WorkMax Google Chrome 2019 04 04 15.55.21

On the left, the Clock IN photo is over a 98% match to his profile photo on the far right and his Clock OUT photo is over a 96% match. If the match was less than the acceptable 80% threshold, you would be alerted.


Now that you have confirmed that the right employee is clocking into the right job, you’ll also want to select an employee time tracking solution that allows you to capture your employees’ completed work progress easily in the same app as their employee time tracking. Here are the Top 10 Reasons to Track Production in Your Time App. With this solution in place, there are no additional reports to fill out when you’re tracking production units in the same app as your employee time tracking solution. Employees are prompted to enter their completed work as they are switching tasks throughout the day. If you only want completed work calculated at the end of the day, make sure you find a time tracking solution with multiple workflows to allow you to capture their completed work in real time or at the end of the day or week. To make sure your actual completed work matches up to the remaining work that needs to be completed in your accounting system, you also need a solution that allows you to personalize the units of measure to make sure your actual unit of measure fits your business and matches up to the budgeted amount of completed work in your accounting system planned for the project. This way you always know you’re comparing apples to apples for the same tasks and it all rolls up nicely into your accounting solution.


Now that you know the right person is Clocking IN/OUT of a job or project and capturing completed work, the next step is to simplify how the data is presented to your employees so that they can quickly and accurately assign their labor costs and completed work to the right project and the relevant cost codes or tasks as they are completing the work. You’ll want the flexibility to allocate labor hours and tasks or cost codes in real time or after the fact or a combination. Also, your company might have hundreds of project cost accounts or cost codes. When employees have too many options to select from when they Clock IN/OUT, the likelihood for mistakes that you’ll have to reallocate is pretty high.

Permission Profiles Connect Max Import Concrete Employees Cropped

With WorkMax’s ConnectMax integration with your accounting system, you can easily import your concrete employees into WorkMax to set up permission profiles to automatically show your concrete employees just the concrete jobs and cost codes for accurate job costs in real time.

 WorkMax Employee Record with Concrete Projects

 John S. Intendant is in the concrete department and he only has permission to see concrete-related jobs. Once the permission profile is set up, every time you add a new concrete department employee, concrete job, or concrete cost code, it will automatically be added to all the concrete employees.

 WorkMax Some Concrete Tasks Assigned to Concrete Project

In the third section, you will see a list of all concrete tasks and only some of them are selected. Permission Profiles allow you to pre-assign tasks or cost codes based on your scope of work for the job to get more accurate job costs.

Although getting one employee with 100% perfectly accurate job costs is great, but it would be far more beneficial if you could get almost 100% accuracy for all of your employees’ time tracking and job costs along with all of their completed work. In order to accomplish this, you need to make sure that you present the right data to the right employees on the right job. Automated permission profiles mimic your accounting software so that all existing and future employees assigned to a department or specific role can only clock into their assigned jobs or cost codes. By automating these permission profiles coupled with true accounting software integration, the process of getting the right employees entering the right job cost information is streamlined, while all of the data integrity is maintained according to your accounting system’s project cost and organizational structure.

To see a list of the WorkMax integrations with videos to show you how easy it is to integrate WorkMax with your accounting solution or ERP, click here. Check out how easy it is to honor your accounting system’s project cost and organizational structure to get the right data to the right people at the right time by automating permissions, click here.

 

 

 WorkMax ASSETS 4 Challenges Tracking Assets

Top 4 Challenges Tracking Assets
By: Shannon Corgan, Director of Marketing

Tools and equipment are critical to a construction business’ success. Without the right tools and equipment available and accessible to your employees, you’re increasing the risk that you’re projects are going to miss scheduled deadlines and go over budget. Here are the top 4 challenges tracking assets for construction businesses:

Locating Assets

1. Locating Assets is Time Consuming

When a supervisor or employee needs a piece of equipment he calls the equipment shop to find out who has it. The equipment shop manager looks at the form or spreadsheet to locate the piece of equipment. The equipment manager typically knows that the tools or equipment were checked out in the morning from the equipment shop and isn't always informed where they are throughout the day before it's returned. Throughout the day, it’s common for a piece of equipment to be utilized at multiple locations by multiple employees. The equipment manager has to call, text, or email the person that supposed to have it. That person tells him it was taken to a different job site and another employee has it. Then there's another round of emails, texts, and phone calls to find the piece of equipment. 

 

Manual Process Error Prone2. Manual Asset Tracking is Error-Prone

Most companies are still using paper or spreadsheet printouts in the field to track their fixed assets. If you are tracking your assets on paper, the inventory is only accessible in the physical location where your tools and equipment are stored which is typically an equipment shop. Your employees in the field can’t easily check the asset inventory from the field without making a call to the equipment shop manager. Another challenge for manual asset tracking or tracking assets on paper is that even though you may love your equipment manager, he or she may not have won any penmanship awards and the handwriting on the forms may be illegible. With manual asset tracking in one physical location, you can't track where your assets are in real time and who has them.


Tools Lost Stolen

3. Tools or Equipment are Lost or Stolen

If you don’t know who has your company’s assets or where they are at, you’re increasing your chances of having tools or equipment lost or stolen. If your employees don’t have the right tools or equipment to perform the work needed, it slows down your projects and the amount of work that can be completed. When businesses owners experience tools or equipment theft, they have to purchase new tools or equipment if they haven’t insured the tools and equipment. Even if business owners do have insurance, they still have to take time to file police reports and insurance claims. In addition, they have to rent replacement equipment and can expect higher insurance premiums due to the insurance claims for their stolen or lost equipment. All of this leads to lost productivity and schedule delays. Schedule delays can lead to missed deadlines and penalties.


Difficult to Track Maintenance

4. Difficult to Track Maintenance

Unfortunately, if there is not a centralized location for fixed asset maintenance schedules, many times preventative maintenance isn’t proactively performed and is reactive. Most companies without a centralized asset tracking system with global visibility perform reactive maintenance which means they only service their equipment when they're broken down. When your fixed assets are serviced just when it’s broken down, it can lead to much higher repair costs. Also, if you’re only performing reactive maintenance on your fixed assets, you’re reducing the asset life cycle and increasing the cost because you have to replace your fixed assets sooner.

 

If you can relate to any of the Top 4 Challenges Tracking Assets, and want to automate your asset tracking for accurate real-time asset inventory and assignments in a centralized location with global visibility, click here to learn more.

 

PRESS RELEASE Permission Profiles

WorkMax TIME, FORMS, and ASSETS by AboutTime Technologies Enriches Integration with Top Construction Accounting Systems and ERPs

Clones accounting system project cost and organizational structure for accurate daily job costs to minimize reallocations with Permission Profiles

(Payson, UT – May 14, 2019) AboutTime Technologies, a 16-year veteran of on-premise and cloud- based mobile resource management, today announces that it has expanded its integration with the top construction accounting systems and ERPs with WorkMax TIME, FORMS, and ASSETS. WorkMax is an easy-to-use cloud-based platform for employee time tracking, mobile forms, and asset tracking that allows project-based businesses to manage each of their mobile resources all in one place.


Permissions Profiles allow businesses to accurately track daily job costs and drastically reduce reallocations or adjustments to job costs after-the-fact. Permission Profiles allow users to create a unique profile with a set of individual permissions that can automatically be assigned to new employees. Most project-based businesses have hundreds, if not thousands of cost codes or tasks to track a project’s job costs and completed work. Permission Profiles determine what employees see when they’re entering their completed work and labor hours. This ensures that they are assigning their labor to the right jobs, projects, locations, tasks, cost codes, or assets. With Permission Profiles, employees can only select tasks or cost codes that are part of the appropriate project cost structure based on what’s been set up in the business’ accounting system or ERP.


Permission Profiles can also restrict which mobile forms are visible to employees in the WorkMax application. Only the employees that need to complete the mobile forms are able to view them and saves the employee’s time instead of searching for the mobile forms they need to complete. Permission Profiles can be set up to automatically apply permissions to track more than employees, jobs, cost codes/tasks, devices, assets, and forms by creating or importing custom list items. Custom lists provide businesses with the flexibility to track whatever they need. Examples of custom lists include employee leave codes, certified classes, or per diem allowances.


“We kept hearing that project-based businesses spent too much time reallocating job costs due to data entry errors by field employees. The bigger the list of jobs or cost codes the more adjustments they had to make in their accounting system or ERP. Also, the project job costs and completed work was always out-of-date. We looked at the data visibility goals that our customers wanted to achieve in their accounting systems and ERPs for job cost accuracy and mirrored those options in WorkMax. With Permission Profiles, we gave them an easy way to get the right data to the right employees at the right time for real-time accurate project job costs,” said Ryan Remkes, chief executive officer of AboutTime Technologies.


WorkMax has powerful and robust integrations with the top construction accounting and ERP systems including:

Mike Merrill, COO of AboutTime Technologies, will be demonstrating Permission Profiles for the first time at the TUG 2019 National Conference on Tuesday, May 14th at 10:45 AM CDT at the JW Marriott San Antonio Hill Country Resort and Spa. TUG is the national user group for Sage 300 Construction and Real Estate, Sage 100 Contractor, and Sage Estimating.

For a full list of all of the accounting, ERP, payroll, and HR systems that WorkMax integrates with click here. To learn more about WorkMax’s Permission Profiles, click here to view the video. 

 

WorkMax ASSET Tracking Press Release

AboutTime Technologies launches WorkMax ASSETS, a Cloud-based Asset Tracking Solution for Web and Mobile

Automates businesses, reduces asset loss, improves productivity, and optimizes asset utilization across entire workforce anytime, anywhere, and on any device for project-based businesses of any size

ASSET Tracking WorkMax Logo with Cloud

 

 (Payson, UT – May 7th, 2019) AboutTime Technologies, a 16-year veteran of on-premise and cloud-based mobile resource management today launches its third cloud-based solution, WorkMax ASSETS. WorkMax ASSETS by AboutTime Technologies is now available along with its previously released WorkMax TIME and WorkMax FORMS. WorkMax ASSETS automates asset tracking and management across a business’ entire workforce anytime, anywhere, and on any device to reduce asset loss, optimize asset utilization, and accurately assign assets. WorkMax ASSETS simplifies asset management, inventory tracking, and asset utilization and allows you to assign assets to locations, employees, and projects. Daily usage of assets per location and or the assignment of assets to or from employees or locations can be managed all in one app with WorkMax ASSETS.


WorkMax ASSETS is much more than just a better spreadsheet; it organizes all of your asset inventory all in oneAsset Tracking for WorkMax Screenshot centralized place and makes it easy to keep asset inventories organized through the use of parent/child hierarchies. WorkMax ASSETS also connects the field to the office by tracking their asset assignments and asset usage with their smartphone or company tablet or iPad with or without a connection to the internet or cellular service. All the data is stored locally on their mobile devices and can be synced as soon as the employees have internet access. The power of the WorkMax platform allows businesses to combine multiple WorkMax platform solutions to streamline the workflow of their project-based businesses. When project-based businesses pair WorkMax TIME with WorkMax ASSETS, they know who is specifically assigned an asset in addition to tracking the number of hours the tools or equipment was used. Another example of the power of the WorkMax platform is that companies can use WorkMax ASSETS together with WorkMax FORMS to track detailed maintenance, breakage, or equipment safety checklists for that asset all in one app.

“Assets are typically the second largest expense item on the balance sheet and we developed WorkMax ASSETS to make it easy to know who has an asset, where is that asset located, when was it checked out or in, and when it is available to use. This allows any size business to more efficiently manage their projects to increase profitability,” said Ryan Remkes, chief executive officer of AboutTime Technologies, “we worked very hard to create a best-in-class asset solution while taking into account the workflows that project-based businesses needed to optimize their business processes. WorkMax ASSETS achieved all of this and then some.”

WorkMax ASSETS key features include:

Flexibility

  • Access through mobile iOS or Android apps to connect mobile, remote and office employees
  • Handles small asset inventories at one location, as well as large asset inventories utilized across unlimited locations and assigned to an unlimited number of employees
  • Unlimited user roles and permissions to fit businesses as they grow in number of employees or number of assets in their inventory

Easy-to-Use

  • No need to log into multiple apps or multiple sessions on your web browser to manage your mobile resources. WorkMax is one app and one web login for employee time tracking, mobile forms, or asset tracking. It’s all in one app or accessible from one website and one login.
  • Flex-fields allow businesses to personalize with their specific industry terminology for rapid user adoption
  • Adaptable user roles and permissions ensure employees are presented with only the information they need to see
  • Employees can enter asset tracking or utilization data into the WorkMax ASSETS App with or without internet service

Accuracy

  • Mobile employees can transfer assets from one employee to another from their mobile device to know who has each company asset
  • Capture accurate asset usage and asset assignment in real time for precise job costs
  • Eliminate re-keying of data from the accounting system, spreadsheet, or equipment rental database when you sync your business systems with WorkMax

Visibility

  • Know where company assets are and who is assigned to each asset to reduce loss and optimize labor productivity
  • Reduce overutilization and underutilization of assets to extend asset life with global visibility of asset inventory
  • Everyone has appropriate access to asset inventory and usage from anywhere, anytime and from any device
  • Single centralized database accessible from anywhere and on any device and at any time reduces time spent locating assets with real-time asset tracking

Efficiency

  • Instantly find assets by unique number, bar code, pick list, or even serial number
  • Minimize downtime by knowing which assets are used most often 
  • Eliminates time spent making phone calls, emails, and texts trying to locate tools and equipment

Integrations

  • Powerful and configurable integrations with many accounting systems and business applications to keep data in sync and more accurate
  • Employees can see assets assigned to them or check them out or in on Clock IN / OUT all in one app when you combine with WorkMax TIME with WorkMax ASSETS
  • Use WorkMax TIME with WorkMax ASSETS to track employee’s operator time on that asset.
  • Combine WorkMax FORMS and WorkMax ASSETS to track detailed maintenance, breakage, or safety checklists all in one app
  • Utilize the WorkMax ASSETS Reports for customer billing and documentation.


For more information about WorkMax ASSETS, visit http://www.workmax.com/workmax-resource-management-solutions/track-assets-and-equipment. To get pricing and get started with WorkMax ASSETS today, click below. 

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