Paper sheets replaced by a text or voice note
Daily reporting used to mean detailed handwritten notes, and the office had to decipher them and follow up for clarification. Now employees message in what happened on the job from wherever they are.
- Labour, equipment, and materials by messageEmployees send in their hours, machines, and materials from the field.
- Voice-to-text reportingCrews can talk through the day instead of writing it down.
- No handwriting to decipherThe office gets clear entries and spends less time following up.
Our team has adapted to the new system extremely well. Replacing paper sheets with text and voice-to-text reporting has eliminated the need for detailed handwritten notes and made daily reporting much easier. One employee even commented that he loves the new system because he hates writing.
It has also saved our administrative staff significant time by eliminating the need to decipher handwriting or follow up for clarification.
Actual hours against the estimate, while the job is running
Labour, equipment, materials, and expenses all land on the job as they come in. Utopia can see how a job is tracking against its estimate and adjust before the work is finished.
- Live labour and equipmentActual hours compared to estimates while the job is still underway.
- Expenses on the jobExpenses sit alongside labour, equipment, and materials in the job cost.
- Better future bidsJob data builds up over time to help refine estimating.
Live tracking of labour and equipment gives us real-time visibility into how actual hours compare to our estimates while a job is still underway. This allows us to make adjustments proactively rather than after the fact.
Over time, the data will also help us refine our estimating process and improve the accuracy of future bids.
Machines and stock tracked on the same system
Equipment and materials reported from the field feed the same system, so Utopia can see what machines are costing, when service is due, and what's on hand.
- Equipment costsMachine time is costed to the job it was used on.
- Maintenance schedulingEquipment service is scheduled and tracked in the system.
- Live inventoryTracks material costs and how much is on hand.
Field hours ready for the office
Hours that used to come in on paper now export straight into a spreadsheet, which has already taken time off the office's plate.
- Spreadsheet exportsField staff hours export directly into a spreadsheet.
- Less admin timeThe administrative team is already saving considerable time.
Exporting field staff hours directly into a spreadsheet has already saved our administrative team considerable time. When everyone is fully using the system and we can seamlessly upload payroll data into Payworks, the efficiency gains will be substantial.