A renowned company in the construction field approached AllianceTek to create a multi-purpose platform that could pave the way for operating tasks and tracking activities related to orders, billing and more. The client is the owner of a company that provides affordable and reliable construction and maintenance services to their customers from the energy sector. The client assists them in the construction of pipelines and heavy hauling in order to maximize their energy efficiency.
Since the client has expanded in recent years, they wanted a more articulate platform on a large scale; a system that could handle anything from bookkeeping and managing job field tickets to tracking all the purchasing orders and employee management. They wanted an automated workflow process for their operations in order to minimize manual labour as much as possible. The client has worked with AllianceTek before so they moved forward with the project without a doubt.
01
The client was looking for something that could ease the process of analyzing and managing the fleet activity within the company. They also wanted to track fuel expenses on a constant basis and enhance their security.
The professional team of AllianceTek built a robust platform with the integration of Fleetio and Wex, which made it easier for the client to track all expenses related to fuel and vehicles. The Wex Fuel Card even paved the way for more secure operations and allowed for smooth and detailed analytics and reporting.
02
The client needed a bespoke system that could allow easy tracking of invoices and payment status. They also wanted an automated system for the customer to pay via payment getaways.
The team of AllianceTek incorporated Bill.com and QuickBooks, both of which together helped automate the business invoicing processes. While Bill.com provided easy access to the vendor invoicing status and sync bill status, QuickBooks helped manage the accounts better, making it easier to handle accounts payable including customer invoices. It also allowed access to the payment status and various payment methods. In case any of the entries were missed, QuickBooks also allowed for manual invoice updates.
03
The client wanted the new platform to be user-friendly with an easy-to-use interface that could be used by any employee.
In order to create a multi-purpose platform that was also easy to use, AllianceTek used various modules and integrated them into one. We included various portals such as an admin portal, a vendor portal, a portal for third-party APIs and many more. We created a backend management system that could easily manage the workflow of the company by automating crucial activities. the newly-built system allowed the employees of the company to manage company operations and other activities. We followed the agile method and kept the client in the loop in order to develop an efficient platform while keeping the deadline in check.
The development of the new system allowed for the automation of the following:
01
The new platform allowed for the creation of new field tickets for several jobs.
After the ticket approval from the supervisor, the customer received an auto-generated email, making the whole process seamless.
The job tickets helped analyze purchase orders in order to get the estimated revenue and also helped add more employees. It allowed for the auto-update of employees and item costs based on configuration with the particular customer.
02
All the invoices were allotted a ticket, making the invoice management process much more convenient.
The integration of Quickbooks made it easier to sync customer invoices. It also allowed for manual updates.
03
Purchasing order system was made easier by syncing the order to the vendor portal.
It also allowed for the auto-update of the item cost based on configuration with the particular vendor.
Made it easier to track PO by including various stages: Open, Ready to Batch, Approve & Send to Bill.com and Closed.
The client could create 1 time or recurring PO and also could release a recurring PO.
Associate item details with the PO.
Allowed for the receipt of an item against the PO and covert it to the company assets.
04
Allowed for easy access and management of all PO billing updated by the vendor or manually. With Bill.com integration, it was easier to sync the whole system and access the payment process.
05
Automated the email generation process to customers upon approval of the quotes.
Also made it easier to distinguish between reporting actual and quote costs.
The new system allowed for the creation of project quotes for customers for various jobs. All that needed to be added were: employees and service details with the quotes, markup and schedule dates, and multiple bids for a project. The quote could be sent to the authorized user.
06
Helped create & manage company expenses and divide the expenses into categories such as employee, vendor and customer.
Feetio and Wex integration made it easier to track vehicle and fuel-related expenses.
Enabled the associated with multiple items with expenses.
07
Made it easier to add & manage employees.
Better management of employee documents and system access as well as assets.
Enabled on boarding checklist for employees.
Easy configuration of payroll for the employees.
Regular performance updates.
Automated timesheet reporting.
08
Provided a separate platform for the vendor to manage their account with the company.
Allowed the vendor to view and track the payment status of their invoices.
Allowed for the addition or update of any item pricelist and also view details of the purchase orders associated with them.
09
Made item tracking easier with job tickets, purchase orders, project quotes, billing and invoices.
Allowed for separate configuration and creation of items for customers and vendors.
Enhanced item security with GL (General Ledgers) code for reporting purposes.
Management of all company documents in one place.
Allowed for custom units of measure.
Configuration of alerts for various events.
Assigned company assets to employees.
The team of AllianceTek formulated and implemented an architecture that uses multiple technology stacks to perform all necessary functions.
We went with a simple user interface to keep the system compatible with every device as well as easier for the employee to use.
Specifically, what was the problem that AllianceTek fixed? For the overall solution's design, the AllianceTek team first outlined its many modules such as an admin portal, a vendor portal, and API integration with other services.
