CASE STUDY: HOW WE SAVED A COMPANY 35 HOURS EVERY MONTH!
In one case, our new client was spending 40 hours per month collecting data from technicians working remotely and then using the data to prepare invoices. The process worked like this… Each technician would take a picture of a reading on a machine showing a quantity of medicine used.
They had to do this for over one hundred patients per month!
They’d print out the picture and hand write the start time and end time on the picture to account for labor time spent. Then they’d take another picture of the reading with time notes included.
The .jpg file would get uploaded to Dropbox. Our client would look at the pictures and hand key the medicine amount and hours into a spreadsheet to calculate amounts owed. After that, she took the bill able amounts and hand keyed them into Quickbooks Desktop to generate invoices.
Here is how we were able to automate most of it. We used a software called Cognito Forms to create a custom form.
The forms created with this program are HIPAA compliant. Instead of taking a picture and handwriting on it, they type the reading amount and the hours into the custom form and attach the picture using their phone.
Then, using an integration tool called Zapier, the form automatically drops all collected data into a google doc and the calculations are done automatically using pre-entered formulas.
The completed calculations trigger another Zapier integration which takes the data automatically into a QB Online invoice. This saved our client 35 hours per month in data entry.
Now, as soon as the technician hits submit on the online form, the invoice shows up with correct calculations in QB online just 2 minutes later without any data entry work. The owner’s wife was doing all this work previously. Now she is free and happy. And you know the old saying about happy wives!
AUTOMAKETIME 