Bestkop is an Estonian company that deals with heavy machinery and the day-to-day planning of employees. Web Systems developed a customised management system for them that consolidates all workflow, including orders, employees, fleet and accounting, into a single environment.
Challenge: scattered information and manual invoicing
Before the system was set up, work scheduling was managed in Excel and on paper. The supervisor did not have a real-time overview of which machine and worker was working on a particular day, who the customer was and what equipment needed to be brought to the site. It took a lot of time for the accountant to enter the hours worked by the employees into the invoices each month, as the data had to be manually transferred from paper to paper.
Solution: calendar view, mobile app and automatic data exchange
We developed a bespoke system from scratch, with a large calendar view at its heart. We talk more about projects like this on the Software Development service page.
Calendar view and work order management
The supervisor can see at a glance which machine and which worker is working on a particular day. For each day, jobs can be assigned with all the necessary information: who is doing the work, who the customer is and their contact details, which machine is doing the work and what equipment needs to be brought.
Mobile app for workers
Through the mobile app, the employee can indicate when the work started and finished, whether there was any extra work, as well as any non-accountable work, such as a technical repair or maintenance work that is not invoiced to the customer. The entire day’s work is automatically passed on in the system, with no paperwork or reminders needed.
Direct interface with the accounting system
When the employee marks the work as completed and the hours are confirmed, the data goes directly to the accounting system. Hours that are not counted remain separate and do not accidentally end up on the client’s invoice. This reduces the manual accounting work and helps avoid errors.
Hit
- The supervisor can see on one screen what is planned, in progress and completed.
- Workers fill in job details in the mobile app with a few clicks, not on paper.
- Hours that are not counted, such as breakdowns, maintenance and time off, are erroneously not billed to the customer.
- Bookkeeping saves hours of work each month as data moves automatically between systems
Project details
- Client: Bestkop
- Sector: heavy equipment rental and personnel management
- Solution type: customised management system and mobile app
- Main modules: calendar view, work order management, fleet and equipment management, staff mobile app, accounting interface.
- Integration: direct interface with the accounting system, automatic data movement after completion of the work.
- Services: software development, mobile app development, systems interfacing.
If your business is split between Excel, paper and separate systems, we can help. We build customised solutions like this on a daily basis, from a single module to a complete business workflow transformation.