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Case study

Two-way ServiceChannel and Dataforma integration: 2,000 hours of data entry a year

An Atlanta roofing contractor stopped re-keying work orders and invoices between ServiceChannel and Dataforma, and got invoices out sooner.

Value to the client

Cost reduction
2,000hrs / yr
of data entry no longer needed
Reported by the client
Risk mitigation
10 min
for a new work order to reach Dataforma, so none sit unseen
By design
Josh Mullins

Managing Director

3 min read

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At a glance

Riverside, CALas Vegas, NVLittle Rock, ARTampa, FLLakeland, FLSarasota, FLOkeechobee, FLMiami, FLCharlotte, NCCincinnati, OHDayton, OHColumbus, OHReston, VAFairfax, VABowie, MDNew Bedford, MAATLANTA, GA
Client
Not named
Location
Atlanta, Georgia
Industry
Commercial roofing
Services

Connected both ways

  • ServiceChannelCustomers issue and approve work
  • DataformaThe team schedules, completes, and bills it

2,000 hours of data entry a year, and invoices out sooner

Hours a year
2,000
Of data entry no longer needed
Sync
2-way
Work orders in; invoices and photos out
To reach Dataforma
10 min
Matched to the right building
Status report
Daily
What posted, and what needs attention

Before

Every work order typed twice

  • Each new work order was re-keyed from ServiceChannel into Dataforma.

  • Each invoice was re-keyed back, line by line, with photos uploaded by hand.

  • Invoices waited on data entry, and an earlier automation broke most weeks.

What we did

A scheduled, two-way integration

  1. Map both systems

    Buildings, emergency work, and how labor, materials, and travel are coded.

  2. Work orders in

    Every 10 minutes, matched to the right building and created once.

  3. Invoices out

    Posted to ServiceChannel with categorized lines, photos, and documents.

  4. Report

    A daily email of what posted and what needs attention, with the reason.

What we built

One work order, both directions

Work orders come in. Acceptance, invoices, and photos go back. Billing gets one report a day.

  1. New work ordersServiceChannel Dataforma

    Pulled from ServiceChannel every 10 minutes, matched to the right building, and created in Dataforma once, with a duplicate check.

  2. AcceptedServiceChannel Dataforma

    The work order is marked accepted in ServiceChannel, so the facility manager sees it was received.

  3. InvoicesServiceChannel Dataforma

    Completed invoices post to ServiceChannel with labor, materials, and travel on their own lines.

  4. Photos and documentsServiceChannel Dataforma

    Attached to the same work order, so the invoice arrives with what the reviewer needs.

Fig. 01 · Both directions, one work order
Daily invoice status reportExample data

To: Billing team · Tuesday, October 21

Processed
23
Posted
22
Needs attention
1
  • WO 88341207 · Store 1142, Marietta$2,480.00Posted with photos
  • WO 88341912 · Store 0877, Decatur$1,135.50Posted with photos
  • WO 88342066 · DC 12, McDonough$6,920.00Posted with photos
  • WO 88342301 · Store 2210, Alpharetta$865.00Needs attention: a material line has no part name

Anything that can’t post is listed with the reason, so it’s fixed once at the source.

Example data. Work order numbers, sites, and amounts are illustrative; the steps and schedules match the integration.

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