After struggling with extensive paperwork gathered from the hundreds of contractors they have around the United States, Young & Associates (Y&A) realized that a new solution was needed. Their contractors were keeping time in Excel spreadsheets with each devising their own, causing confusion when tabulating time for projects. All expenses were tracked in paper reports with attached receipts that were rekeyed into Excel for calculation. These Excel files were then rekeyed into QuickBooks for expense reporting and payroll. There was also no central location for the huge contact database with each contractor managing their own information causing numerous delays due to outdated contact information.

CDKWeb first met with Y&A to create an extensive layout of their current business processes so areas of automation could be identified. The new application was to include an online database of contacts, time tracking, and expense reporting as well as the capability to upload scanned copies of receipts for invoicing. The system also needed a permission-based approval process allowing for time submitted to be approved and invoiced to the proper client.

The web-based application lies behind a secure login for each system user. Management can create new projects, contacts, and contractors as well as manage time, expenses, notes, invoices and payroll. This allows peace of mind knowing the information is correct as it is all maintained within the same system without the introduction of human errors from various points of data entry.

As a result, the system can by utilized by all of the contractors via the internet while out in the field on job sites. They can quickly enter time, notes and further information regarding their estimates for a project. They can also upload receipts and associate them to jobs for easy tracking by management. Excel timesheets can also be uploaded in instances where internet access is not available.

From a management standpoint, users with higher permissions can login and see snapshots of each project in progress with regards to time and expenses as well as outstanding and paid invoices. QuickBooks is no longer used for these purposes. Time is approved by supervisors, something that could often take weeks or possibly months, is now managed literally in minutes. Invoices can then be automatically created via the system versus manually tracking down information and compiling it. With the introduction of the system, the entire process from time tracking to invoicing has become a seamless, efficient, accurate and effortless process.