E-ticketing platform

How the E-Ticketing Platform Can Streamline Operations in the Oil and Gas Industry

In the oil and gas industry, managing the complexities of field operations, invoicing, and cost tracking is essential for success. This is where an E-Ticketing Platform can make a significant impact. By providing a digital solution for LEM (Labor, Equipment, Materials) Tickets for Oil and Gas Service Companies, it helps automate and streamline tasks that are traditionally done manually, reducing errors and saving time.

Real-World Scenario: A Day at an Oil and Gas Service Company

Imagine you're working for a pipeline service company in the oil and gas industry. Your company is responsible for construction, repairing pipelines, and maintaining equipment. Here's how the E-Ticketing Platform would be used in the day-to-day operations:

1. Set Up Rate Groups/Price Sheets

You start setting up the Rate Groups/Price Sheets within the E-Ticketing Platform. These define the prices for different services, like labour, equipment, and materials. For example, cleaning services might cost $100/hr, while equipment like bulldozers costs $500/day.

Real-World Example: You're assigned to install a section of pipeline, and the E-Ticketing Platform shows $100/hr for labour and $500/day for the bulldozer.

2. Tickets (Labor, Equipment, Materials,
3rd Party Charges)

As a field technician, you and your team go to the worksite, and you begin logging everything used during the day—hours worked, equipment used, materials consumed, and any third-party services (like hauling away waste). These are all recorded on field tickets in the E-Ticketing Platform.

Real-World Example: You worked 8 hours, used 4 barrels of cleaning chemicals (materials), and rented a bulldozer. All of these are logged into a ticket using the E-Ticketing Platform.

3. AFEs/POs, Jobs, Field Tickets,
and Invoicing

AFEs/POs (Authorization for Expenditures/Purchase Orders) are used to track the budget versus actuals for the Project.
Jobs are specific tasks or work orders, such as cleaning a certain area or replacing pipeline segments. Many Jobs can make up an AFE/PO. They can also have their own Budgets which when all Jobs Budgets are added together will equal the total AFE/PO budget.
Field Tickets are the official documentation of work done, which is then used to create invoices for billing. Many Field Tickets roll up to a Job.
Invoicing is the process of converting tickets to invoices so that you can bill your customers for services provided.

Real-World Example: The AFE for your construction job includes $2,000 for labor, $500 for equipment rental, and $300 for materials. As you finish the work, you generate a field ticket, which later gets converted into an invoice for the customer via the eticketing platform. Those invoices are then submitted electronically and automatically into various e-commerce portals as such as Open Invoice, GEP Smart, SAP Ariba, Coupa, Cortex, and Jobutrax.

4. Roles

Different staff members have different roles:

Office Administrators: Oversee the system and workflows, setting permissions and managing overall operations.

Office Staff: They process and approve tickets, manage invoices, and ensure everything is recorded correctly in the E-Ticketing Platform.
Field Staff: You and your team log hours, equipment, and materials in the E-Ticketing Platform during the job.

Field Staff - No Data Entry: This role allows staff to be added to Tickets for calculation of payroll but do not actually have a login. Usually a Field Staff Supervisor adds the Field Staff - No Data Entry person hours for the day into the Ticket.
Invoice Approvers: Managers at your Customers, who approve Invoices before they are entered into the Ecommerce platform such as Open Invoice, SAP Ariba, etc.

Real-World Example: After completing your days work, you submit your ticket via the E-Ticketing Platform. The Office Staff reviews the Ticket and can convert it to an Invoice and then send it out for Approval (electronically). Once approved, it is electronically entered into Open Invoice, GEP Smart or SAP Ariba.

5. Workflow for Tickets

Tickets follow a specific workflow:

Field staff create the ticket after a days work is done.
Office staff review the Ticket for accuracy. The Ticket is then converted to an invoice and sent to an Approver for coding and signing or sent to Open Ticket or sent to SAP Ariba as a Service Sheet.
Approvers review and code and sign the Invoice. The electronic stamp is an exact replica of their own physical or digital stamp.
The Invoice is then sent electronically to Open Invoice or another ecommerce portal for payment.
Labour hours on Tickets can be used to generate payroll reports.

Real-World Example: After finishing a full day of work, you create a ticket. Your supervisor or the Office staff checks it, and if everything is correct, the ticket is converted to an Invoice and sent off to an Approver for coding and signing. Once the invoice is coded and signed, the invoice can be sent to Open Invoice electronically through our Open Invoice API.

6. Offline Capability

Sometimes, you're working in remote locations with no internet. The Mobile app version of the E-Ticketing Platform allows you to create oil and gas field tickets offline, and once you're back online, your Ticket data syncs automatically.

Real-World Example: You're in a remote area with no signal, but you can still log your hours and materials on the mobile app of the eticketing platform. Once you get to wifi or cell data access, everything uploads automatically.

7. Estimate vs. Actual Reports

This feature allows you to track whether the actual costs of a project align with the budgeted costs (Estimate vs. Actuals). This report helps you see the difference between what was planned (AFE/PO) and what was actually spent.

Real-World Example: Your team was supposed to spend $2,000 on labor and $500 on equipment for a job, but you end up spending $2,500 and $600, respectively. The Estimate vs. Actuals report helps managers understand why costs were higher and adjust future budgets.

8. Integration with Ecommerce Portals

The E-Ticketing Platform integrates with ecommerce portals, making it easy to purchase equipment, materials, or services directly through the system. The Ecommerce portals we integrate with include: Open Invoice, Open Ticket, Cortex, GEP, Coupa, Jobutrax, SAP Ariba, Enerpact and Taulia.

Real-World Example: Click a button and the invoice uploads automatically into e-commerce portals that we integrate with. We guarantee 100% success on meeting your customers requirements.

9. Convert Tickets to Invoice

The E-Ticketing Platform allows you to convert tickets directly into invoices, reducing paperwork and human error.

Real-World Example: After a job, your ticket can be converted into an invoice, which is then sent to the customer for payment or approval.

10. Labor and Equipment Hours Reports for Payroll

The E-Ticketing Platform allows you to convert tickets directly into invoices, reducing paperwork and human error.

Real-World Example: After a job, your ticket can be converted into an invoice, which is then sent to the customer for payment or approval.

11. Duplicate Tickets (Current Day Charges for Next Day)

This feature is useful for long-term projects where you are doing the same work for multiple days in a row and do not want to manually enter all the same data for each day.

Real-World Example: You're working on a pipeline project. You have 8 hours of labour and 8 hours of bulldozer time each day for the week. Just Duplicate Monday for each day of the week on the mobile app of the E-Ticketing Platform.

12. % Allocation of Charges to Jobs

For projects with multiple segments or cost centers (like a pipeline with several work areas), the E-Ticketing Platform helps allocate a percentage of charges to each segment.

Real-World Example: If you worked on three pipeline segments, the field staff allocates a percentage of the labour, equipment, and materials charges of that day to each segment. If there are 3 segments, then 3 tickets are created with the right charges to the right AFE.

13. Improved Payroll Management

With accurate reports of labour hours and equipment usage, payroll can be processed more efficiently, ensuring employees are paid correctly and on time.

Real-World Example: The E-Ticketing Platform ensures that all workers’ hours are logged accurately, reducing the risk of under- or overpayment.

14. Increased Productivity and Savings

By eliminating manual, paper-based processes, the E-Ticketing Platform saves time and reduces errors. With features like ticket-to-invoice conversion and direct integration with e-commerce portals, the platform helps streamline operations and reduce administrative overhead.

Real-World Example: Instead of manually tracking materials and hours, everything is entered and tracked in real-time, reducing the time spent on administrative tasks.

Key Benefits of the E-Ticketing Platform for the Oil and Gas Industry:

Efficiency and Time Savings: Automated ticketing, invoicing, and payroll reduce manual tasks and speed up processes.
Accuracy: Automatic data logging and ticket approvals ensure fewer errors in billing and payroll.
Cost Management: The platform helps track actual and estimated costs for better financial control.
Improved Billing and Invoicing: The E-Ticketing Platform streamlines the invoicing process, reducing errors and speeding up customer billing.

Remote Accessibility: Offline capabilities enable field staff to log data even in remote locations without internet.

This E-Ticketing Platform helps companies in the LEM Tickets and Reclamation Service industries improve operational efficiency, reduce administrative costs, and increase billing accuracy. With features like automated ticket-to-invoice conversion and direct integration with e-commerce portals, this platform is a game changer for companies looking to improve productivity and streamline their processes.