Enabling the "Intelligent Jobsite" - This Explainer presentation describes how 4castplus solves a common scenario in construction projects where data is captured from the Jobsite/Field and routed to the office for processing, approval and billing. Using 4castplus, this process is streamlined where all the data is entered and invoiced in the same system.

1. 4castplus
ENABLING “THE INTELLIGENT JOBSITE” FOR REAL-TIME FIELD COST
CAPTURE, VENDOR INVOICE MATCHING AND BILLING

2. In this explainer presentation, I’m going to
walk you through a scenario where field data
is tracked from the jobsite …

3. And automatically routed for approval and
billing … all in 4castplus

4. First I’ll describe the scenario so that you get
a picture of all the steps and moving parts.

5. Then I’ll take you through each step,
showing you how to perform each step in
4castplus. So, first …

6. The Scenario

7. You have a crew at a jobsite that need to
track their hours for labor and equipment,
along with materials & any other charges –
On a Daily Basis

8. At the end of each day, your Site
Foreman produces a “LEM”
Report that needs to be signed
by the client.

9. You might call it a
Superintendent Report, or
Site Foreman’s Report.

10. In any case, it’s a summary of all the hours &
associated costs from the resources & any 3rd
party charges that occurred on the day.

11. Once that report is signed by the client, it
gets scanned, uploaded and is ultimately
used as “Invoicing Backup” by accounts
receivable when billing the client.

12. In addition to the client sign-off, all the daily
LEM entries need to be recorded as cost &
billing transactions on the project.

13. So …
When he’s got the report signed by the
client, and all the documents uploaded, the
Site Foreman will submit the whole thing for
internal approval.

14. Once it’s approved, the finance team can
take all the LEM entries, and attached
documents, and invoice the client.

15. The scenario looks a bit like this ...

16. Site Foreman:
• Enters LEM data
• Prints LEM Report
Customer:
• Client Reviews and
signs report
Project Manager:
• Reviews and Approves
submitted Daily LEM
Timesheet
• Other approvers may also
approve
Site Foreman:
• Uploads Report
• Uploads other documents
• Submits the whole thing for
internal approval
Accounts Receivable:
• Creates customer invoices using
approved LEM transactions and
uploaded documents
• Matches and approves 3rd party
(vendor) invoices
JOBSITE OFFICE
Each of the above steps occurs directly in 4castplus

17. As you saw in the last slide, the
submitted “Jobsite Timesheet”
will be (optionally) routed for
approval.

18. After the entries are approved, they will be
visible to Accounts Receivable for client
billing.

19. Accounts Receivable creates invoices using
the LEM data (billable transactions and
progress) and Documents tracked from the
jobsite.

20. Accounts Receivable can also use 4castplus
to match and approve 3rd party vendor
charges.

21. So, that’s the end of the
scenario

22. Now I’ll show you how all
this happens in 4castplus.

23. Tracking Jobsite LEM Data
1

24. The next slide shows a screenshot of the
4castplus “Daily Jobsite Timesheet”.

26. In that one screen, your field personnel can
capture ALL field data. Including…

27. Field Data that can be Captured by
4castplus:
1. Labor, Equipment and Materials
2. Labor Expenses like Subsistence, Hotel, Fuel, etc.
3. Non-PO Third-Party charges: any ad-hoc vendor expenses not
previously committed on a purchase order
4. Any Uploaded Documents
5. Physical progress of any measurable work
6. Site Foreman’s Daily Log
7. Third-Party receipts from items previously committed on a purchase
order. (Field Receiving)

28. In the following slides, I’ll show that
4castplus screen again, broken out into the
sub-sections. With some annotations about
where to enter stuff

29. Here’s were you
capture your LEM
entries

30. Here’s were you
capture your 3rd
party (non-PO)
charges
3rd Party Charges can be
marked up, passed
through, or not charged
to the client

31. Here’s were you upload
any documents. Just drag
& drop into the
configurable drop-zones.
These documents can be
made available in the
Billing module for
invoicing backup

32. Here’s were you enter
any physical progress
completed on the day.
Progress amounts can be billable
on Unit Price projects. Or used as
Progress Measurements on Fixed
Price Projects

33. Here’s were you enter the
Site Foreman’s Daily Log .
Each of these Log
Sections is configurable
and reportable.

34. Once the information has been entered &
saved, the user can generate a summary
LEM report. See the next screen …

35. Here’s were you can
generate a formatted
report.

36. Customer Sign-off
2

37. That report can be printed, signed, scanned
– then uploaded into the Documents area

38. The whole package is now stored in the
system in a big fat database so that the data
can be reported on and accessed by many
other people and used for many other
purposes …

39. Like Billing for example.
Or reporting project Costs, Revenues, WIP,
Payroll, Progress, etc.

40. The next step for the Site Foreman, is to
“Submit” the Jobsite Timesheet for Approval.

41. Submit for Approvals
3

42. Using approvals is optional, but
recommended, since mistakes can be made
in the Field – and this is your source for
payroll, cost & revenue information

43. In 4castplus, you can design multi-level, multi-role
approvals workflows that the system will auto-
manage. You’ll have reporting, debottlenecking,
overrides, delegates, SOD, etc. capabilities built-
into the approvals system.

44. To submit the package for approval, the Site
Foreman simply has to click the Submit
button.

45. That will route the package to the
appropriate people to be approved.

46. Site Foreman:
• Enters LEM data
• Prints LEM Report
Customer:
• Client Reviews and
signs report
Project Manager:
• Reviews and Approves
submitted Daily LEM
Timesheet
• Other approvers may also
approve
Site Foreman:
• Uploads Report
• Uploads other documents
• Submits Daily Entries for
approval
Accounts Receivable:
• Creates customer invoices using
approved LEM transactions and
uploaded documents
• Matches and approves 3rd party
(vendor) invoices
JOBSITE OFFICE
We’re here now

47. Once fully approved, all the transactions and
documents will be available to Billing to
generate a customer invoice.

48. We’ll get to Billing in a minute. First, let’s
have a little chat about those Third-Party
Expenses that have been entered.

49. Vendor Invoice Matching
and Attest
4a

50. As we saw earlier, third-party (vendor)
expenses can be PO or Non-PO expenses.

51. What does THAT mean?

52. Through the 4castplus Procurement module, you
can create contractual Purchase Orders that you
issue to vendors to perform work or provide
materials/equipment. This is for a “Committed
Purchase Order”.

53. For those vendor charges, you’d use the Field
Receiving section to ‘receive’ the work completed
on that day – or the materials delivered – against
the committed amount on the line-item from the
associated Purchase Order.

54. Situations can occur, however, where you may not
already have a PO in place with a particular
vendor. But that vendor did work for you and
generated a chargeable expense – so you need to
account for that.

55. That situation therefore has no Committed
PO, and is considered a Non-PO expense.

56. For both situations, 4castplus provides tools for
matching & approving the actual Invoice that you
later receive from the vendor against the incurred
transaction(s).

57. The next screen shows the Non-PO invoice
matching module, called Vendor Invoice Tracking.
This is also known as the second half of a 2-Way
Match: Incurred, Invoiced.

58. The Vendor Invoice Tracking Module is
where you can Match, adjust &
Approve the invoices received from
vendors against the original receipt
entry

59. And the next screen shows what the PO Invoice
Matching screen looks like. It’s found in the
Procurement Module. This is also known as the
third part of a 3-Way Match: Committed,
Incurred, Invoiced.

60. This module allows users to
match quantities or costs
accrued through receiving or
completion of work against
committed amounts on a
purchase order.

61. These invoice matching modules will negate
the accruals generated through the original
incurred entry.
As a side-note to this, 4castplus provides
robust Accrual Reporting.

62. Once your vendor invoices are approved –
and any adjustments are made – you should
have a complete picture for Billing.

63. Of course, you may not want to wait until you
receive invoices from your vendors before billing
your client. So that whole matching step can
happen later if you prefer.

64. Customer Billing
4b

65. Now that all the field data and documents
have been entered and approved, you can
now use that data to bill your client.

66. Of course, you’ll bill for more than just one
day. Maybe you invoice bi-weekly, for
example.

67. When you create an invoice, you simply pick the
billing period, and the system will collect all the
jobsite timesheets, documents and transactions
for that date range.

68. Everything’s connected together in that big
fat database in the cloud, so your finance
group doesn’t have to go searching for what
is and isn’t billable. It’s all just there.

69. The next screen shows the top portion of the
invoicing module which shows the summary
dashboard

70. This is the list of created
invoices and other summary
invoicing information for
this project

71. You can invoice based on various different
billing methods. For example:
• Time & Materials
• Cost Plus
• Fixed Price
• Unit Price

72. You can even have a mix of more than one billing
method in the same project. Like, some T&M and
some Fixed Price for example. The 4castplus
invoicing will take care of the combination billing
for you.

73. 4castplus will consolidate and sum all
the reimbursable transactions and/or
progress amounts into a single
invoicing package

74. You can also create “Adjustments” for those
situations where an audited change to
transaction(s) needs to be done at time of billing.

75. One of the most important aspects of streamlined
invoicing, is being able to easily create Invoice
Backup.

76. 4castplus has very robust and flexible invoice
backup reporting …

77. Including the ability to attach all those
signed LEM Report documents uploaded
from the Jobsite.

78. Along with any other scanned photos, receipts,
surveys, etc. that may be relevant for invoicing.

79. And if you need to report the transactions on a
reimbursable project, or a progress report on a
fixed price – or both – 4castplus has great backup
reporting for those too.

80. You can also design your own
Invoice and invoice backup
using the Custom Report
Templates.

81. Then when you’re all done, and you’ve
committed your invoice, you can submit that for a
multi-level approval (again, this approval step is optional).

82. And finally, once it’s all
approved, you can additionally
export your 4castplus invoices to
your Finance System / ERP.

83. That completes the walk-through of this scenario.
There were a lot of details that I’m sure you have
questions about – so we’d be happy to talk to you
about it all. So…

84. To Learn More or Contact Us:
• Visit our Website at: www.4castplus.com
• Sign-up for a Free Demo at: www.4castplus.com/freedemo
• Contact us by Phone: +1-403-450-7887
• Contact us by email at: info@4castplus.com

85. We are a Quality and Service-Driven
Organization