Customer Case Study

ProcessBarron Gets Ahead of the Competition
by Embracing Technology for Improved Efficiency

Fewer errors and wasted hours lead to fewer headaches—and more profit.

ProcessBarron

Bottom Line Up Front

CrewOS accelerated their job invoicing process by 94% and cut down on payroll processing hours and errors using a digital and automated software solution.

Introduction

ProcessBarron has been an industrial engineering leader for over 40 years, serving as an expert provider of equipment, parts, and services in pulp and paper, power generation, cement, biomass, steel, and other industrial markets. Headquartered in Pelham, Alabama, the company routinely dispatches field service teams to maintain and upgrade everything from material handling equipment for biomass plants to industrial fan systems for steel and paper mills, both in the United States and Canada.

Like many companies in their line of work, ProcessBarron used a very informal, primarily paper-based process for completing change orders that had to be done completely manually. The manual process took up valuable hours and limited their ability to respond quickly for their customers.

The company was using inefficient scheduling and dispatching processes that added countless hours to the weekly workload, including having to manually re-enter the same data multiple times and navigate lengthy procedures.

ProcessBarron’s Challenges

Inefficient Paper-Based Systems

ProcessBarron used paper change order forms that were often late or incomplete, had to be delivered (sometimes via FedEx) to the office, and needed countless hours of manual verification and correction.

Slow Payroll Processing

ProcessBarron’s payroll process took far too much time each week, resulting in a constant rush to complete payroll each week and make sure timesheets were accurate—which they often weren’t.

Relying on antiquated, paper-based manual processes resulted in too many errors and too much time spent trying to fix them. When you’re delivering important service to mission-critical equipment—and trying to get paid for it—inefficiency is a killer. ProcessBarron needed to update how they managed their field service business, and fast.

Our Solutions

To help, we used the crewOS platform to make two major changes. We helped ProcessBarron improve their change order process and reduce payroll processing time.

#1 Reduce Percentage of Incomplete, Late, and Missing Change Orders

Before crewOS

Before crewOS, the change order process looked like this:

Step 1

Print Forms

Print change order forms

Step 2

Distribute

Distribute change order forms to the field team

Step 3

Frequent Reminders

Send frequent reminders to encourage the team to follow the manual process

Step 4

Submit Paper Form

Submit paper change orders to project manager (often mailed in via FedEx)

Step 5

Secure PO

Attempt to secure a PO via the accounting team

Step 6

Receive Rejects

Receive disputed or rejected requests from the customer

With crewOS

With crewOS, the process looks like this:

Step 1

Real Time Changes

Generate change orders in real time in the crewOS app

Step 2

Collect Data

Collect and verify data as it arrives

Step 3

Sign Order

Have customer sign change order on a mobile device with location and timestamp

Step 4

Submit Order

Submit digital change order to customer before work is executed

Step 5

Track Performance

Track field team performance and award bonuses for change order execution.

As a result, 100% of change orders are now billed and paid.

#2 Cut Down Length of Time to Process Payroll

Before crewOS, the payroll process took too much time and caused too much stress and confusion. After switching to the crewOS platform, the process was optimized to save time and improve accuracy.

Before crewOS

Before crewOS, the payroll process looked like this:

1

Fill out daily paper timesheets.

2

Submit timesheets weekly to payroll.

3

Start verification on Monday.

4

Address verification issues Monday-Tuesday.

5

Rush to finish payroll by Wednesday noon.

6

Fix errors and resolve disputes Thur-Fri.

With crewOS

With crewOS, the process looks like this:

1

Track time digitally for manager review.

2

Resolve discrepancies promptly.

3

Verify time in the crewOS payroll module.

4

Import data into HR/payroll system.

5

Finish payroll by Monday end of day.

ProcessBarron was able to greatly reduce the number of disputed and incorrect time entries and also cut the overall payroll processing time by days, not hours.

The Results

1.3 M

ProcessBarron captured over $1.3 million in change orders in the first year of using crewOS.

94%

ProcessBarron also reduced the number of days required to invoice each job by an average of 94%.

What They Said

“Before crewOS, it took us 4 to 6 weeks to invoice a job. We now have our jobs invoiced in 2 days. CrewOS has been a game changer.”

Clay Bishop, Vice-President of Field Service

Conclusion

ProcessBarron is scaling faster and meeting key milestones more consistently now that they have a reliable and modern software engine driving progress. They continue to expand service and drive more revenue by spending more time on what they do best—and leaving the rest to us.

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