Challenge
H&J Petroleum Management and Consulting delivers management, consulting, education and investment services to the oil and gas industry. They faced challenges with their manual timesheet management system, leading to inefficiencies in project tracking and consultant billing. To address these issues, they embarked on a project to implement a streamlined timesheet management system using HubSpot CRM.
Faced challenges:
- Manual Processes: Timesheet submissions and approvals relied heavily on manual input and paper-based documentation, leading to delays and errors.
- Lack of Integration: Multiple systems and disjointed processes made it difficult to track consultant hours accurately and align them with project milestones.
- Compliance Management: Ensuring consultants maintained up-to-date certifications (CPR, Well Control, etc.) required manual reminders and was prone to oversight.
Solution
We implemented HubSpot CRM for centralized timesheet management, developing a custom application coded to create and manage timesheets. This application utilizes custom HubSpot objects and HubSpot as the database, allowing streamlined data entry and project-wide access.
Custom objects were created for services, wells, and consultants, incorporating properties like hourly rates, job roles, and compliance statuses. Workflow automation included setting up processes for compliance reminders, consultant notifications, and approvals, reducing manual effort and enhancing efficiency. Integration with Pandadoc facilitated automated document generation from timesheet data, improving contract and approval workflows.
Comprehensive training sessions equipped H&J Petroleum staff with the skills and support needed to effectively use the new timesheet system.
Results
By implementing HubSpot CRM and a custom application for timesheet management, H&J Petroleum Consulting achieved significant operational improvements. They streamlined timesheet submission and approval processes by 50% through automation, improving accuracy in billing and project tracking while enhancing compliance management with automated reminders.
This led to higher customer satisfaction through timely and accurate reporting, strengthening client relationships. Ongoing optimization and expansion of HubSpot CRM features ensure continued efficiency and scalability, positioning H&J Petroleum Consulting well for future industry challenges and growth.
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