botminds.aiRequest a demo
WorkflowContracting, Procurement & Oilfield Services

Field Ticket Reconciliation

Field ticket software for payables teams that lays each billed day over the daily report, crane log and crew list, so a short-pay arrives with proof the vendor can answer.

See the demoBook a demo
Walk one coiled tubing job, day by day ↓
The problem

Handwritten tickets, no PO, and billed days paid on trust

Service work on a well rarely has a purchase order. The invoice arrives with a bundle of field tickets, some printed, many handwritten, each signed or not signed by the company representative. The field cost analyst has to tie it to a well and a work order before she can even start checking it.

Then come the questions nobody has time for on every invoice. Was the unit still on location the day standby was billed, or already on the boat? Is the motor priced at the letter in force that day, or next month's? Is this ticket the same as one paid last week, with a different number? Most get paid as billed.

Built forField cost analystsPayables supervisorsWell site supervisorsVendor contract ownersInternal auditors

The Problem Today

Service invoices arrive with handwritten tickets and no purchase order, so billed days get paid on trust.

12.9K
hours of reading for 38,600 invoices a year our estimate

Checked by hand today

  • Tickets
  • Day reports
  • Rates
  • Crane logs
  • Proof sits in other systemsDaily reports, crew lists and crane logs, apart
  • Repeats wear new numbersA number check misses the same ticket billed again

The Solution

  1. Read every ticketHandwritten or printed, each value with how sure the reader is
  2. Prove each day on siteDaily report, crew list, crane or gate log under each billed bar
  3. Test the rate on the dayEach line against the paper both sides signed for that date
  4. Find the same ticketCrew, hours, remark and signature compared, not the number

Built-in controls

  • Agents never pay or short-pay anyone
  • Signers count only what they opened themselves
  • A ruling reaches the short-pay and the pay file

What You Get

Each short-pay carries the day, the record and the clause, in words the vendor can answer.

  • Reasons a vendor can answerDay, record and clause in each line of the notice
  • A pay file that follows rulingsWhat goes to payables names who opened what
  • Rate creep in viewBilled against signed, vendor by vendor, over the year
One job, one morning on the desk

Field ticket software on one coiled tubing job: six days billed, four on site

A scale clean-out on an offshore well, billed on two invoices with no purchase order. The field cost analyst walks it before lunch, and the payables supervisor checks it after.

demoSample data throughout: the vendor, the well, the crew and the dollars.

  1. 0108:14

    $181,430 on two invoices, and nobody has walked the job yet

    Field cost analyst

    The strip lays the bill out by day: unit and crew of nine, standby, motor and mill, nitrogen, mobilize and demobilize, from day one to day six. Each bar is what the vendor billed. Below sits the agents' plan: read seven tickets, tie the invoices to the well and work order, prove each day from site records. To short-pay reads $0 until the walk is done.

  2. 0208:20

    Six agents walk the job and leave three gaps worth $40,820

    Site day prover and rate tester

    Under each billed bar the strip now shows what the site can show: report, logs and signature for days one to four, hatched gaps after. The rate tester checked 14 lines and found 2 wrong for the day. The agents propose three gaps and say plainly that she decides. Each gap lists its sources and the agent’s confidence.

  3. 0308:38

    Day four's report says rig down at 17:30, job complete

    Field cost analyst

    She opens the bar behind the standby. The daily report for day four reads nitrogen lift, pull out of hole, well back, then rig down at 17:30 and job complete. The reel and nitrogen skids were on deck for the next scheduled vessel. Standby on the next two days rests on tickets nobody from the operator signed.

  4. 0408:46

    Ticket 40718 is ticket 40652 again: same crew, same hours, same signature

    Field cost analyst

    A number check cannot catch this. The two tickets lie one over the other with a slider: 9 of 9 crew the same, 24.0 hours on both, the remark word for word, the same footage, the signature stroke for stroke. Only the ticket number and the invoice differ. The agent proposes and can be wrong; she agrees it is billed twice.

  5. 0509:14

    Each gap agreed only after she opened its own proof

    Field cost analyst

    For the standby she opens the crane log and the agreement's standby clause. For the rate she opens both rate letters: the one in force since January sets $2,950 for motor and mill, the later one sets $3,240 from next month. Each gap now reads agreed with her name. The strip totals $40,820 to short-pay.

  6. 0609:18

    The notice says which day, which ticket and which clause

    Short-pay drafter

    The short-pay drafter writes the notice to the vendor's billing team: paying $140,610 of $181,430, holding $40,820, with each reason in words the vendor can answer and a reason code per line. It drafts and stops there. She reads it and sends it to the payables supervisor, who has opened nothing yet, and the check panel says so.

  7. 0710:06

    She opens all twelve sources herself, and only her openings count

    Payables supervisor

    Her check lists the proof behind each gap: daily reports, crane log, persons-on-board list, the agreement's clauses, both unsigned standby tickets, both copies of the repeated ticket and both rate letters. An opening by the analyst does not count for her. The panel reads 12 of 12. Opening is logged; it is not proof of reading, and the screen says that too.

  8. 0810:10

    Approved at $40,820, and the invoice goes in the pay file at $140,610

    Payables supervisor

    With every source open, approve is offered, and she takes it. The notice locks under her name, stamped, and the line goes into the pay file at $140,610. Anything above the second-signature limit would wait for the field finance controller, on his own openings. The agents never touch the money at any point.

  9. 0910:12

    The pay file holds the reasons and who opened the proof

    Internal auditor

    The pay file is what goes to the ERP's accounts payable: billed, held back and to pay for each invoice, the reason in words, who signed, how the proof was opened and any ruling. This job's row reads $181,430 billed, $40,820 held, $140,610 to pay. The auditor downloads the file and the evidence pack from here.

What the coiled tubing invoices billed, and what goes to pay

The job as the strip and the notice add it up.

Billed on two invoicesNo purchase order$181,430
Standby on days five and six2 × $9,200, no signed ticket− $18,400
Ticket 40718, billed twiceUnit $18,600 and motor $3,240 again− $21,840
Motor and mill at next month's rate$290 × 2 days− $580
To pay$140,610

demoSample data, from the working solution.

Around the desk

Field ticket software across a month: desk, rate book, creep and holds

Where the rest of the month's invoices wait, and where rates are tested.

The deskFour plain counts for the month: 690 clean under $25,000 waiting for a sampled check, 172 over the limit, 137 gaps on 152 invoices, 84 held.
The rate on the dayAsk the rate book by vendor, line and date. Each of the job's 14 lines shows the billed rate, the rate on the day and the paper it comes from.
Rate creep over the yearPaid invoices on seven vendors, billed against signed, month by month: $349,346 over in the sample. The contract owner can ask for the paper or a credit.
Held invoices84 invoices that cannot be paid yet: no work order found, unreadable, or no signed rate. One person settles each from the record, and a second confirms.
Audit trailEach opening, decision and signature in order, with an internal-audit note on the repeated signature and a download of the evidence.

demoSample data, from the working solution.

Who walks the job, who checks it, and who rules

One person decides each gap; another approves after opening the proof.

Field cost analyst
Sees
The strip, each gap's sources and the draft notice
Signs
Agrees, changes or drops each gap, and sends the short-pay
Payables supervisor
Sees
The check list of sources behind every gap
Signs
Approves or sends back, on her own openings only
Vendor contract owner
Sees
The vendor's answer beside the records
Signs
Rules on a dispute, either way, and on rates no paper covers
Well site supervisor
Sees
Questions from the desk about a day on site
Signs
Answers yes, no or not yet
Field finance controller
Sees
Large batches and large short-pays
Signs
Gives the second signature
The agents

Ticket reader to vendor thread reader: seven roles, none with money

They read, tie, prove, test and draft.

Ticket reader

Reads tickets from any vendor's form, with how sure it is of each value.

  • Never guesses a quantity; under the reading line goes to a person
Job matcher

Ties an invoice with no purchase order to a well and work order.

  • Never codes a cost by itself
Site day prover

Proves crew, unit and equipment days from site records.

  • Never says work did not happen, only that no record shows it
Rate tester

Tests each line at the rate on the day.

  • Never chooses between two papers
  • A paper counts only when both sides signed
Same-ticket finder

Compares content and signature, not the ticket number.

  • Never rejects a ticket by itself
Short-pay drafter

Writes each reason in words a vendor can answer.

  • Never pays, short-pays or sends
Vendor thread reader

Sets a vendor's answer beside the records.

  • Never settles a dispute

Money decisions that wait for a named person

The agents find and explain gaps. These calls stay on the desk.

Whether a gap is a gapThe field cost analyst agrees, changes or drops each one after opening its proof.
Approving a short-payThe payables supervisor approves only once she has opened each source herself.
Settling a vendor's disputeThe vendor contract owner opens the clause and the record and rules, either way.
Paying a held invoiceOne person settles it from the record and a second confirms before it can move.

What payables and field cost teams ask about field ticket software

What is field ticket software?

Field ticket software reads the tickets that back an oilfield service invoice and checks them before payment. This one proves each billed day from site records, tests each line at the rate on the day, and finds tickets billed again under a new number; people decide each gap and approve the short-pay.

Can it read handwritten oilfield field tickets?

Yes. The ticket reader reads printed and handwritten tickets and shows how sure it is of each value. A value under the reading line goes to a person instead of being guessed.

How does it match an invoice with no purchase order?

The job matcher ties the invoice to a well and work order from the tickets, the cost code and the site records. Where it cannot, the invoice is held and a person settles it.

How does it catch a ticket billed twice?

It compares what the tickets say and who signed them: crew, hours, remark, footage and signature. A new ticket number does not hide a repeat. The analyst decides.

Does it pay or short-pay vendors?

No. Agents draft the notice and build the pay file. The analyst sends the short-pay, the payables supervisor approves it after opening the proof, and the file names who did what.

Can the vendor answer a short-pay?

Yes, in a thread on the short-pay. The vendor thread reader sets the answer beside the records, and the vendor contract owner rules.

Contracting, Procurement & Oilfield Services

More for oilfield payables

All 9 solutions →
Manufacturing Record Book

Welds traced to their proof before the vessel ships.

1-min demoForce Majeure Management

Notice clocks in view, shortest first, and nothing sent without counsel.

1-min demoTechnical Bid Evaluation

Every deviation pinned to the part it affects, with prices sealed until engineers sign.

1-min demo

Send one month of service invoices
with their tickets.

Pick a job your desk paid; we lay its billed days over its site records with you.

Book a demoBrowse solutions