Hafrix resources
Oilfield field ticket checklist for invoice preparation
Capture the job references, equipment, quantities, approvals and attachments that help an office reconcile field work before preparing a customer invoice.
The crew may have completed the job correctly while the office still lacks the information needed to prepare a customer invoice. The equipment is identified by a nickname, a quantity has no unit or the approval applies to a different version of the ticket.
A field ticket should provide a clear record of the work and the supporting facts. The office can then reconcile that record against the commercial agreement and the customer's submission requirements. This guide explains the information to capture and the distinctions worth keeping visible.
Hafrix editorial · Initial edition: 5 November 2026. Examples are illustrative. Ticket layouts, approvals and invoice requirements depend on the customer and agreement; a signature alone is not a universal guarantee of invoice acceptance or payment.
Give the ticket a stable identity
Use a unique ticket reference connected to the job, customer and work date. Record the well or site identifier used by the operation and the customer's reference when required. A purchase-order or cost-code field is useful only if its meaning and format are agreed with the receiving office.
Keep the work date distinct from the ticket's creation, submission and approval dates. An entry made after the crew returns can still describe an earlier work event, but the record should make that sequence understandable.
Avoid collecting information simply because another operator uses it. For example, a specific well identifier or coding scheme may be required in one customer's process and irrelevant in another. Define the required fields for the actual workflow.
Make every quantity interpretable
Each line needs a description, quantity and unit, plus the relevant equipment or service reference. A quantity of "2" is not enough if the office cannot tell whether it means units, days, runs or another basis.
Separate the quantity used for billing from operational usage. A unit might be present for an agreed rental period while its recorded operating hours describe only the time it was running. Both can matter, but substituting one for the other changes the meaning of the record.
| Information | What to record | What the office checks |
|---|---|---|
| Job identity | Job, customer and required site or well reference | Match to the assignment and customer records |
| Equipment | Unit ID or other agreed identifier | Match to the equipment actually supplied |
| Work and services | Clear description and relevant task reference | Whether the record supports the agreed service |
| Billing quantity | Quantity and explicit unit | Match to commercial terms and billing basis |
| Operating usage | Hours, runs or another agreed measure, with source | Equipment history and usage reconciliation |
| Other lines | Labor, consumables or services where applicable | Completeness, unit and supporting evidence |
| Review evidence | Approval status, responsible person and required signature | Whether the correct version is ready for processing |
A worked ticket example
Suppose illustrative ticket FT-083 records work for job J-412 and equipment MM-204. The agreed billing line in this example records one equipment-day. A separate usage entry records six operating hours, based on the crew's run report.
The ticket should preserve both quantities with their units. It should not convert six operating hours into a fraction of a rental day unless the relevant agreement and office workflow explicitly require that treatment. Nor should a field entry invent the contractual rate to make the record look financially complete.
The supporting packet includes the job reference, the identified equipment, the work description, any applicable materials or labor lines, and the required review evidence. The office then checks the record against the terms and customer references before preparing the invoice.
If the source report later corrects the operating-hours entry, keep the correction understandable. The change may affect equipment history without changing the agreed equipment-day billing quantity. If a billing quantity changes, it needs the relevant review and an identifiable record of the change.
Attach evidence that explains the line
An attachment should identify the ticket, equipment or work event it supports. Depending on the process, the evidence may include a signed field document, an identified photograph, a run report or another required record.
The purpose is to make the claim understandable to the next reviewer. An image named only by a phone timestamp can be difficult to match to the right job. A short caption and a stable reference often remove that ambiguity.
Customer requirements vary. Ovintiv's supplier guidance, for example, describes supporting documentation and coding for its own invoice process. Use such documents when dealing with that customer; do not treat one operator's requirements as a universal oilfield template.
Review the ticket before it becomes invoice input
The office review should identify unresolved quantities, missing references, a required approval that has not been received and possible duplicate work records. A ticket number being present in a spreadsheet does not establish that the underlying evidence has been checked.
Use a clear processing state and an owner for exceptions. If a ticket is waiting for a customer reference, the team should be able to see who is obtaining it and which submission is affected. A note such as "office to check" is less useful than an explicit missing item and next action.
Keep track of whether the ticket has already been included in invoice preparation. Corrections to an invoiced or previously selected record require the appropriate controlled process; they should not create a second charge accidentally.
A compact submission check
Before the office processes the ticket, confirm:
- The ticket, job, customer and work date are identifiable.
- The equipment and each billed quantity have clear references and units.
- Operating usage is separate from commercial quantities.
- Required attachments and approvals refer to the correct record.
- Missing information and corrections have an owner and status.
- Prior invoice inclusion has been checked.
Where Hafrix helps
Hafrix field tickets connect jobs with equipment, labor, consumables, services and supporting evidence. Field lines record quantities and operational usage; contractual rates are handled through the office's commercial workflow. Required signatures depend on the configured process.
The invoice workflow can use approved tickets that have not already been included. This gives the office a defined input set, while reconciliation and customer-specific submission requirements still need attention. Prepared field workflows can be used offline after the required sign-in and synchronization; this does not mean the entire ERP is available offline.
Explore Field, Mobile and Finance. Bring one ticket and its corresponding commercial example to a demonstration so the distinction between usage, quantity and rate is visible.
Sources and further reading
- Ovintiv supplier invoice guideline requirements: an operator-specific example of supporting documentation and invoice requirements.
- Enverus Workbench: using field tickets to add invoice line items: a separate supplier-platform example of the relationship between tickets and invoice lines; no Hafrix integration is implied.
- Hafrix field-app documentation: the supported product workflow.
Continue with rental delivery and return dates, or browse all guides.
Keep the context
Make it workfor your team.
Talk through the equipment, people and records behind your day-to-day work.
Talk to Hafrix