Job Work Invoices.
An Invoice can be created from a Quote at the touch of a button with all the key information already entered. Delivery costs or deposit paid can be included to give a final cost. The Date Payment Received can be entered to stop subsequent Statements being raised for an outstanding payment.
Payment date and method can be created from each Mobile machine - thus providing a reconciliation between the physical payments passed to the Office by an Operator including Invoices marked as paid. These details are passed to the Office machine as part of the end of day processing.
Invoices not marked as paid. Standard Statement and Reconciliation processes in PestFriend track unpaid Invoices until settled providing traceability of all payments received from the of Issue of an Invoice until payment.
Quotes can be for a specific customer or initially for a “dummy” customer to cover the telephone enquiry for a price. For the telephone enquiry, only the Post Code and work involved (selected from menus of standard jobs) needs to be identified to produce a price.
The price can be automatically adjusted for the difficulty of working in the particular area by postcode. The standard price can be further modified to reflect the difficulty of the job or as a discount to a regular customer.
Customer details are then added (or Customer ID for previous clients). Quotes created can be retrieved and converted to Invoices. The Quote produced on a Mobile machine are passed back to the Office as part of the end of day processing.
The Quote facilities offer:-
■ Enquiry Quotes produced in seconds.
■ Conversion of an enquiry to a firm quote.
■ Firm Quotes linked to a specific customer / address.
■ Consistent pricing for an area / type of job.
■ Entered Quote to provide the majority of Invoice data.
■ History of Quotes created.
Contract Quotes can be created in various formats to match respective commercial or private sites. The actual text employed can be defined / modified via the Office machine for use in all subsequent quotes.
On site, the operator enters key data such as the number of treatments a year, minimum contract length, repeating cost, initial setup cost, pests covered or excluded and the Customer / Site details.
The pest covered or excluded are then selected using the standard Pest Menus used elsewhere for Site Reporting, Fly Unit Work, etc. The selection provides options to exclude a group of pests, specific pests within a group or include all pests. With a complete record of the work and pest covered, a contract form can be printed on site ready for a customer signature.
Subsequently, the completed form is used to set up a Contract Invoice record on the Office machine which sets up parameters for the initial Contract Invoicing. By including details of the interval between payments, the system will automatically advance all dates included in the Invoice Header and within the descriptive text in the body of the Invoice without the need for further user input.
Invoices can be created from Job Work Quote data or from a list of repeating Contracts.
