No shop owner wants to be slapped with fines because of a typo. If your data entry isn’t standardized, reports will be incomplete or erroneous, which can impact your finances from inventory to taxes. Data is inaccurate and needs to be audited and cleaned up. Will you need to then go through extra steps to find the part and order it? If your invoice system is disconnected from your inventory tracking, it can be difficult to quickly answer any of these questions. Do you know what you have in stock right now? Will the parts be the same price if you have to order them? Do you need to go to the warehouse to check to see if it's in stock? Inventory tracking is disconnected from invoicing. When your approach to shop management isn’t centralized in one management system, it can mean bouncing back and forth between documents or softwares for hours. Writing estimates and invoices is time consuming. If you don’t consult with your customer before adding work to the invoice, you’ll not only have an angry customer but also an inaccurate invoice that you have to go back and revise. Not getting clear approval from customers for each job on the invoice.
Every time a line item is left off an invoice, it’s money left on the table. It’s your responsibility as a service advisor or shop owner to collect the exact amount due at the point of sale. If you leave an item off an invoice and you try to collect it later, most customers will balk and may refuse to pay.
If your contact list isn’t in order, sending out invoices or sending invoices to collections can become a mess.
Whether you’re working with a new customer or one of your regulars, taking down information by hand and then typing it into a spreadsheet introduces the risk of misspelling names and emails or writing down the wrong information. Signs that your team is struggling to keep up with invoices: Customer setup misses crucial contact info or gets duplicated.
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