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Old 02-07-2002, 02:36 AM
eslawns eslawns is offline
LawnSite Senior Member
Join Date: Jun 2000
Location: Portsmouth, VA
Posts: 712
For instance.. If you receive a call for a one time job.. What do you do with their information (name, addy, phone)? Do you put it in your computer address book?

I have a Phone Message book. I tear out the top copies each morning when I print route sheets for that day's work. The quote will be done by appointment or where it falls on the route. I indicate these on the route sheet with a pink highlighter on the property closest to the quote.

If I get to the property and am interested in the work, I copy the info into my organizer on custom info sheets I make myself. It has all the info relevant to the property and jobs to be done. I use worksheets and a calculator to quote residential mowing work, and write prices for these on the back of my business cards in spaces I had printed there. If noone is home, I leave the card on the door. For commercial work, the info goes back to the office, and is included on a formal quote.

Do you have a database you add them to?

Yes, but I only do this after I schedule the work. In some cases, I make arrangements to do work over the phone, which means I need to add info to the database after the fact.

Same customer accepts your written proposal.. What do you do with the paperwork?

I keep a copy on the hard drive, and a backup copy on the Zip drive. Residential work stays in the organizer.

Do you create a file for that client? Or do you have a single file for all the one time jobs?

Single file with copies of invoices, but only for work performed.

How 'bout yearly maintenance clients? Do the signed contracts go into a single file or an inividual?

Commercial clients have their own file, others are only in the computer. I try to minimize hard paper copies where I can. Once I get a laptop (and thermal printer), I won't do much writing by hand at all.

Hope this helps.
Do not meddle in the affairs of dragons. Because you are crunchy and taste like chicken.

Endless Summer Lawn Care
Portsmouth, VA
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