Getting organized

[paintlessplus]

This post is for the people who may just be entering this business. One of the easiest things to do, if done right from the start, is to keep your windshield repair business organized. If you wait until things pile up, it is easy to loose important papers and contact information. This can cause big headaches especially at tax time or when you need to have some pertenant information for billing.

Many people use computer organization programs, and some even use palm held devices. My suggestions to those who want to get organized on a budget is to go to the nearest office supply store and pickup a couple of notebooks with dividers to organize all the paperwork you will recieve from insurance companies, networks, ect. Also make copies of any agreements before you return them to the originator.

Invoices should be at least 2 part (or use carbon paper) to provide the customer with a receipt after the repair. You should keep the other copy for your records. Make sure you capture all the information that you can on your invoice. Most important is an area for the vin (vehicle ident.number)-make sure you have enough room to enter this info as many vin numbers are rather long. Vin numbers are used as verification by the network and insurance company that you actually showed up and worked on the vehicle.Many people use the customer name and address for future mailing or solicitation, so make sure you have that documented. Some times the name of the insured ( on ins. card) is not the same person as the one who is requesting the repair...make sure to verify this.

Each job should be given a number to keep track of things. Many people simply use preprinted and numbered invoices. I do not... I number my own invoices by hand. The reason I do this is because of accountability. If I lose an invoice, I can reproduce it.

I like to document exactly where the chip was and also the type of chip. The easiest way to do this is to have an area on your invoice that represents a windshield, to put an X in the area affected. I once had a lady call me a week later and tell me that the chip I had fixed had reappeared. Fortunately I had my documentation and she was very nice but embarrased. I fixed it for free in the spirit of good will, and she has since sent me another customer. Had I not had my documentation this could have resulted in a whole different scenario.

When dealing with glass networks remember...They don't get paid until YOU get paid. If you drag your feet on submitting your billing, or if you submit improperly filled out billing on a regular basis, you will probably fall out of favor with them, and they may terminate their partnership with you.

There are many methods to staying organized.... these are just a few of mine......Bob at Paintless Plus

[magicogar]

I'm thinking of creating a software that allows us to input all the data into a database using a laptop in the car. After that, the software would create 2 invoices and prints out on a portable printer. I know somebody would say this would be overkill and to just keep the KISS method. Just a thought of not having to go home and input all the data and also to keep all the data organized in a database system.

[StarQuest]

Bob,

Very nice post and shared information. I personally hate doing paperwork but find if you stay organized and keep up daily with paperwork..it's not so bad. Becoming unorganized in this business only results in loss of payments and total nightmares when trying to collect from old non-paid invoices! Been there and done that before! Never again!!!