Every clock I see is recorded. I use a simple Word file and store that by year, last name alphabetically, and date. That makes finding the file and tracking down the situation very easy.
Any clocks that I see will get a written estimate for repair, which I mail to the owner. Along with that estimate, I send any other pertinent information about the clock, like a brief history of the manufacturer or something specific about the style of the clock (i.e. Kitchen clock, store regulator, advertising clock, etc). If I can find anything in my library about the model, I sent that too. I have found these "extras" to be a great sales tool, especially if the repair amount approaches the value of the clock. Along with the estimate, I send a letter explaining what I plan to do to the clock, when they can expect the repair to be complete, etc. On the estimate form (my file copy) I include anything that may be of use later. For instance, "They have a dog named Spot," or "The clock belonged to Jim's favorite uncle Bill," or I was referred to these people by so-and-so's brother in law," or "Movement purchased from Butterworth, invoice number, date, etc." All of that is stored in my computer under: My documents-->Clock Documents--> Clock Estimates 2016/2015, etc. I name the document Last name, First name, Date. I can retrieve any file by name by searching for that name in Clock Documents. I have three back up systems for all of my files. (Cloud, and two external drives). All backups are updated at least once a day.
I have an invoice form that use when the customer picks up their clock, a standard form for estimates and a letterhead. That is all that I have found to be necessary.
I have sent a copy of the estimate form and letterhead to you via PM Somehow, the formatting and graphics were skewed, but you should get the general idea.
Thanks Dick, I am in the process of trying to design a form for better record keeping and a simple way of retrieving it. Your method sounds good.
One more question what is a pm and how do I retrieve it?
A PM is a private message. If you go to the very top of this page, there is aline that says "F, Connect, your name and "Messages" with a scroll down arrow. Tap that scroll down arrow for your message/s. The word "Messages" should be highlighted when you have an unread message.
I use a cheap-O two copy invoice pad from Wall-toot. I bought a stamp with my company's logo on it, and stamp all of the customer copies prior to using the pad.
Saves me a fortune in not having to pay a printing company, and still looks professional.
I give a verbal estimate on site and if they agree to the work, I leave the customer copy with them with the price on there. I always advise that if extra parts or bushing work is necessary, it'll be extra, and write "to call if additional parts of labor are necessary" on the invoice.
I ALWAYS call prior to doing extra work in an effort to be up-front and honest.
After a job is done, I have a carbon copy left in the book for reference in the future, including the date it was worked on, to help sort out the one-year warranty. They don't take up much space, and are stored by year. After a job is done, I write the customer's contact info on a cheap Rolodex card and slap it in the holder.
It's a system.
It doesn't need electricity or storage on a hard drive, and unless I burn the house down, it'll be there when I need it. Not dependent on technology beyond a pen.
I'm a simple kinda guy.
"computing charges" means addition or subtraction... I don't need a spreadsheet for that hahaha