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Win more jobs and get paid faster (case study in estimates, quotes and invoices)

get paid faster
Visiting a customer (or potential customer) to conduct a survey for a job although vitally important to get new jobs took a lot of time out of our day. Then after we got back home or back to the office we still needed to prepare a quote (or estimate) for the job. This seemed to be relegated to the evenings or a weekend. We knew that it was vitally important but could prove a ‘bug bear’.

Since we have used the opportunities / estimates option within Light Degree CRM we can now usually prepare the quote while we are still with the customer and by the time we leave our customer already has a copy on their email. Occasionally we have to carry out some research with a supplier to check pricing which means we still have to finish the quote later. However even when this happens it is still much easier as it takes significantly less time because we have prepared the draft quote while still at the customers site.

This has freed up time and most importantly this has removed the shadow which was always hanging over us where we were always being behind and having to find the time to finish the quote. We have also found that our uptake on the quotes has improved now that the customer has the quote in their hands sooner. They just have to click on the quote to accept it and we are notified immediately as well.

Another advantage of having the quotes in the system is that when we click to convert a quote into a job, all of the notes are carried over into the job sheet. This has made it easier for our technicians when they are doing the job as well because the instructions made when we did the survey are now clearly recorded as a part of their job sheet.

Another great outcome is that we have dramatically reduced return visits on our jobs to fix things that had been agreed in the survey but somehow might have been missed when the job was done. A positive effect is that our customer feedback has improved also. We believe this is helping us to win more jobs now.

Previously when the job was completed, the invoicing for our account customers would be done the next day after the technicians returned the completed jobs sheets back to the office. Now the invoice, in most cases, is completed automatically by the technician on site and emailed directly to the customer. We still complete some of the invoices from the office, but now this happens immediately, as soon as the job is signed off by the customers on the technician’s phone or tablet and marked as completed. Which ever way we invoice it, it means that our customers are receiving their bills quicker.

For our casual or one off customers previously the technician had to call into the office to give us the details so we could prepare an invoice. The technician then collected the payment and we would send the invoice in the post to the customer. We would receive the payment when the technician brought the cheque or cash back to the office. Now in most cases the customer pays either on the technician’s phone or tablet or directly from their own computer (by clicking on the invoice). This is a great benefit because we are receiving the payments into our account much faster.

Read more about managing your jobs on the go

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CONTACTS

This is the cornerstone of your CRM – your connections, your contacts, your customers, your suppliers. It all revolves around the people you know and are connected with.

As you build and grow your relationships with your contacts you are able to develop a loyalty between you and your brand. This will directly translate into increased and improved business performance.

List all of your contacts and companies you do business with and link them together. Add log entries to record all your interactions.Wherever you are, you are always connected with your contacts, you can make any updates, record notes and access information or files.

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TASKS

Create and allocate tasks. These automatically sync with your calendars on any media device and set automatic reminders.You can assign a team member and a contact or a group of contacts to a task.

A collection of tasks, referred to as a case, is an ideal way to manage a project or a series of events that are required in your business. By sharing the case everyone associated with the project can monitor it’s progress. They will be able to see when the project is started, whether it’s ‘on track’, ‘overdue’ or ‘completed’.

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GROUPS

Groups are like a saved of your contacts.

This is a really essential tool, by being able to categorise your contacts into different groups means that you are able to identify the contacts that you want to work with at any time.This might be because you want to visit all of your contacts in a specific postcode or town or you want to email a special offer to different types of contacts.

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DOCUMENTS

Having your documents in one place together with your CRM makes perfect sense. Our documents feature allows you to store and share files relating to a specific contact together the contact details.

Your sales team will always access the most up to date sales support material. There is no need to backup your documents any more as we take care of this automatically for you. You have reassurance and peace of mind when using our document feature because we use the same advanced security level when storing your documents as every else in Light Degree CRM.

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E-MAIL MARKETING

At the heart of every business is the customer and it is imperative that they feel valued. They appreciate being kept up-to-date with the latest news, promotions, events, reminders or simply to stay in touch.

We can tailor make e-mail campaigns to suit your business. Reports and full campaign analytics are generated automatically. Preview messages, see who is opening them and what interests them so that you can send them further information. All templates are optimised for mobile devices for quality viewing.The campaign size can grow as your organisation does,with a strong emphasis on expanding your brand, it will give your business an amplified appearance of online presence.

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EVENT REGISTRATIONS

Even when remote from the office you can have a complete overview of all event details. An accurate count enables you to manage marketing strategies and facilities. New events created will automatically appear on your website, enabling customers to register immediately. All registrations will instantaneously be added to your event and contact book.

Make sure your attendees and exhibitors have all the information they need. It’s simple to send message reminders of event details or any last minute changes. If you need to share documents, these can be uploaded ready for your event managers to download.

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ADMIN

Each user can adjust their own settings, including setting up a social login (using Google or Linkedin) so they can just click and login with details they are already familiar with.
Admin users can manage other users, change the way the contact information is displayed and create custom fields or tags to categorise contacts.

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REPORTS

Reporting gives you an overview of everything that is going on in your business. It helps you to focus on what is important rather than just getting lost in all of the detailed information you have in your CRM.

We offer an extensive range of reports to be sure that you can get the best information to manage and operate your business. We specialise in reporting on sales activity for individuals and teams.We even add another report every time you add tag (or custom field) to categorise your contacts. So you will always have the information that you need to build and increase your sales.

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OPPORTUNITIES

A great way to be remember to follow up on all of those quotes that you have prepared and given to customers and potential customers, is to enter these as opportunities into your CRM.

By adding them as opportunities you can check on the progress, right from the time you prepare the quote, through to when you receive an order or send an invoice to a customer. Once entered into the application you will be reminded as the date approaches, when you anticipate the order to arrive. This means that you can follow up with the customer if necessary to assist the process.You can add other potential quotes or opportunities to your list as you identify these so they will tracked and followed up as well.

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CASES / PROJECTS

A great way to work with other people or for using as a simple check list of things that need to be done. Track all tasks to be completed and see the overall progress of the project. A collection of tasks where you are collaborating with other team members like this is referred to as a ‘case’.
It can happen like this…
– You need to prepare a quote and need someone to prepare a drawing and someone else to get pricing from several suppliers first
– You are working on an event where several people have to complete different tasks to make it happen
– You need to advise a customer and have to call in expert advice first
– You are working on a project and everyone in the team needs to know where the others are up to and the progress overall

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