On Site Electronic Paper Work

[Computers Fixed 4U]

Hi All hope your well
Appologies if this has been covered, i did do a search but couldnt find my answer (hopefully you can help)

I used a modified version of the Technibble paper work, but i struggle like hell with my dyslexia, and it looks terrible when im on site trying to hand write paper work.

I need to find a way of making it all electronic, currently my solution was to create editable PDFs and get the customer to tick boxes (as there signiture). I then put the paper work on a tiny usb for them.

But this again takes ages and looks messy, could any of you tell me what paper work you fill out on site, how you do it or any suggestions on ways of making it quicker including if you use any software packages to help( im probably filling to much paper work out any way so im not to sure).

Many thanks

Nathan

 

[TopLevelComp]

For your situation, I'd recommend a sheet that has services you provide with check marks to show what you did. Each service has an hourly charge next to it, or you can separate the services into groups of the same hourly charge, had a little section next to those for the amount of work your charging them for. Have a section at the bottom that gives you room to give brief details on what you did for future reference.

 

[Martyn]

At the moment for my invoices I use my Iphone and Invoice2go. You can predefine lots of different tasks with a price and just by selecting the name from a list it will autofill the text and a price, both are editable at this point. You can have several items and it will total the lot up and you can email it as a pdf to the client(and yourself).

If you need to see a copy of one pm me your email address.

Website http://www.iphone-invoice2go.com/

 

[Computers Fixed 4U]

Hi All
Thank you both for replying, both suggestions are great, unfortunatly i dont own an ipad/ipod/iphone

My current paper work i fill is

A customer collection form
A backup Checklist Form
A detailed Quote Sheet

On return of fixed computer
A customer Return form
Detail technitions form (including a full list of work completed, things installed, problems solved etc)
A receipt

Do you think thats to much paper work, I want to ensure that im covered, for obvious reasons

Ive looked into tablet pcs but there dam expencive,

 

[Martyn]

If you are dyslexic I would suggest you automate everything as much as you can either like I do or by having a form with sections as suggested. I'm trying to condense mine down so I can just fill in a form or two on my Ipad. Invest in an Iphone and put it down as a business expense. You do have to invest to make things work, in your circumstances I think it is worth it.

 

[Mushin]

I designed some forms in MS Publiser that at first were filled out manually but I was not happy with the appearance of hand written forms so I converted them to fillable PDF forms that can be saved and printed while on site or in the shop. A solution like this could work for you.

While on site we simply print out the forms from the clients computer and/or save the finished workorder on the clients computer for future reference. You will have to decide the best processes but all in all this works very well for us.

For an example of the forms that I designed see the links below.

 

[Computers Fixed 4U]

Hi All
thank you for taking the time to reply, ive sorted out the paper work, (managed to cut it down from 15 odd sheets, to about 6 lol.

Ive also decided on getting a form of tablet pc, im not a fan of apple (had an iphone last year and had nothing but problems to chucked it in). I also dont feel the ipad has enought scope for the work i do.

Ill keep you posted on what i purchase

thanks again

Nathan

Computers Fixed 4U

 

[minc3d]

Ive been testing/considering getting an X200 tablet from Lenovo to do similar. I hate paper since it all ends up back in digital form anyway, so I figure why not skip the step.

Anyone else using a tablet in the field? What program are you using? Straight PDFs or something custom?

 

[Computers Fixed 4U]

Yes a tablets starting to look like a workable solution, (i use adobe x pro for my pdf creation works fantastic but expencive and quite difficut to use at first)
If all else fails ill buy a portable printer and print while on site. (i like the idea of a paperless world, just struggling to get my head round how to do it at the moment, its so embarrising when im on site and i cant write something simple or work out the basic maths, for me it looks a poor service. (customers also get frustrated when you have to constantly have to ask them to repeat the surname or something silly).

 

[minc3d]

Computers Fixed 4 U:

How smooth do you find it to be when customers sign your invoices? Also, how do you handle storing the final copy? Do you just put it onto a server at your office or do you email them to yourself... curious on your storage techniques.

I definitely want to give paperless invoices a go sometime soon but haven't found the end-all be all program yet for doing all of this. Tried Office 2007 Word to handle invoices but it was cumbersome and signing the invoices at the end was clunky and not intuitive it seemed.

I heard of a PDF power program of sorts a while back that was made for people using a Tablet for paperless invoicing but lost the name and never followed up. If someone knows of a program meant for this purpose let me know. It was under $100 also - nothing too expensive like the niche solutions they offer on some sites.

 

[Computers Fixed 4U]

Hi
The signiture part is the bit thats given me the headache at the moment, i spoke to a lawer who said that as long as the customer prints there name, and u state why there printing there name it counts as a signiture (i dont like this it looks messay and unproffesional which is why im looking at a tablet so i can get a proper signiture.

I use Adobe Acrobat x to create the pdfs (use word first then convert them)

Regarding storage, i do the following
1-Put the paper work on a blank cd (i also put the customers drivers, and general info, little bit of info goes a long way for customer service and my customers really appreciate that)

2 save a copy on my secure server

3-I use carbonite online storage (im an official seller of it as well) so i allways have a copy, saved

4-I also store a cd with the drivers and paper work, (had 2 occasions where ive had identicle pcs from 2 different customers, made it so easy as i had the drivers on site).

Paper work wise i have cut it down to (on site)
1-Computer Collection form
2-Backup checklist (regardless of what im doing I ALWAYS fill this in)
3-Quote Sheet

Paper Work when computer is returned
1-Computer Drop Off Form
2-Completed work order form
3-receipt

I do keep paper copies on me in case (mainly the quote sheet).

For our long distant form it includeds the above, but also our terms and conditions, im looking at maybe putting a photograph of customers serial number in the paper work as well, just to cover my self etc sill working on that part

Nathan
Computers Fixed 4U