Not getting clear approval from customers for each job on the invoice.Every time a line item is left off an invoice, it’s money left on the table. It’s your responsibility as a service advisor or shop owner to collect the exact amount due at the point of sale. If you leave an item off an invoice and you try to collect it later, most customers will balk and may refuse to pay. If your contact list isn’t in order, sending out invoices or sending invoices to collections can become a mess. Whether you’re working with a new customer or one of your regulars, taking down information by hand and then typing it into a spreadsheet introduces the risk of misspelling names and emails or writing down the wrong information. Customer setup misses crucial contact info or gets duplicated.Signs that your team is struggling to keep up with invoices: If you aren’t using a single, comprehensive system, there’s a good chance details will be incorrectly copied or left out.

The same holds true if you’re using multiple software programs to juggle records at your shop to put together information for invoices. Paper means lots of copies, transposition of information, and a high probability of making mistakes. If you’re still using pen and paper for your invoice system, you probably spend a lot of time reconciling records at the end of the day and may even have to stay late to put your books in order. Your shop’s ability to grow, make a profit, and succeed hinges on clear and accurate invoicing.

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