Quantcast
Jump to content


Organizing Estimates


Tess

Recommended Posts

I am wondering if anyone has any tips for organizing estimates. We use Alldata Manage and I know how to do the estimates in there, but there are many times a day that people call for a quick estimate for something and it doesn't seem worth the time to enter all their info into the system and do an official estimate in the program. But I still like to keep the estimates for a while in case they call back a couple of weeks later and want the work done.

 

Right now I have a folder with handwritten estimates in it, but going through it is a pain. I am thinking I might get a binder and put the estimates in the binder in some type of order. Not sure if it would be better to organize by name so if they tell me their name I can easily find the estimate - or by date of estimate so its easier to go through it every once in a while to clear out old ones that are taking up space.

 

Thoughts or suggestions?

Link to comment
Share on other sites

I am wondering if anyone has any tips for organizing estimates. We use Alldata Manage and I know how to do the estimates in there, but there are many times a day that people call for a quick estimate for something and it doesn't seem worth the time to enter all their info into the system and do an official estimate in the program. But I still like to keep the estimates for a while in case they call back a couple of weeks later and want the work done.

 

Right now I have a folder with handwritten estimates in it, but going through it is a pain. I am thinking I might get a binder and put the estimates in the binder in some type of order. Not sure if it would be better to organize by name so if they tell me their name I can easily find the estimate - or by date of estimate so its easier to go through it every once in a while to clear out old ones that are taking up space.

 

Thoughts or suggestions?

I would use manage. The use of the matrix is well worth the extra work and results in higher profit. We don't estimate a job over the phone or walk in unless it's very common. We want to inspect the vehicle, provide prioritized estimates that show every single issue the vehicle has! This also allows you to keep up with deferred work. "Mr. Customer, we see last month we recommended *said service*, would you like us to include this work while the vehicle is in for service today?".

 

Sent from my SM-N910V using Tapatalk

Edited by ncautoshop
  • Like 2
Link to comment
Share on other sites

I agree with ncautoshop to limit phone or walk in estimates except for common work. I use our shop management program for all estimates (except common work). The estimate is retained as a quote for that customer, for that car, until the job is completed or I manually clear it. I have the option of giving a customer a printed estimate, emailing the estimate or sending an estimate by text all within my shop management program (BayMaster). This works well, requires no hand written folder of papers and can be recalled in seconds at any time. Another advantage is that we have the occasional person who requests estimates but never has the work completed. Since all estimates remain available they start to accumulate indicating to us that this customer is a "tire kicker" and more than likely will not follow thru with the repairs. I sometimes have customers call and request an estimate and see that I had already completed a quote for the same work the month before. Big time saver at that time since the estimate is already completed, quick review and all done.

Link to comment
Share on other sites

When someone who is not a client calls us for an estimate (other than tires or alignment), we use that opportunity to set an appointment for them to come in. We do not give price estimates over the phone because we have not seen the vehicle, checked, diagnosed, or tested it. If they set an appointment and show up, fine. If they don't set an appointment, that's fine too.

 

If they are a client, the same thing applies with a few exceptions.

Link to comment
Share on other sites

I hand write out the estimate, complete with customer phone number, vin number and all with a date, I then take a picture of it and add it to the notes app on an iPad mini. Then if a customer calls months later it's a couple of key strokes in the search function.

 

 

Sent from my iPad using Tapatalk

Link to comment
Share on other sites

I use Alldata and I understand what you are saying, don't worry getting their adress or last name just get their first name and phone number. Don't worry about their tag number either just get the yeah make ,model and engine size. Work the estimate n save it, you can also ask them if you can call them back with the estimate and do it on your own time so you don't mess up the estimate or feel in a rush since you have the person on the phone.

Link to comment
Share on other sites

I use Alldata and I understand what you are saying, don't worry getting their adress or last name just get their first name and phone number. Don't worry about their tag number either just get the yeah make ,model and engine size. Work the estimate n save it, you can also ask them if you can call them back with the estimate and do it on your own time so you don't mess up the estimate or feel in a rush since you have the person on the phone.

Why not just get the tag number, phone and name? Then you don't need to spend as much time on data entry as it puts the car in by vin.

 

Sent from my SM-N910V using Tapatalk

Link to comment
Share on other sites

For phone shoppers we get their first name and phone #. we use the date as a last name. the last name can always be change later. this way every so often i can delete names of costumes that never come in very easily. if it is a customer that doesn't state that they've been here before than when the come in for that service we just save the job as a shop job and than use that shop job on the existing car. I feel that this makes it easier to root out shopper from customer in our customer list. then just delete the unassigned cars and now we have an accurate list of what make, models we see here.

  • Like 1
Link to comment
Share on other sites

What is the point in wasting your time with a phone estimate? Are they sure they need said repair? Who told them? Did they self diagnose? If they did why don't they fix it themselves? If someone else diag'd why didn't they do the repair with them? How can they trust their diag was correct if they cant trust that person to do the work? What is it they are looking for? Best price? Best quality? How are they determining whether to use your services? Is it based solely on price? Is that they type of customer you want?

 

I can keep going but there goes the reason why we don't give random estimates. It is a colossal waste of time and if you really get down to the soup and nuts most of the people you are giving estimates to you probably wont see and if you are seeing them you are probably charging too little.

  • Like 2
Link to comment
Share on other sites

Estimates are good. Keep it quick, simple, and be sure to state its only an estimate. I'd get name, phone #, and car info. I wouldnt push for tag and vin. How many customers actually know this info upfront?? I don't want them to feel like they have to work just to get a quote... They're already frustrated by having to fix their car. The note pad method works if you don't get that many. Otherwise save it in your manage system as a quote as long as it's searchable by name later. Learning to give a QUICK estimate is the key. Definitely a good idea to try to get the diagnostic appointment to make sure the repair is needed. But nowadays with you tube, many folk try their own diagnostic. That's fine too. Give the estimate, do the work, when it doesn't solve issue, offer paid diagnostic for the 2nd time, and move forward. All in the presentation. Not all price shoppers are bottom feeders. Many have been to shops that have ripped them off so theyre apprehensible. Try for 60 seconds rough estimate and label it as such and keep it moving with a smile

  • Like 1
Link to comment
Share on other sites

Create an account or sign in to comment

You need to be a member in order to leave a comment

Create an account

Sign up for a new account in our community. It's easy!

Register a new account

Sign in

Already have an account? Sign in here.

Sign In Now
  • Have you checked out Joe's Latest Blog?

         0 comments
      It always amazes me when I hear about a technician who quits one repair shop to go work at another shop for less money. I know you have heard of this too, and you’ve probably asked yourself, “Can this be true? And Why?” The answer rests within the culture of the company. More specifically, the boss, manager, or a toxic work environment literally pushed the technician out the door.
      While money and benefits tend to attract people to a company, it won’t keep them there. When a technician begins to look over the fence for greener grass, that is usually a sign that something is wrong within the workplace. It also means that his or her heart is probably already gone. If the issue is not resolved, no amount of money will keep that technician for the long term. The heart is always the first to leave. The last thing that leaves is the technician’s toolbox.
      Shop owners: Focus more on employee retention than acquisition. This is not to say that you should not be constantly recruiting. You should. What it does means is that once you hire someone, your job isn’t over, that’s when it begins. Get to know your technicians. Build strong relationships. Have frequent one-on-ones. Engage in meaningful conversation. Find what truly motivates your technicians. You may be surprised that while money is a motivator, it’s usually not the prime motivator.
      One last thing; the cost of technician turnover can be financially devastating. It also affects shop morale. Do all you can to create a workplace where technicians feel they are respected, recognized, and know that their work contributes to the overall success of the company. This will lead to improved morale and team spirit. Remember, when you see a technician’s toolbox rolling out of the bay on its way to another shop, the heart was most likely gone long before that.
  • Similar Topics

    • By Changing The Industry
      NOW is the time to register!
    • By Joe Marconi

      Premium Member Content 

      This content is hidden to guests, one of the benefits of a paid membership. Please login or register to view this content.

    • By Joe Marconi

      Premium Member Content 

      This content is hidden to guests, one of the benefits of a paid membership. Please login or register to view this content.

    • By carmcapriotto
      Thanks to our partners, NAPA TRACS and Promotive
      Did you know that NAPA TRACS has onsite training plus six days a week support?
      It all starts when a local representative meets with you to learn about your business and how you run it.  After all, it's your shop, so it's your choice.
      Let us prove to you that Tracs is the single best shop management system in the business.  Find NAPA TRACS on the Web at NAPATRACS.com
      It’s time to hire a superstar for your business; what a grind you have in front of you. Great news, you don’t have to go it alone. Introducing Promotive, a full-service staffing solution for your shop. Promotive has over 40 years of recruiting and automotive experience. If you need qualified technicians and service advisors and want to offload the heavy lifting, visit www.gopromotive.com.
       
      Paar Melis and Associates – Accountants Specializing in Automotive Repair
      Visit us Online: www.paarmelis.com
      Email Hunt: [email protected]
      Get a copy of my Book: Download Here
      Aftermarket Radio Network
      Click to go to the Podcast on Remarkable Results Radio
    • By carmcapriotto
      Thanks to our Partner, NAPA Auto Care Andy Bizub explores the influential book "Driving Force: Extraordinary Results with Ordinary People" by Peter Schultz. Dive into the pivotal role of culture in business success with personal insights on maintaining a positive work environment. This episode is packed with wisdom for business owners and leaders seeking to improve their operations and team dynamics. Andy Bizub, Midwest Performance Cars, Chicago and Northbrook, IL.  Andy’s previous episodes HERE. Show Notes
      Email Lori Schutz for your copy of "The Driving Force: Extraordinary Results with Ordinary People": [email protected] Leadership Book Insights (00:02:07 ) Exploring 'The Driving Force by Peter Schutz's' perspectives on leadership and empowerment. Book's Business Influence (00:03:04) The book's influence on leadership strategies and business operations. Book Discussion (00:05:35) Diving into the book's content and its effects on businesses. Cultural Preservation (00:06:34) The role of culture in maintaining successful business practices. Toxic Employees (00:10:41) Addressing the challenges of toxic employees in the workplace. Empowering Leadership (00:12:14) How leaders can empower their employees to achieve excellence. Employee Growth (00:13:27) Encouraging employees to grow and potentially outperform their leaders. Team Diversity (00:15:27) The benefits of having a diverse and skilled team. Overcoming Barriers (00:18:39) Sharing a story about overcoming barriers at Cummins Engine and its relevance to shop communication. Communication Barriers (00:20:04) The effects of cultural and physical barriers on shop communication. Slack for Shop Communication (00:22:31) Using Slack to improve communication and reduce barriers in the shop. Customer Quality (00:23:42) The impact of customer quality on business success. Customer Vetting (00:29:58) Identifying red flags and conveying service value to potential customers.
      Thanks to our Partner, NAPA Auto Care Learn more about NAPA Auto Care and the benefits of being part of the NAPA family by visiting https://www.napaonline.com/en/auto-care Connect with the Podcast: -Follow on Facebook: https://www.facebook.com/RemarkableResultsRadioPodcast/ -Join Our Private Facebook Community: https://www.facebook.com/groups/1734687266778976 -Subscribe on YouTube: https://www.youtube.com/carmcapriotto -Follow on LinkedIn: https://www.linkedin.com/in/carmcapriotto/ -Follow on Instagram: https://www.instagram.com/remarkableresultsradiopodcast/ -Follow on Twitter: https://twitter.com/RResultsBiz -Visit the Website: https://remarkableresults.biz/ -Join our Insider List: https://remarkableresults.biz/insider -All books mentioned on our podcasts: https://remarkableresults.biz/books -Our Classroom page for personal or team learning: https://remarkableresults.biz/classroom -Buy Me a Coffee: https://www.buymeacoffee.com/carm -The Aftermarket Radio Network: https://aftermarketradionetwork.com -Special episode collections: https://remarkableresults.biz/collections  
      Click to go to the Podcast on Remarkable Results Radio


  • Our Sponsors



×
×
  • Create New...