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How is the best way to handle filing away all of the paperwork accumulated over the year? I am searching for a good system easy to access specific invoices on the fly when needed. For years I have just tossed everything in a box. If you want to find something you start searching...I know not the best way, but I hate paperwork. 

I want something that allows easty access, is easy to use to figure up my taxes. No, I do not have an accountant, been doing my own for 40 years. 

So what system are most of yall using? TIA

  • Like 1
Posted

All great answers, thanks! 

I do hate paperwork but I love talking to the customer and sellng the job. Since I am now semi-retired (I don't hardly turn wrenches anymore) now. I guess i am the owner/service writer. 

Tried the secretary thing once, didn't work. She was well versed on billing but didn't have a clue how to sell a job. 

I didn't know about Qb having a scanning feature, I will have to look into that.  But I like Joe's idea of the file folders.  

I will have to mull it over and decide which way is best for me. 

  • Like 1
Posted

I just checked QB Online, I did not find anything about scanning a document. It does have a drop file from computer, but it already has to be a file. And I find nothing in the help section either. 

Posted

Thats an idea! I will see how that will work. I like the online version, because I can send out Invoices with a payment link get paid and it recorded autmatically. But you arer right it lacks the individuality of the descktop version, but I have make it work ok. 

Thanks for your help. 

  • Like 2
Posted

We scan everything with a program called File Center. You can create as many Files and sub-files as you need. All workstations have access as well. When we scan an parts invoice, it is dated with the customers last name so if there is a warranty situation, for example, you can find it quick. I have a part time girls that helps scanning, answering the phones, social ect. that helps with this. When we have County or City Environmental Inspectors come in, I have them sit at the computer and look at whatever they need, they love it. Having scanned files allows you to email copies of whatever to whomever is a breeze.  Getting rid of the file cabinets was the best thing ever.

 

 

 

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  • Have you checked out Joe's Latest Blog?

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      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.
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