stop losing quotes written on scrap paper
You're standing in the bay, covered in grease, with a customer waiting for a price on a repair. You scribble down the quote on a scrap piece of paper, probably a yellow legal pad, and shove it in your pocket. Then it disappears.
You recreate the quote from memory, hoping you got it right. Maybe you did, maybe you didn't. Either way, it's time wasted.
The Problem with Paper Quotes
When you write a quote on paper, it's easy to misplace. Your shop might be busy, and that paper can get lost in the shuffle. Even if you keep all your papers in one spot, like a drawer or a clipboard, it's still easy to misplace them.
Say you do manage to find the paper, but now you're in a rush to finish another job. You might not take the time to accurately re-type the quote into your system, or you might not even have a system. This can lead to mistakes and lost time.
A Simple Digital Solution
One way to solve this problem is to use a notes app on your phone. Most phones have one built-in, like Notes on iPhone or Google Keep on Android. You can create a new note for each quote, type in the details, and save it.
You can also use a digital template to make it easier. Here's an example:
Vehicle: Customer: Description of Work: Labor Rate: $/hr Parts: Total: $
Fill in the blanks, save the note, and you're done.
A Paper Solution
If you prefer paper, you can use a template on a clipboard or a pad of paper specifically for quotes. Here's an example:
Vehicle: _____________________________________ Customer: _____________________________________ Description of Work: _____________________________________ Labor Rate: $/hr Parts: _____________________________________ Total: $
This way, all your quotes are in one spot, and you can easily flip through them to find a previous quote.
Getting Started This Week
This week, take a few minutes to set up a digital or paper system for tracking quotes. Write down a few examples of quotes you've given recently, and see how long it takes you to recreate them. Then, try using a template or notes app to make it easier.
If you're already using a shop-management app like Lift, you might be able to use it to track quotes and save time. Either way, getting your quotes organized will save you time and reduce mistakes.