job invoices?

[Susan Kline]

At 09:05 PM 8/24/2003 -0700, Terry wrote:
>I'm curious as to what type of customer invoices are used by the list 
>members. I'll wager there's quite a variety of invoices used, from a 
>standard receipt book, to custom, personalized invoice books that have 
>entries for just about ANY specific piano related work performed. <snip>

My thought has always been that simplest is best. I began by getting a book 
of forms, and using a rubber stamp to put my name and address on them. It 
had carbon paper. The carbons would float around, and were sort of hard to 
keep in order or to find again if I needed them.

I built a form back when I first got a computer (1994) in MsWorks. Today 
I'd use a program which is more compatible with other software, but it 
still does what I need, so I don't change over to something more modern.

 From this basic form I generate separate database files for recurring 
accounts, which I then personalize by putting the customer or institution's 
name and address into the form. These usually have only a few entries, so 
if I need to make a new one I can just "save as" and then delete the few 
entries by hand. I have a much larger database file "invoice 1", for 
general use. It has empty fields for names and addresses of customers. A 
quick search will bring up people who have been billed before, and I can 
"copy record" and "paste record" to avoid typing out the address again, at 
the cost of emptying the other fields, such as "date", of old information.

Of course, I have letterhead on the left (with phone and email addresses), 
and customer name/fields on the right. In the middle of the form I have a 
shaded line saying "work date", "description", and, in a small field to the 
right, "amount." Below that I have about a dozen lines which can be filled 
by individual items such as tuning and repairs, with the work date on the 
left and the amount on the right. At the bottom I have a shaded area for 
the total. The form self-totals, which saves a lot of bother if one is 
filling it in on the computer. To the left of the total I have a big script 
"Thank you!"

In the bottom third of the form, I have lines for comments. I can turn the 
form over if I need more room than that.

I print out about 25 or so copies of the empty form, which I keep in a 9x12 
envelope in my kit. I can write this out by hand on a job, and then record 
the data in my date book, to add to the customer file later. I usually 
circle the "Thank you!"

I use the same form for estimates by simply crossing out the "Invoice" at 
the top, and writing "estimate" there instead. At the bottom, I can cross 
out "Amount Due" and put in "Total" instead.

I have duplicated the form as page 2 of my customer database, with a field 
"estimate?" in the first page. If I put a capital "Y" in this field, it 
means that the estimate has been entered on page two.

I use the same invoice form for general explanations to people (like church 
pianists) whom I haven't met, by leaving the sheet on the piano, of course 
without numbers. I just ignore the fields, and write what I have to say.

I use the same form for insurance estimates, and for receipts for 
professionals like teachers. I just write "Paid" and "in cash" or a check 
number in the middle of the unused lines, and initial it.

Down by the "amount due" area it says "Please make check payable to Susan 
Kline." This gives a hint to people who automatically think they need to 
find a business name. The credit union likes consistency in how checks are 
made out.

It's very simple and informal, but so far it has worked fine for me. I 
don't think I'd like a great huge form with fine print about every possible 
repair, and places to check off, etc.

Susan Kline