5 tips to quickly bring your records up to date after construction leave.
Tip 1: Make the daily schedule for the first week after leave in advance.
It happens to you, you start the first day after leave, you haven't had time to start up your PC and immediately your employees come asking what is expected of them that day. Avoid this problem so that you too can start up in a peaceful manner. Before you go on leave, prepare a daily schedule for after leave, preferably for a whole working week.
A good software package will have a daily schedule where you can schedule employees, equipment and projects clearly. With a work order app such as Wappy, this planning is also automatically forwarded to the scheduled employee. On the first working day, employees immediately know what to do because of the digital to-do list. Everyone starts the first working day at their pace.
In this way, you give yourself extra time in the first few days to deal with the increased administrative pack. By the end of the week, you have a bit more time anyway to complete the next week's daily schedule.
Tip 2: Focus on purchase invoices first.
Everyone's intention each time is to start processing the inbox and that includes all kinds of parts of administration ranging from customer queries, quotations to invoicing. Focus first on processing purchase invoices.
A software package such as Robaws includes OCR. You send an invoice in a digital format via OCR where it is read by optical character recognition. As this process can take several hours, you do this first so they are all processed in your administrative software at once. Meanwhile, you start another part of the administration.
When all purchase invoices have been added via OCR in your software package, you can pay them in one action. You pull a payment file from all outstanding purchase invoices that you pay via your professional banking app.
Tip 3: Ask your customers to pay with a structured communication.
If your software package is linked to Codabox or Ponto, all incoming payments will be registered in the software. Explicitly ask your customers to pay with a structured communication. If the notification is used, many sales invoices will be automatically ticked off and that will save you a lot of work when following up your outstanding invoices.
Tip 4: Good stock management makes it easier to reorder materials.
Always be on the alert for good stock management, leave or not it will undoubtedly ensure that you never run into problems when stock runs out. Have your stock registered in your software package, initially it seems like a lot of work to digitise everything but you will see that it will save a lot of time in the long run.
At Robaws, customers log in, scroll to the article module and search for 'reorder'. All articles that are out of stock are displayed. Robaws links with web shops. Thanks to this link, all articles out of stock are automatically ordered in the webshop.
An absolute must-have for when you come out of leave and don't have much time to sort everything out!
Tip 5: Send your invoices and reminders all at once.
Start looking for a way to avoid spending too much time sending one-by-one emails with your invoice:
- Make sure you format e-mail templates which means you don't have to spend time typing already. Using 'replace codes' can automatically complete your text. Like having the first name, invoice number and so on filled in automatically.
- See if it is possible in your software package to send you all your new sales invoices at once. Robaws has this open as a default option in the invoicing module.
- Use the same functionality for sending reminders. You can do that calling later, bear in mind that other companies are also currently in the start-up phase.