Reduce the Time spent on Quotes in your Electrical Business
Reduce the time spent on quotes in your electrical business
How long does it take you to put together quotes for your customers? I bet it feels like too long and that’s why I want to help you reduce the time spent on quotes in your electrical business.
For example, do you still put individual quotes together, per job or per customer, using Word? Do you find it difficult to be consistent with your prices or realise while you are doing the job that you missed something off the quote?
In addition, if you drop everything to write quotes as and when people enquire, you will leave the task you were doing originally, which means you are not using your time efficiently. Putting a simple but effective quoting strategy in place will help you to reduce the time spent on quotes in your electrical business.
There are lots of benefits to putting a quoting strategy in place:
• You save time creating the document
• There is less chance of you missing something
• You can provide good customer service by getting the quote issued quickly
• Your pricing is consistent for every job/customer
• You could pass this task to someone else, so your time is spent where it is most needed
If you would like more tips for implementing simple systems to ensure your time is used to maximum effect, send for my free FLOWING Guide No one likes to be a busy fool and theFLOWING Guide is based on my own experience running an electrical business, containing lots of practical advice so you can avoid business pitfalls and making the mistakes I did.
Block out time slots to write quotes
I have talked about using your time wisely and systemising administration in aprevious blog. Time is a limited resource, especially if you work on your own. So you need to make sure that you are using it as effectively as you can and not flitting from one thing to another, without completing either task properly!
One way to make sure you are maximising your time is to block out time every week in your online diary for producing quotes. How this fits into a work and personal schedule will be different for everyone. You may choose to allocate an hour at the beginning or end of every day, or a whole morning or afternoon. It depends where the gaps are in your diary. Allocating time solely for quotes has many benefits:
• You stop worrying when enquiries arrive, knowing you have set time aside to deal with them
• Your customer/job gets your full attention - you aren’t distracted by quoting
• You reduce the time spent on quotes in your electrical business because you are focused solely on quotes in your pre-planned time slot, and not doing something else at the same time
• Your business will be more efficient
Setting time aside for quotes can be powerful, especially when combined with automated responses to enquiries, helping you to avoid distractions and ensuring good customer service. (You can read my blog about automated responseshere.) Quotes that require a site visit can be carried out when travelling to and from other jobs in the same area, cutting down on travel costs and making the most use of your time in that specific location.
If you are not sure where to start with an online diary or what you should put in it, Business Transformer membership can help you to get started and show you how you can work more efficiently.Sign up for a 30 day trial membership for just £1 to find out how to reduce the time spent on quotes in your electrical business.
Using quoting templates
If your electrical business is new and you haven’t set up specific systems yet, a good starting point is to put together a quoting template. I did this myself when I first started, getting them printed into A5 pads that I carried around with me. They are relatively simple to set up and should include:
• Date
• Contact details of the customer
• Where did you hear about me? (Useful information for marketing purposes)
• Due date of the EICR or PAT
• Brief job description
• Columns listing job/service, quantity or type, any additional information
This information can then be used to create a spreadsheet or table listing job types by service, for example installations, rewires, new/replacement sockets, etc. When your list is complete, you can collect the requirements your customer needs by ticking boxes and detailing quantities on the quoting template. You now have a description of the job by service and parts to form the basis of a quote.
Implementing a quotation system in your electrical business
You can take the quoting template one stage further by adding prices for each component into the spreadsheet. Every job consists of a set of tasks that you have done before. Therefore, you know from experience how long each task takes and what parts you need to buy for it. You can use this information in your spreadsheet, listing fixed prices per job component, with and without parts and administration time (certificate completion, induction time for commercial jobs, etc.) You can also include fixed price or package services. When putting together a quote, all you need to do is pull over or copy the relevant lines from your spreadsheet and add on your travelling time.
It is important to provide a written detailed quote to the customer for several reasons:
• So the customer knows exactly what they are getting
• So the customer know what is not included
• To make sure you haven’t missed something off the quote
• To avoid ‘scope creeping’ where other little extras not included in the quote are added
• To avoid payment disputes – you can include your terms and conditions
• A detailed quote is for your reference too, so you know the full scope, what parts to buy etc.
Reduce The Time Spent On Quotes In Your Electrical Business - In Summary
Using a spreadsheet, or even quoting templates (Tutorial Videohere), will help you to reduce the time spent on quotes in your electrical business. However, if you are ready to invest in technology and want to save even more time by streamlining the process further, there are readily available software packages like Xero to help you. If you need practical help implementing a quotation system, or using software packages like Xero to automate your quotes and invoices, why notsign up to Business Transformer?
A 30 day trial membership costs just £1 and the online course is packed with tips, practical advice, videos and examples to help you make a success of your electrical business.
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