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CRM/POS systems?
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CRM/POS systems?
Hey all, curious if any of you use a system for managing estimates, invoices, and payments. I have four guys working in the shop so being able to organize workflow is important. We also need to be able scan a credit card when the customer comes to pick up their guitar. Currently (since outgrowing Square Invoices) we are using a free version of Zoho Invoice that can create a trello card for every quote. My guys LOVE using Trello. When they finish the job, they move the trello card to a column called “ready to invoice” and we bill it out. We are just looking for a great way to put this all on one platform.
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11 Replies
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Hey Bryan,
I have always liked square. Not sure how you are outgrowing it since I believe it allows multiple users. I send initial estimates using the invoice feature then I convert that estimate to an invoice once the final amount is determined. The final bill is usually pretty close to the estimated amount. I send the invoice once the job is done. Customer is instructed that pickup can be scheduled once the invoice is paid. I never take payment at pickup. It saves a lot of time and hassle to have them pay before pickup.
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Hi Al,
That’s exactly how we have done it for four years. Our issue has been workflow. We were using Square estimates as our queue for work, but didn’t have a good way to organize it. When we got up to 60 guitars in the shop it was unmanageable for people to figure out what they are supposed to work on that day. So we created a Trello board….which my guys loved. But it was all double entry. Create the estimates, then at the end of the day create all the trello cards. We each have a column in Trello, so when my electronics guy finishes his part, he can move it to the Plek list, or the Setup Queue, etc.
What I’ve done is move over to Zoho Invoices, which is free, but capable enough to do what I need and through a Zapier link, I can now create trello cards automatically when an estimate is created in Zoho. The trello cards have a checklist so we know when everything is done. The Final column on Trello is “Ready to Invoice” so I know to go in and invoice all those jobs.
We take in 15-20 jobs a week. Really I was looking for something that would integrate well with Trello and have found it for now. Attaching a couple screenshots of our Trello board.
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Currently using NinjaForms, Calendly, ClickUp (avoid, it’s a pain), and Square.
In a past sales role for a company offering complete “done for you” websites, I implemented the use of PipeDrive CRM and remember it being very fluid to keep rack of leads, clients, and where they sat in the customer path. The dev team used Basecamp to manage the projects and it played nice with PipeDrive.
Similar to Trello, you can move the client/work order through your funnel from “initial contact” to “completed”. It offers an invoice solution, and you can use Zapier to connect to other software.
I’d be interested in seeing your Trello card template for repairs! I always loved the simplicity of Trello, and I’m looking for any reason to move away from ClickUp; there’s just too much going on with it.
Have a link?
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Hi Dale, here’s what our trello board looks like. Inside each card is a checklist and a link to the initial estimate. All created by Zoho Invoices when we establish an estimate. Happy to get on a call with you some time to explain more. It is working well. I don’t know if it’s scalable to 100 jobs a month, but for now it’s working. My number is 865-403-0046
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I’ve been using RepairShopr for a few years and I really like it. Definitely worth checking out. It has CRM stuff, ticketing, parts, and inventory. It’s got workflows to handle intake, estimates, working, etc. Also has invoicing (and I think has a Square integration if that’s what you’re using). Have a look at https://www.repairshopr.com/
I use Zapier (https://zapier.com/) to tie in some other services in a crazy Rube Goldberg machine of connected internet stuff. Zapier connects Acuity Scheduling (https://acuityscheduling.com/) to my calendar and back to RepairShopr so that when a customer makes an appointment, it automatically creates a new ticket. Zapier also connects Repairshopr’s invoicing to my accounts app so the appropriate records are created back there saving me some work when I have to pull accounts together.
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Oh, I’m going to do a deeper dive on Repairshopr! I recall looking at an “all in one” solution a while back called ShopFlow but couldn’t get past the $45 a month pricing.
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Ah. You might not like RepairShopr then. 😐
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I still have the subscription to Repairshopr. I keep looking at it, but honestly can’t get my head around it. In fairness, this has been a really busy season and I haven’t had time to really test it all. Keeping the account with hopes of figuring it out when things slow down.
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Yeah. I think it repays a bit of time spent working it out. There are a number of functions I don’t use as I don’t think I need them but there’s a lot there that can be really useful. If I remember rightly, they have a pretty decent knowledgebase on everything.
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Ah, yeah. That’s even steeper!
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Honestly, ShopFlow is a great deal and well thought out for our business. The reason we don’t use it is because it requires a computer and mouse to get the most out of it…and we use ipads everywhere in the shop. We want to work from the phones and tablets.
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