Storing Customer Documents in CLIP
CLIP Lawn Care scenario last month:
Customer Email:
“I see that you charged me for Aeration and Overseeding this month. I never authorized that.”
Our response:
“Dear Mr. X,
I am sorry for any confusion and I hope to clear this up for you. According to our records you signed a contract for aeration and overseeding in April. I have attached the scanned copy from our records. Please let us know if you have any further questions.”
His response: A check.
In my last post about EchoSign, I suggested that you attach signed estimates to the customer record in CLIP. The above scenario is one of many examples in which having your customer documents stored in CLIP can be helpful. In this post I will demonstrate how to attach this or any type of document to a customer record.
The benefit of storing documents in the customer record is that you will always have customer documents linked to their accounts for easy reference in the future—much easier than trying to find a contract from last year amidst your computer or paper folders.
This is a great way to store:
- Spreadsheets
- Quotes/Proposals
- Excel
- Letters from Customers
- Signed Estimates/Contracts
- Pictures (see below for tip on storing pictures)
The process:
1. From the main customer screen click the “Correspondence” tab.
2. Click the “Office” Tab.
3. There are two options for adding a document:
- Add File/Scan – Create a new Excel or Word document to attach or use your scanner to add a scanned copy of any document.
- Add Existing File – Attach a document already on your computer or network.
To attach a document with either option, simply click the button and follow the steps indicated on the screen.
After attaching documents, you can access them from the “Office” tab.
Tip on storing pictures: If you have a lot of pictures to store for a single customer, I recommend creating a Word document titled “John Doe Pictures.” Paste all of your pictures for the customer into this Word document. Attach it to the customer record in CLIP. This will prevent you from having hundreds of files listed in the “Office” section and allow you to add pictures to this document as you collect them.
How do you use this feature? Let me know in the comments.
Loading ...Photo credit: schnaars
We would like to use this feature however, has anyone experienced a slow down with their system as a result of scanning this into CLIP? I would hate to scan all of my conracts only to have the system slow down dramatically.
Good question Jana. We’ll see if anyone else comments on this but I have never heard of that happening. The only that that would slow down would be your backup of CLIP because there will be a lot more data being stored in the CLIP folder. Usually this is not an issue, because backups are done at night for many people.