2.8 KiB

Raw Permalink Blame History

Client & Invoice Follow-up

Goal: Simple calendar-based system to manage client check-ins, reminders, and followups.

Core Policy

Invoices must be sent AND paid before clients receive their devices back. No exceptions.

Implementation

Calendar events and reminders handle everything:

Set reminder when invoice is sent
Set followup event if unpaid after 3 days
Set pickup notification event when repair complete (only after payment confirmed)
Set quote followup reminder (one-time, 2 days after sending)

Integration (Pending)

Once the repair tracker is back online:

Link invoice numbers to repair tracker events
Link shipping tracking numbers to repair tracker events
Calendar events reference tracker IDs for easy lookup

Priority Matrix

Status	Action	Calendar Event
Invoice sent, unpaid 3+ days	Follow up	Reminder triggers
Invoice paid, repair complete	Notify for pickup	Same-day event
Quote sent, no response 2+ days	Follow up once	One-time reminder
Repair in progress	No action needed	No event
Waiting on parts	No action until parts arrive	No event

Daily Workflow

Morning (10-15 min)

Check calendar for today's followup events
Process any invoice payment reminders
Send pickup notifications (payment confirmed only)
Handle quote followups

Follow-up Templates

Unpaid Invoice (3+ days)

Hi [NAME],

Just a quick reminder that invoice #[NUMBER] for $[AMOUNT] 
is ready for payment. Let me know if you have any questions!

[PAYMENT LINK]

Thanks,
Motherboard Repair CA

Repair Complete - Pickup (send ONLY after payment confirmed)

Hi [NAME],

Great news! Your [DEVICE] repair is complete and ready 
for pickup. We're available [HOURS].

See you soon!
Motherboard Repair CA

Quote Follow-up (one time only)

Hi [NAME],

Following up on the repair quote we sent for your [DEVICE]. 
Happy to answer any questions if you're still considering it.

No pressure either way - just let us know!

Motherboard Repair CA

What NOT to Do

Don't release devices until invoice is paid - no exceptions
Don't send pickup notifications before payment is confirmed
Don't follow up on quotes more than once
Don't check on repairs still in progress
Don't bug clients about parts delays (that's our problem, not theirs)
Don't send multiple reminders per day

Escalation

Flag these for immediate attention:

Invoice unpaid 7+ days (device held until paid)
Client requesting device before payment (explain policy)
Client complaint or dispute
Repair complete + paid but no pickup after 14 days
Any angry/urgent messages

Weekly Metrics to Track

Invoices sent vs paid
Average time to payment
Quotes converted to repairs
Pickup wait times

2.8 KiB Raw Permalink Blame History