1.9 KiB
1.9 KiB
Client & Invoice Follow-up
Goal: Keep money flowing and clients informed without wasting time on non-ready items.
Priority Matrix
| Status | Action | Frequency |
|---|---|---|
| Invoice sent, unpaid 3+ days | Follow up | Daily check |
| Repair complete, awaiting pickup | Notify client | Same day |
| Quote sent, no response 2+ days | Follow up once | Then wait |
| Repair in progress | No action needed | Skip |
| Waiting on parts | No action until parts arrive | Skip |
Daily Workflow
Morning (10-15 min)
- Check for unpaid invoices past 3 days
- Check for completed repairs awaiting pickup
- Check for unanswered quotes past 2 days
- Ignore anything in-progress or waiting on parts
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
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 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
- Client complaint or dispute
- Repair complete 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