Create the Perfect Pest Control Invoice Template for Customer Service

Pest control invoice template for Customer Service

okay so here we are at the Humphries home we're actually at the UNEP s owners house we've already completed the service we d web the house we sprayed the area's underneath the drip line that had a couple of spot treatments necessary and we already applied the granules to all the flower beds we did a great job on the service and now it's time to fill out the paperwork there's a very specific way you have to fill out this paperwork in order for it to be compliant with state law and with company policy so let me show exactly how it's done fortunately they've got this nice handy-dandy little table right next to the back door so it's state law that every single invoice has on it the date of the service okay you're going to take the invoice date which is usually the same date look at your watch just to double check and make sure you write the date of the service okay so you have to have every invoice has to have this to be compliant as have the date of the service it has to have the service location address it also has to have the contact information of the pest control company obviously up to date you need to have the license number of the technician did the spray in this case we have all the license numbers of our custom of our technicians you just circle yours you have to list the target pest that you're treating and you have to disclose the common name and the active ingredient of the pesticide you use as well as what's called it ETA registration number also known as an EPA regnum BRR besides that you have to have a list of the target areas that were treated ok and a small spot for notes so what we do is first we write the work day I already wrote the work date right here nice big and bold as company policy this isn't law but it's company policy we put down the time as you can see it's about almost 3 45 so I usually write the time that we left by putting exit 3 45 p.m. so people know when we were there you then Circle your license number in my case mine is the first right there and you sign it once you sign it you're putting your name on it means that this is an official document I put down the target pest that we're treating for and this this is a regular spider and some silver fish as well as crawling insects you can circle them you can underline them you can check next to them anything that's obvious and since we used a little bit of temperate i'm going to put down the four milliliters of temperate that we use making sure everything is legible as well as the granules that we use in this case i put down one unit because we use one unit of granules okay now if i have any other notes that i want to put on here i put have a great day from Carden you can write thank you for your business you can write anything you want just make sure that it's personalized once this is done correctly you have a fully compliant service ticket now all you have to do is take one last look at it make sure it looks good in this case if it pays by check client you'll notice after the amount it says pays by check usually it'll say pays by credit card or pays by check if they're a pay by check account besides taking the service ticket and putting it in the envelope like you do for everybody else you also must include the small payment envelope so we're going to take this fold it into thirds all right after we folks fold it into thirds we stick it inside the envelope making sure that their information is visible right there I write a small note it's right now it's the new year so I'm just going to write happy new year if you have anything else you want to say to them like we had to move your barbecue or oh hey one time I found a garage door opener on a lawn so I had to write that on there so on and so forth you can write whatever you want but just write something nice something kind something seasonal Happy New Year cardinalis and then make sure that you include if they're a pay by check person that returned payment envelope once everything is there you got the note it's legible it's in the right spot you can seal it shut and put it right on their door you're not allowed to put it inside of the mailbox because that's technically federal property and that's against male law so just make sure you wedge it inside of the door if you can't put it in the door because maybe the door I've got a funky seal on or it's just not that kind of door make sure that you leave it in an obvious location underneath the mat once you've completed this you successfully completed the paperwork for the customer now all you have to do is duplicate that process but for the company copy we have to retain for a certain period of time a copy of every service ticket of every service performed so there is an exact replica of that invoice that we gave you in a big stack stapled to the service tech ticket tickets you're going to give to the customers make sure after every service you fill out the customers copy and then you go back to the truck and you fill out our copy correctly citing the time the pesticide used the area's use the license number and you sign that copy as well and at the end of the day you're going to give that completed packet to your supervisor or the Craig or whoever is in charge that day in the office you have to do all of this paperwork without fail or our service and you are non-compliant when you leave the office every day you're going to be given two stacks of paperwork one is going to be a stapled stack of your route invoices with a cover sheet on it that is going to have a summary of all the services you're going to do that day you will check them off as you finish each service you will also leave any notes for people in the office and any other communication you need to give the secretary or the people in the office right here as well whenever you need to fill out the company copy of each service you're going to fill out the service ticket that is in this stapled packet right here each service ticket should be completely filled out and look like this after each service then you will fill out the customer version and this is the copy that is left on the door inside of a nice envelope with a pleasant note on it so remember when you leave the office every day you should have to exactly equal stacks of paperwork one the copy that is going to come back to the office with the route cover sheet and then you should also have the stack of invoices and service tickets for the customers these will you you will use up during your services during the day these you will come back with fully completed every time I do a house I write a positive note like some kind of happy new year or have a good weekend just because it generates a much better relationship with a customer it's a lot harder to fire a friend than it is to haha fire an unknown person they say also it's useful because sometimes you need to relay some kind of message to the customer and it personalizes the surface in this case we just barely found a garage door opener that had fallen out on the lawn of the customer I'm sure when they are getting out of their car it slipped off the visor or something so I slipped it on their door and I'm going to notify them by putting a little note on the envelope that hey we found the garage door open so here it is happy new year we found a garage door opener on your lawn see you next time and I put down my first name with a little ! and a smiley or something along those lines and that's it this is a good service humble now you got to do is leave it in the front door now there are some specific rules about where you can place these envelopes there are specific rules about where you can place them because technically mailboxes are federal property you're not allowed to just stick it inside of a mailbox you actually have to wedge it just on the door like that this is the preferable method of leaving a service ticket is simply putting on a door we know that out homes they're going to see it when they get back once you finish this with your personalized note you're ready to go to the next service [Music]