[Skyglide]

Hi all
I want to set up a data base with a customer list on computer. Want to print out a copy and keep it with me, want to be able to use the info to send letters to customers.

Going to start using George, but cannot put past data in so hence the need for a separate list.

Not really a computer person, but willing to try if I have the right thing in the first place. All advice welcome before my head explodes!
Chris

[Paul Coleman]

Hi all
I want to set up a data base with a customer list on computer. Want to print out a copy and keep it with me, want to be able to use the info to send letters to customers.

Going to start using George, but cannot put past data in so hence the need for a separate list.

Not really a computer person, but willing to try if I have the right thing in the first place. All advice welcome before my head explodes!
Chris

I use the database in Microsoft works myself but it can be done in any database program.
I use the database for my customer names, addresses, prices, due payments, date of visit, agreed interval between visits date of next visit (calculated from the previous two items), phone numbers, fax numbers, email addresses, payment reference numbers (door number+postcode), and even a field to say if the account is suspended.  Any of that data can be used in a mailmerge document to customers or for address labels (don't do what someone did at a credit card company for wealthy people.  They called the customer name field "richbas****".  The letters went out with the field name on instead of the data within that field.)   

The same stuff is available in Microsoft Office but that costs a fortune.  A program called Open Office is available for free download at www.openoffice.org and is supposedly compatible with MS Office.

[Sir Squeaky]

Notebook and pen. 

[Paul Coleman]

Notebook and pen. 

Is this going to be the tech version of WFP vs. Ladders?   

[colley614]

Yeah shiner is spot on there use the database in Microsoft works. It is really handy and quite easy to pick up. Remember to write a list of the fields you require as I'm sure its a pain to do this afterwards

[Paul Coleman]

Yeah shiner is spot on there use the database in Microsoft works. It is really handy and quite easy to pick up. Remember to write a list of the fields you require as I'm sure its a pain to do this afterwards

I even have a field that counts down the number of days to the next visit and call it countdown.  It has the formula:-     =NOW()-nextvisit      where next visit is the date of the next visit and NOW() is today's date.  Databases tend to treat dates as raw numbers when making such calculations.

[DASERVICES]

I have mine telling me when it's due to be done, problem is everthing is overdue as it's been some months since I updated it.

[Sir Squeaky]

I have mine telling me when it's due to be done, problem is everthing is overdue as it's been some months since I updated it.

You see, I don't have these problems.

Although I did tread on my pen the other day.
That disappointed me somewhat.

[bumper]

I use a book and pen and when im paid i put a P in for paid, if dornt pay i circle it and put dn at side defnalty  not  paid aid easy as that,if you any questions dornt be afraid to ask.

[clearview cleaning]

Hi this is my 1st post - We have started using a handheld pda - after 11 years of using notebook then spreadsheet i gave in to technology and got one. I have to say its the bizz! No more soggy pages or re printing on the pc. I have excel running on it with all work listed then when we i get back just hot sync it to pc and the file on pc is updated. No going back! Hope this helps.

[dai]

Electronic devices are fine untill they go wrong.
I use 6"x 4" stock cards. Each has it's own plastic sleeve, and they all fit into two 6x4 photo albums. Each card covers a street or small area. The cards are printed with horizontal lines only, I put the columns in myself. Ist column is the house no,
second column the customers name, third column the price of the job. The remainder of the card is filled with narrow columns that make little boxes. I tick the box if they pay, put a zero in if they don't. I then strike through the zero when they do pay.
It is such a simple and infallible system, I have used it since I started, and others cleaners have adopted it when they have seen it.
Always wise to have hard copy in case of major system failure. Dai



                                          
                                          
                                          
                                          
                                    
                                          
                                          
                                          
                                          
                                          
                                          
                                          
                                          
                                          
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[Skyglide]

Many thanks for taking the time  on my question every one.
Clearview - I agree and intend to use a Palm and pocket George for the day to day worklist,etc.
Dai - You have a mind like me - hard copy every time and something you can alaways refer back to.  However we are growing rapidly, have 2 employees on really good money and I have to get this sorted and future proofed. Computer is the only way.
Shiner and Colley614 you are bang on and probably a bit younger than me or have had jobs that entail computer knowledge. My computer has Office, but not Works, so I'm downloading fro the openoffice link.
See what I can do tomorrow after cleaning even more windows and giving quotes!
Chris

[dave0123]

I use george!

for £50.00 it really is a good buy! does all my end of year accounts to.


Squeeks.. how does the notepad work?? each page for 1 customer and work through it all to page 1 again??

I wouldnt no you see as i have never used a paper system.. in 2003 i started with George stright away.

Dave

[macmac]

Talk about complicating the uncomplicated

PDA's, data bases, jesus, i thought this was a window cleaning forum.

tony

[macmac]

reminds me of a pal, he got sat nav, best thing since sliced bread. He drives the same route every day to work & back which is 3 miles from his home & sometimes picks his kids up from school.

tony

[dave0123]

reminds me of a pal, he got sat nav, best thing since sliced bread. He drives the same route every day to work & back which is 3 miles from his home & sometimes picks his kids up from school.

HAHAHAHAH! 


I Actully do have one.. think its great for quotes because u sometimes miss read what the persons say etc... i just make sure i get the postcode its great. specially on those big long roads!!!! were it takes you stright there.

Dave

[aztec]

no 2 days are the same!!!

never make a promise you cant keep

[vwm]

for £50 george is a great program just wish that when you put in rounds they all come up in the dairy view like if you put them all on the main round. just remember to back it up every night on a stick or disc

[Paul Coleman]

Talk about complicating the uncomplicated

PDA's, data bases, jesus, i thought this was a window cleaning forum.

tony

 
I realise that some of the posts may look complicated.  The beauty of the way that I do it is that only the setting up is a bit complicated.  Once it's done, it's a lot easier to maintain than paper records.  I can have a complete list of who owes me money with a few mouse clicks.  Likewise with work that is becoming due.
It's one of those things that is more complicated to explain than it is to do.

[Sir Squeaky]

Talk about complicating the uncomplicated

Couldn't agree more Tony.

Squeeks.. how does the notepad work?? each page for 1 customer and work through it all to page 1 again??

I just write down what I do each day.

At the start of each day I look back 4 weeks to see what's due.
Most of the time I don't need to though, as I know my round.

It just reminds me if I've got any relatively new ones.

[Trevor Knight]

Is how you record and monitor your work dependant on what stage your at as a business ?

Rather than making sly comments at each others methods should we not clarify first just exactly what it is your recording?

When I first started I had everything in a small pocket sized booklet. (50 customers)

The next stage was to have a bigger booklet as I had more customers ( 100 customers)

Then I seperated my big book into 4 small books, 1 for each working week (200 customers)

Then I went into computerisation and used excel work sheets for each round area (200 customers +)

Then I employed people and needed a scheduler rather than a recording system so I went for George, this was fine up to around the 1000+ customer mark.

Now, 2000+ customers, I cover 3 counties, have vehicles on the road in different areas each day and need a more flexible and workable system so I have changed to Service CEO.

This gives me everything I could possibly need at a glance. I am not knocking how anyone records their details but people have to realise the method you use is relevant to the stage your business sits at!

[Paul Coleman]

Yeah shiner is spot on there use the database in Microsoft works. It is really handy and quite easy to pick up. Remember to write a list of the fields you require as I'm sure its a pain to do this afterwards

On the contrary, adding a field into the database couldn't be simpler.

[Paul Coleman]

Is how you record and monitor your work dependant on what stage your at as a business ?

Rather than making sly comments at each others methods should we not clarify first just exactly what it is your recording?

When I first started I had everything in a small pocket sized booklet. (50 customers)

The next stage was to have a bigger booklet as I had more customers ( 100 customers)

Then I seperated my big book into 4 small books, 1 for each working week (200 customers)

Then I went into computerisation and used excel work sheets for each round area (200 customers +)

Then I employed people and needed a scheduler rather than a recording system so I went for George, this was fine up to around the 1000+ customer mark.

Now, 2000+ customers, I cover 3 counties, have vehicles on the road in different areas each day and need a more flexible and workable system so I have changed to Service CEO.

This gives me everything I could possibly need at a glance. I am not knocking how anyone records their details but people have to realise the method you use is relevant to the stage your business sits at!

I think you have a point there Trevor.  I just used to jot it all down on a bit of paper.  Then I graduated to an A4 folder with cellophane sheets.  That was useful for recording stuff but not so good if I needed to look something up.  Then I started using a little spreadsheet program on one of those old Amstrad computers.  The only storage medium on those was floppy disc so I could only keep 6 months per disc (they formatted to 720K rather than the more standard 1.44MB.)  Things really changed when I got a computer with Windows 95 on it and eventually started taking the trouble to learn the basics of the Works program.
Oddly enough, I have far less customers these days than I did then but it's still more convenient doing it all on computer.  I probably had about 350 - 400 customers back then (nearly all underpriced as I knew no better) and these days I've got a bit over 200.  I earn a lot more from the 200+ than I did from the 350-400.

[Skyglide]

Hi Trevor Knight
Your post is right up my street,
I've taken the bull by the horns and pressed on at large personal sacrifice to get my business up and flying.
Looked at the service ceo website - all American, etc.
How much is this software? And do you really really find it beneficial?

Chris

[billozz]

Hi this is my 1st post - We have started using a handheld pda - after 11 years of using notebook then spreadsheet i gave in to technology and got one. I have to say its the bizz! No more soggy pages or re printing on the pc. I have excel running on it with all work listed then when we i get back just hot sync it to pc and the file on pc is updated. No going back! Hope this helps.

clearview,
will excel fit onto a pda i thought it was too large to fit

[Trevor Knight]

Hi Trevor Knight
Your post is right up my street,
I've taken the bull by the horns and pressed on at large personal sacrifice to get my business up and flying.
Looked at the service ceo website - all American, etc.
How much is this software? And do you really really find it beneficial?

Chris

For our comapny service CEO is a relevant and VERY important part of the running of our buinsess.

The USA tag is purely because the system is based in the USA, it will transgress over to GBP when you use it.

Why do I find it beneficial?

Customer Record is second to none, every data you will ever need is held inside the customer record.
Financial - ALL necessary records are produced at a flick of a button.
History - Everything from how they paid, when they paid, cheque numbers etc is logged to avoid any discrepancies between you and the customer.
Auto logged location - the postcode is entred and an auto route is provided. The systems also offers you a proposed round to put the customer into based on location and nearest customer to the location.
You can give each vehicle a round and they are then tracked based on work completed, time taken etc....

The list is endless.

Cost £1,500 upwards depending on number of users.

[clearview cleaning]

Hi this is my 1st post - We have started using a handheld pda - after 11 years of using notebook then spreadsheet i gave in to technology and got one. I have to say its the bizz! No more soggy pages or re printing on the pc. I have excel running on it with all work listed then when we i get back just hot sync it to pc and the file on pc is updated. No going back! Hope this helps.

clearview,
will excel fit onto a pda i thought it was too large to fit

Yes pocket excel. You can see about 5 colomns on mine which includes address - price - then months so you can easily see if they missed a payment. The pda is fantastic i cant see how it can let me down, i get home sync with pc and if it packs up during (which it hasnt after 8 months use) day i can still resort to pen and paper. Its not complicated to the contrary its v.simple.

[macmac]

To cut a long story short, there is nothing mentioned above that couldn't just as easily be done with pen & paper AND if you realy, realy must, a 2 quid map

MAP? MAP? How unprofessional

tony

[Paul Coleman]

To cut a long story short, there is nothing mentioned above that couldn't just as easily be done with pen & paper AND if you realy, realy must, a 2 quid map

MAP? MAP? How unprofessional

tony

I agree.  Getting lost is far more professional   

[macmac]

Talk about complicating the uncomplicated

PDA's, data bases, jesus, i thought this was a window cleaning forum.

tony

 
I realise that some of the posts may look complicated.  The beauty of the way that I do it is that only the setting up is a bit complicated.  Once it's done, it's a lot easier to maintain than paper records.  I can have a complete list of who owes me money with a few mouse clicks.  Likewise with work that is becoming due.
It's one of those things that is more complicated to explain than it is to do.

I can do all of the above with NO mouse clicks, just open an A4 diary.
Can you honestly beat that? maybe a transparent diary that doesn't need opening, now that's an idea.

tony

[Trevor Knight]

To cut a long story short, there is nothing mentioned above that couldn't just as easily be done with pen & paper AND if you realy, realy must, a 2 quid map

MAP? MAP? How unprofessional

tony

Really 

Come to my office and show me please, I would love to see you organise 3 vehicles, 2000+ customers, weekly, daily, fortnightly commercial along with monthly, bi-monthly, quarterly, annual cleans - on paper??? I also can at a glance have an exact financial report for VAT, Tax, P&L, Organic Growth, New Business generation which we NEED and use on a weekly basis?

Come on lets be realistic about this, with the click of 2/3 buttons I have instant access on 2 pieces of paper what is required for each vehicle each day, customer history, notes etc....

To do this with a pen and paper would be in all honestly, chaos!!!

Believe me, I started as I have said in a previous post with a notebook and pen and if it was at all possible and containable to keep it in that fashion I would have done so!

[Steve Lowe]

Like Trevor we use Service Ceo and use Mapoint to help organise our jobs. Its all about what stage your business is at really and the software would be overkill for a sole trader in my opinion. There is also a big learning curve unlike George !

Steve

[Sir Squeaky]

I agree that if you've got more than about 500 customers (I've got less than 200 probably) it might be helpful to have a little pocket PC thing.

But you certainly shouldn't need SatNav to be a window cleaner. :

[Trevor Knight]

I agree that if you've got more than about 500 customers (I've got less than 200 probably) it might be helpful to have a little pocket PC thing.

But you certainly shouldn't need SatNav to be a window cleaner. :

Rog,

The reason we use sat nav is only because we cover such a large area and sometimes we get customer enquiries form people who are tucked away in some sleepy corner of a village in the middle of nowhere.

The satnav is really useful for finding these properties.

Because of the area we cover the mapping system becomes handy only when it brings up a "closest" customer which can help plot where to put the customer and onto what round.

Agreed, satnav for a local based round is completely overkill and totally OTT.

[Sir Squeaky]

I wasn't really including you Trev!

You're a different thing altogether, you bigwig management sort.

[Trevor Knight]

I wasn't really including you Trev!

You're a different thing altogether, you bigwig management sort.

lol, more like general dogsbody!

[stevekennedy]

Hi Trev, Steve

We need an upgrade from George and I was thinking Service CEO. Talked with Tom Harvell this afternoon. He wasn't sure about the UK postcodes. Said I might have to pay Royal Mail. Did you need to do this?

He also said that if I can have my data in a "Comma Seperated" format it can be automatically transferred. George has this function. Wondered if either of you had tried the automated approach?

[Skyglide]

Glad this topic has resurfaced. Have now purchased Service CEO. Agree lots of learning to be done, but videos are provided. Just started data input and I would say it's a great product and well designed.
Chris

[Russell Macdonald]

I use Window Cleaner Pro.

It works well for me & i can understand it.

Macc

[stevekennedy]

Hi Chris.

Thanks for the reply. Did you find that the postcode function worked ok?

Any problems so far?

[Skyglide]

Hi Steve
Early days yet. Windows to clean and all that. All I've done is altered the box from zip code to post code and entered around 50 customers. I do think though that given some quiet time, playing and using the member centre along with the videos it will all come good.
Chris

[stevekennedy]

What I was wondering is if the Schedule Assistant works here in the UK. Ie, does it show you where the closest job is etc.?

Would like to know as their rep was not sure.

[windowwashers]

I agree that if you've got more than about 500 customers (I've got less than 200 probably) it might be helpful to have a little pocket PC thing.

But you certainly shouldn't need SatNav to be a window cleaner. :

Rog,

The reason we use sat nav is only because we cover such a large area and sometimes we get customer enquiries form people who are tucked away in some sleepy corner of a village in the middle of nowhere.

The satnav is really useful for finding these properties.

Because of the area we cover the mapping system becomes handy only when it brings up a "closest" customer which can help plot where to put the customer and onto what round.

Agreed, satnav for a local based round is completely overkill and totally OTT.

We use Sat Nav too, just reminded me have to update as I drove across a field yesterday coming from the IOW well so the sat nav said anyway. anyone that does not use it that has a large round, try it saves so much time