Please can any help with suggestions with regard to a small low cost invoicing system.
We don't have many commercial customers so over the years I have manually generated an invoice on the Excel template each time we've needed it. Each time we do a job I open that customers folder, copy the last invoice and then change the date, the invoice number and price if different. I keep a record of the next consecutive invoice number available to use on a seperate spreadsheet and also date that the invoice was paid. Added to this I would then manually produce a billing statement to inform the customer which invoices have been paid and which are still outstanding. All of these transactions are not interlinked.
Although this procedure is time consuming and open to errors, it has worked fine for me.
A commercial customer has added 4 more branches to our cleaning schedule and these properties need to be cleaned every 2 weeks with a single monthly invoice to the branch manager for payment together with a proof of clean (signature on a delivery note) for each clean relating to the period covered by the invoice. So this would mean that each 1 invoice may have 2 seperate delivery notes on them. This is getting too complicated for it to continue to be done the way it is currently.
Also, 3 of these additional branches are going to be done by another member of our team, so a delivery note for the job would need to be generated at the office and emailed to him to print as he doesn't come in here everyday. Another way would be a carbonised book to keep in his van with a written delivery of service note signed by the customer on completion with a copy to the branch and a copy for me to attach to the invoice.
There must to some of you out there who have similar issues with stores etc that you have solutions for.
Thanks
Spruce