Process Documentation for

Order Forms & Invoices

Our process for sending order forms (estimates) and invoices is manual and depends on Quickbooks features. Because of this, it’s easy to make mistakes! Please follow these steps to make sure we minimize the overhead of sales ops.

To use Estimates and Invoices (capitalized when referring to Quickbooks feature), you must first set up a Customer.

Order Forms / Estimates

We use Quickbooks Estimates as our Order Forms. Create one-off order forms directly in Quickbooks.

Some customers will need a separate order form for each building or development. If you have a lot of these, it’s handy to use an automation to create them. Run the Zap, then go to Sales > Customers > [your customer] in Quickbooks. Confirm that the correct number of order forms have been generated, then select them and go to “Print” under the “Batch Actions” button. Save the resulting PDF, drop it into Hellosign and add signature lines (plus name, title, and date) to each order form. Send it out for signature.

Order forms should be signed by the customer (see Deal Closing Process)

Invoices

Annual Subscriptions Paid Yearly, Semi-annually, or Quarterly

Annual Subscriptions Paid Monthly

Who

• Who does this process?

• Who is affected by this process?

• Who needs to know how it works?

Example: This template can be used by anyone, and everyone should know how to fill out the top level headers. Each individual documented topic can affect different people depending on the topic.

How

• Either lay out step by step in text, or add a recording or transcription, or make a flow chart.

• You can use:

• Miro

• Write some text

• screen recording / demo

• Remember to link to it here

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