Essential HVAC Forms
Your HVAC forms primarily comprise of all the significant particulars of a job order, your customer’s requirements, the project cost, and other contract stipulations. This will help you keep track of the details of each project to make sure that the services being delivered by you meet the expectations of your client. The HVAC forms include the proposal form, the service agreement and the invoice form.
When a client wants an HVAC system installed in his home/office/building, you will fill out an HVAC Proposal Form to establish the details and requirements of the job order. A complete proposal form builds a strong understanding on what your customer is expecting from you and what you are required to do to meet your client’s satisfaction.
The HVAC Service Agreement, in contrast, is used when a customer needs your services for the maintenance of their existing HVAC system. Service Agreements provide additional cash flow during seasons when business is slow.
Lastly, to bill your customers for work rendered, you will need the HVAC invoice form.
Staying Organized with HVAC Forms
Having the vitally important HVAC paperwork must also be complemented by an efficient filing system to prevent overdue transactions, uncompleted tasks, disappointed customers and worst of all, a failed business.
Since you are a start-up in this business, a small filing cabinet will do. You may consider using a more efficient filing system later as you acquire more clients and more contracts. Create sections to your filing cabinet based on the kind of HVAC form and/or status of each contract. To quickly locate files, you can organize the forms within a section from A to Z according to the name of the customer.
Organizing your HVAC Proposal Forms and Service Agreements
Your HVAC proposal forms and service agreements can be classified into the following sections: (a) contract-in-process, (b) new job orders, (c) jobs-in-progress, and (d) jobs completed.
The “contract-in-process” section will include those projects that are still being negotiated with the customer. The “new job orders” section will include those contracts that are ready to be executed but are still waiting for the arranged start date. The “jobs-in-progress” section will be composed of those jobs that you are currently working on. And lastly, the “jobs completed” section will consist of those jobs that are successfully completed and are ready to be billed.
Sorting your HVAC Invoices
You must also add a distinct section for your invoices since they involve a different function - collection for services rendered. You can arrange your HVAC invoices based on (a) undelivered invoices, (b) invoices due, (c) paid invoices and (d) invoices past due.
The “undelivered invoices” will comprise of those invoices that are to be delivered to the client for collection. “Invoices due” are those invoices that are received by the client and are still awaiting payment. “Paid invoices”, of course, are those that are already paid . And “invoices past due” are those invoices that are outstanding beyond the due date and require further collection efforts on your part.
Storing your HVAC Forms
Once you complete jobs and collect invoices, your “job completed” and “paid invoices” section will start to pile up. It is time to archive these forms into Individual Client Files.
You may provide one folder per client and archive completed forms for future reference.
There you go! Organizing is fast and easy. You may also create a section for your blank forms so you can keep track of supplies and know when you should call your printing company to order for more forms.
So are you ready to begin organizing? Get your HVAC forms printed now! Value Printing is making things simple for all the HVAC business owners out there. It is the most excellent source of first-class, professional, and custom HVAC forms. You can pick from a set of effective designs and layouts. By just ordering online or by phone, you have the chance to capitalize on your time dealing with your customers because you can let Value Printing take care of the HVAC invoices and service agreement forms just for you.