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Use HVAC Forms to Start Your Business Right

4/25/2011

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Building an HVAC business is just like any other business.  It necessitates having a systematic and a well-structured blueprint to guarantee success.  You may have the fundamental understanding on how to embark on the business or you may have the skills and means to make it happen, but if your business lacks organization, then everything will just go to waste. Being organized is the key to pulling off a successful HVAC business and this includes having the right paperwork - your HVAC forms.  These are the documents you can never do without in this line of business!

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.

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Don't Allow Grease To Damage Your Restaurant Roof

6/30/2010

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Roof damage from grease drip is not an uncommon trouble among commercial kitchens.  The truth is, grease often drains out of a drainage spout or seeps from crevices of the roof top exhaust fan.  If there is no guard in place around the exhaust fan, grease will leak to the roof and cause costly and hazardous damage.  The minor investment in grease containment maintenance services by a qualified hood cleaner will shield your roof top from expensive damage and keep you in compliance with fire codes.

Roof top grease is a major problem for commercial kitchen owners for many reasons.  When grease accumulates on your roof, it can cause cracks, bulging, searing, and deterioration.  The roof might also become unsafe for walking by hood cleaning and maintenance workers.  A grease damaged roof may be a violation of insurance requirements, OSHA standards, and fire codes.

One of the worst results of grease roof damage is a significant and amplified fire hazard.  Grease is the most common fuel of restaurant fires.  Restaurant fires often start in the kitchen during cooking and travel into the hood/vent system.  If that system has extra grease accumulation also, it turns into a vehicle for the fire to move to the roof top instead of serving as some kind of fire containment.  If grease has spilt on the roof, the fire will likely get  on the roof and cause major destruction putting the rest of the building in danger.  Keeping up with your grease containment system is an important part of fire damage control in the unfortunate event of a kitchen fire.

Preventing grease damage demands recurring maintenance that can conveniently be joined with your exhaust hood cleaning program.  Your hood cleaning service provider should be experienced and trained to evaluate your grease containment needs and suggest suitable recommendations for your system.  Your hood cleaning service provider can additionally install a grease containment system as well as regularly exchange the grease absorbent pads that sit in the grease containment tray.  The nominal expenditure in this vital fire safety and roof protection service will maintain your roof in agreeable condition and prevent excess destruction in the aftermath of a grease fire.  

If you are unsure of your roof top condition or do not receive regular hood cleaning services or are not secure in the quality of your current hood cleaner‘s work, then you will need to get your roof and exhaust system inspected immediately by a professional, certified hood cleaner.  A professional hood cleaner will not just clean your exhaust system, but he will also check, install and maintain your grease containment system.  He may perhaps also be able to remove the grease that has already touched your roof with specialized, environmentally-friendly chemicals that can dissolve the grease.  

For restaurants, schools, hospitals, gas stations or commercial kitchens located in South Carolina, North Carolina, or southern Virginia, Grease Pro, LLC hood cleaning service can check and maintain your kitchen exhaust system and grease containment system.  We are certified, licensed, and insured.  Your protection and satisfaction are our biggest priorities.  We are Roanoke VA hood cleaning.
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Grease Fire Prevention and Restaurants

5/24/2010

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Did you know that restaurant grease fires is not an uncommon problem? Just google "restaurant grease fire" in the news , and you will discover new stories on a weekly basis ! Because it is such a problem, insurance companies and the local fire marshals have created grease fire prevention codes and rules so your risk can be lessenned .

In 2004, the US Department of Homeland Security assembled statistical data into the nature of restaurant grease fires.  The report found that 64% of restaurant fires were started by cooking. Grease was the primary fuel for fire. Restaurant fires tend to be confined to the kitchen and most often occur in the morning, peaking at 10AM during lunch preparation time. (Source: "Restaurant Fires". Topical Fire Research Series. FEMA. Volume 4, Issue 3.

Restaurants that are prepared for potential grease fires can suffer less damage than unprepared restaurants. Fire preparedness demands a clear, written, and practiced emergency plan , fire extinguishers, fire alarms, and fire suppression systems.

The National Fire Protection Association (NFPA) 96 Code details recommended steps and systems restaurants can implement to prepare for and prevent restaurant grease fires. More localities are adopting the NFPA 96 code as their local fire code. Check with your local fire marshal to learn what are your local fire codes.

Prevention is the most important in grease fire preparedness.  Important components of grease fire prevention involve regularly scheduled cleaning of kitchen equipment, maintaining electrical wiring, maintaining and cleaning the kitchen exhaust hood vent system, also known as hood cleaning.

Grease fires can move in the kitchen by the direction of more grease. They can travel up the kitchen exhaust hood vent system, which is designed to minimize destruction to the kitchen interior. Unfortunately, if the kitchen exhaust system is not cleaned regularly , the surplus grease in the vent system can add extra fuel to the fire and spread the fire up to the roof of the restaurant .

As a certified hood cleaning Atlanta company , Cornerstone Commercial Services can inspect, clean, and maintain your kitchen exhaust vent system and explain the NFPA 96 code pertaining to them. We are your source for restaurant hood cleaning Atlanta.
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Outsource Accounting Solutions that Work

4/20/2010

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Saving money through cutting down on expenses is a top priority these days for small businesses.   But smart businesses still make it a priority to invest in vital business operations, such as accounting.  Regular accounting gives business owners just the information they need to make smart executive decisions about what’s working and what’s not in their business, and where to cut expenses is a good example.  How can you save money on accounting tasks without losing quality information?  One solution is to outsource accounting to a firm or freelancer.  In this article, we will discover how outsource bookkeeping solutions work with a freelance bookkeeper.

At your first meeting , your bookkeeper will ask you questions to find out more about the financial transactions that occur in your business, their nature and their volume.  For instance , he may ask, “How many deposits do you make a month? ” or “How do you keep track of inventory?”  He or she will also want to ask about your knowledge in bookkeeping and whether there are aspects of your accounting needs that you would like to do yourself or have done by your staff .  These questions will help your bookkeeper tailor their services to your needs and charge you a fair price.

Your bookkeeper can help you set up an organized bookkeeping filing system to help you keep your financial data organized .  This system may be a file box with various folders and forms in it.  Or, your bookkeeper may recommend an invoicing computer program to supplement your system.  As you generate transactions through deposits and invoices, you will respectively sort your papers in your bookkeeping filing system as your bookkeeper will instruct.  Then, at regularly scheduled intervals , whether weekly or monthly, your bookkeeper will go over the information and enter it into his accounting software.  After the end of the month, your bookkeeper will create two important financial documents, your balance sheet and income statement.

Your bookkeeper can do all or part of your bookkeeping .  If want to save some money, your bookkeeper can teach you how to fill out a simple bookkeeping journal worksheet, called a daily or weekly cash report.  A cash report is an organized detailed report of money in and money out for a given time interval .  For example , your cash report may list your purchases, including how you paid for them and in what category they belong, with your receipts attached to the report.  This report, along with the supporting documentation, will help the bookkeeper work more efficiently and therefore, may lower your bookkeeping fees.  Other business owners would rather have the bookkeeper process all the journal , in which case, his or her bookkeeping price would be higher in exchange for the convenience of total bookkeeping services.

Outsourcing payroll can lift a big burden off of a business owner.   Instead of doing all the payroll from scratch, your bookkeeper may suggest that you register with a payroll processing company, in which she will oversee for a small fee.  For example, some banks, such as SunTrust and Bank of America, have robust and simple payroll processing services that provide the added convenience of automatic government notification and tax document generation.  Your bookkeeper can save you money by pointing you to these convenient services, which will make his or her job easier at a fraction of the cost it would be if they had to do all the payroll from scratch.  You may discover the services self-explanatory enough that you can do your own payroll!

Your bookkeeper can fulfill your accounting needs as a local or remote provider .  In fact, your bookkeeper can do your books from another state away, thanks to modern communication tools that you probably use already .  How do you get them your information, you might ask?  Copy and mail, scan and email, or fax - It’s that simple .  Your bookkeeper will stay in touch by email and phone.  If you prefer to have a local bookkeeper, your outsource bookkeeper can either come by your office to do bookkeeping or pick up and drop off the bookkeeping file box while fulfilling your accounting needs at his or her office.  Either way, your bookkeeper can work out a simple system for the both of you.

By hiring a freelance bookkeeper, you can nail down a predictable monthly flat fee for her professional services while avoiding the many expenses that arise from employing a bookkeeper, like software, office space, payroll taxes and benefits, training time, etc.  For small businesses, the answer is pretty obvious that outsource accounting is smart , simple to implement, and cost effective.  Stivers Business Solutions offers small businesses a variety of outsource bookeeping solutions.
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