22 Feb X Tips for Keeping Good Customer Records
Why You Always Need Customer Records at Your Fingertips
Customers have high expectations, and the last thing they want to do is resupply information your business should already have. We live in the information age, where information is easily accessed, shared, and stored. As such, customers expect companies to keep records of pertinent information, like customer history and other documents.
This is especially true in industries where customers have little expertise, such as car or computer repair. The customer likely doesn’t know the specifications of their models, but if they worked with your company in the past year, they expect you to know. Having easy and organized access to this information is beneficial to both parties, since it cuts down on wait time and boosts productivity. As a small business owner, organizing customer records may be far down on your priority list. After all, you have plenty of other tasks at hand. In reality, it’s one of the most important things you can do.
Keep Customer Records Organized
The easiest way to lose customer records is to keep them in an unorganized manner. For example, many industries still use paper invoicing slips and other traditional methods of keeping customer records. Sometimes this is necessary, but it shouldn’t lead to disorganization. Store your customer records somewhere safe and categorized, and keep your best client’s accounts close by so they’re easily accessible.
When your customers schedule an appointment or service call, you’ll find their purchase history and personal information easily. Keep records updated, as well, so you don’t end up sending invoices to the wrong address.
Consider Using Service Management Software
Service management software keeps your customer information organized so you don’t have to worry about it. It’s digital, so once you input necessary information, the system will store it in a searchable database. It’s like an electronic version of your filing cabinet, except with less dust and easier navigability.
Software like this is invaluable to service-related industries. For example, if one of your customers calls about a problem with appliances you installed, you can quickly look up the invoice and find out the manufacturer specs and other information you’ll need for troubleshooting. You can also use this software to automate communications, manage marketing campaigns, and update customer records.
Fine-Tune Your Bookkeeping Habits
Keeping financial records organized is just as important to customers as it is to you. If you don’t have experience in bookkeeping, it’s critical that you depend on someone who is. Unorganized bookkeeping can lead to discrepancies, potentially losing you hundreds or thousands of dollars. It’s your responsibility as a business owner to make sure customers are billed correctly and on time. Customers don’t want to chase down businesses to make a payment, and they want to make sure they’re getting the best deal. Your bookkeeping department holds the key to saving customers – and your business – money.
If bookkeeping isn’t your strong suit (like many business owners), you may want to consider outsourcing. Contractor in Charge offers a variety of services for small businesses, including bookkeeping and payroll. Find out how to put your company “In Charge” – schedule a call with us to get a free quote!