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Did You Forget Something?
Have you ever arrived at your client's home only to realize that you have forgotten your digital camera or measuring tape? Nothing looks worse to your client than not being prepared. Create a system for everything, even something as simple as a list of items needed for a consultation.
Create a checklist with all the necessary items for your design consultations. Glance at your checklist the day before or a least a couple hours before the appointment. Here is the checklist we use at Debbie's Designs.
- Client Information Sheet (including directions)
- Client's File
- Business Cards
- Brochures (your company)
- Invoice for Design Consultation
- Cell Phone
- Digital Camera (Charged)
- Clipboard Filled w/Measuring Forms
- Protractor for Measuring Angles (or Index/Business Cards)
- Tape Measure
- Mechanical Pencil
- Portfolio, Design Books &/or Photographs From Magazines
- Fabric Books (selected for the client)
- Hard Treatment Hand Samples
- Hard Treatment Brochures
The day before the consultation, confirm with the client what rooms will be discussed and mention items that will be brought to the meeting, also confirm the day & time.
You may suggest to your client to mail or drop off fabric & paint samples several days prior to the consultation; allowing you to select fabrics that best reflect their colors & style. If time permits, ask them to take photographs of the room unless photographs are already available. Digital photographs are fast & easy, since they can be emailed.
Place a business card, brochure & the client data sheet on the Measuring System clipboard. Give the brochure & business card to the client after a brief greeting. The client datasheet is created in Microsoft Outlook in the Contact section. Type directions in an abbreviated format i.e., I-65 S, exit at Concord Rd exit, R on Concord Rd., R on Franklin Rd., etc. For easier reading while driving, enlarge font for the directions to 18pt.
A cell phone is included on the list, however, do not take the cell phone into the client's home. Phone calls during a consultation can be very disruptive & make a client feel they are not first priority.
Store hand samples of hard treatments in your car trunk or van. Use a plastic milk crate or similar container with hanging files to store extra measuring forms, brochures for hard treatments, decorative wood & iron rods. Add another container to store slat decks for blinds & color selectors of your favorite decorative wood and iron rods & a color deck from a paint store for help in matching colors.
To save you time, use the checklist that we created in Microsoft Word.Edit the checklist to suit your business then print it on card stock paper or laminate it. You may want to print several & actually check the items off.
Sales Tax - Part Three
Pay Sales Tax Only on Payments You Receive
This month we will be discussing paying sales tax on each payment as it is received. Some states allow you to pay sales tax only on the payment received.The upside to this method is that you only pay sales tax on the client's down payment/deposit & pay additional tax when another payment is received. Remember to check with your state regarding your tax liability. You may notice that the instructions below are similar to the Part Two article "All Sales Tax Due When a Payment/Deposit is Received", however, the amount of sales tax due will be much less.
- First thing you need to do is set your preferences in QuickBooks correctly.
- Click Edit, click Preferences, scroll down & select Sales Tax icon (on the left), click the Company Preferences tab, click the button "Upon receipt of payment" (Cash Basis). Also, click the button to indicate the frequency you pay sales tax monthly, quarterly or yearly.
- TIP: Make sure the box "Mark taxable amounts with "T" when printing" in UNCHECKED, unless you want T's to the right of every row on the invoice.
- After a down payment/deposit is received, open the estimate, click the Create Invoice button to turn the estimate into an invoice. At that moment the invoice is registered in your Accounts Receivable.
- Next, open the Receive Payment window & record the payment. The payment will automatically apply to your invoice. When there is more than one invoice in the payment window apply the payment to the correct invoice by clicking on that invoice.
- Example: If an invoice was created on 3/18/2003 for $4000 & you received a $2000 down payment/deposit; sales tax will be due the following tax period only on the $2000 down payment/deposit. QuickBooks will automatically calculate the correct sales tax.
- Special Note: The Total Sales amount on the Sales Tax Liability report will reflect payments less the sales tax.
- Be sure to calculate the Monthly/Quarterly Sales Tax Report on a cash basis: Click Reports, click Sales Reports, click Sales by Customer Summary, click Customize/Modify Report, & choose Cash.
- See the February issue regarding which reports to print & adjusting amounts of sales tax. See General Tips for Calculating Sales Tax
MORE WINDOWS added to the Measuring System! We have added 10 new items to our Measuring System. The new items include Eyebrow Windows, Double Doors with Arches & Sidelights, Double Doors with Transoms & Sidelights, Quad Windows & Quarter Arch Windows & forms for Cushions and Tablecloths. Most forms consist of two windows on a single page i.e., the Single & Double Window are now on one page. This new layout enables you to have fewer forms on your clipboard. The forms, custom clipboard & laminated index tabs are now landscaped instead of portrait.
New! All measuring forms include ¼" grid graph paper on the entire back. Sketch the client's treatment to scale right before their eyes i.e., a client can visualize how much a drapery stack will affect their view. See the New Measuring System.
Each month we will feature a company's window or bed design in our newsletter. Each person will receive a $20 gift certificate good toward any Minutes Matter purchase. To have your treatment considered, please submit the picture & details of the treatment to treatment@minutesmatter.com.
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Treatment Details . . .
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Please e-mail suggestions@minutesmatter.com telling us what topics you would find interesting to read in the newsletter. We look forward to hearing from you!
Special Notice: Our fax number has changed to 615-826-0832.
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