Faster invoicing and quote follow-up for an electrical contractor

The delays

An electrical contractor in East Yorkshire employed 12 field engineers and office staff. Completed jobs were waiting for paperwork to return to the office, and customers received invoices an average of nine days after the work was finished.

Quotes were also being missed because follow-up was inconsistent.

Job details sent from site

Paper forms were replaced with digital job sheets completed by engineers on their phones while still on site. They recorded the work, time, materials, notes and customer approval.

Once a job was marked complete, the office received the information needed to start invoicing.

Keeping track of quotes

Outstanding quotes were organised by status, age and value, with a named person responsible for following each one up.

Once that process was in place, automated reminders were added for quotes left unanswered beyond an agreed period. The reminders included a secure link for approval or payment. Staff continued to handle the more complex opportunities.

The result

Average invoicing time fell from nine days to three. Quote conversion increased by 25%, and the team saved around four hours of administrative follow-up each week.

The changes were made without adding office staff.

Discuss your workflow

If completed work is waiting on paperwork, or quotes are being forgotten, tell us where the delays happen.