Invoicing is an extremely important part of the Sales process. In fact, probably the most important step in managing your business.

An invoice is a record of the goods and services you have provided. It is important for you to have evidence of sales, to protect the customer and yourself, as well as for your record keeping.

It is evidence of what you have provided, and aside from the legal requirements, it provides you the ability to close off a sale and confirm your bookkeeping to ensure you have received payments.

And it is your brand image. It will be viewed multiple times by your customers. It represents you and your business, and the brand as a whole.

Hence is it so important to maintain your professionalism all the way through the process of invoicing.

5.1 Completing the Invoice

Each PWS franchise will have their own customized Invoice book. An example is provided in Appendix 1. There are several key sections, including:

Your business details
Quote/Tax Invoice No, Date
Customer Details
Description of Goods/Services
Payment methods/conditions
Tank Condition Report
Additional Comments (for your records)

Always try to ensure you present the invoice directly to the customer on completion of the job and that it isn’t dirty or crumpled. It is quite easy to forget to wash/wipe your hands after completing a job.

Present the invoice only when the job is completed. If it is not 100% complete, and you have to return to finish some tasks off, present the invoice at that time.

Should you not be able to present the invoice directly to the customer, leave it at the premises (either in the letter box or pre-designated area) and follow the customer up with a phone call. Leave a message if required.

5.2 Updating Database and Bookkeeping

With your carbon copy of the invoice, you will need to update your customer records in PODAC (refer to Module 2 Section 4.0) and update your Bookkeeping system.

Staying on top of these functions is critical in managing your business. The sooner you complete this task, the fresher your memory. Leaving it too long before you update database and accounting means you could be susceptible to errors. And to be honest, it can build up to be a troublesome chore for some.

Keeping up to date records will assist you in managing your business, and staying on top of Bad Debtors.

The Franchisee is required by the Franchise Agreement to ensure the Database and Accounting records are kept up to date.

5.0 Invoicing

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Module 1 - The Franchise System

Module 2 - Administration and PODAC/ITF

Module 3 - Technical Information and OH&S

1.0 Background of the Water Industry

2.0 Australian Drinking Water Guidelines (ADWG) Introduction

3.0 Common Water Borne Diseases

4.0 Chemicals and Substances found in Water

5.0 Pristine Water Systems Chemicals and Treatments

6.0 Water Testing/Analysis & Results

7.0 Industry Certifications

8.0 Safe Work Australia / Workplace Health & Safety / Occupational Health & Safety

9.0 Filtration & Ultraviolet Products

10.0 Types of Tanks

11.0 Other PWS Products & Equipment

12.0 Glossary of Terms

Module 3 - Appendix

Module 3 Quiz

Module 4 - Operations - Standards

1.0 Introduction

2.0 The PWS Process

3.0 Planning your Work Schedule

4.0 Planning Product Ordering

5.0 Water Testing

6.0 AqueousPro™ 50 Water Sanitiser

7.0 Water Tank Cleaning

8.0 Filtration / Sterilisation Supply (Assembly)

9.0 Ongoing Service and Maintenance

10.0 PWS Standards

11.0 AqueousAir™ Assembly & Installation Instructions

Module 4 - Appendix

Module 4 Quiz

Module 5 - Sales, Marketing, Quoting & Invoicing

1.0 Introduction

2.0 Advertising & Marketing

3.0 Selling PWS / Selling Yourself

4.0 Assessments & Quoting

5.0 Invoicing

Module 5 Appendix

Module 5 Quiz

Module 6 - Equipment Maintenance

1.0 Introduction

2.0 Vehicle Maintenance

3.0 Equipment Maintenance

Module 6 Quiz

In-Field Quick Reference Guide Content