I’ve registered for a FREE account – now what?
When you first login to SIGN2BILL you are automatically allocated a FREE single user account. The FREE account gives you 20 job cards and/or ToDO Task tickets per month but does not have the same functionality as the Paid accounts. The FREE account is the perfect package for a small one man (or woman) business.
However, if you are a SME or large company with a mobile workforce we highly recommend that you upgrade your subscription as soon as you’ve successfully created your Company Profile on SIGN2BILL.
I have a number of admin and finance staff as well as technicians who should be using SIGN2BILL – how do I upgrade my account?
Simply login and go to the SUBSCRIPTION DETAILS screen (under Manage> Account Details) and select the relevant pricing option.
Am I limited to the number of customers or services that appear on my SIGN2BILL dashboard?
No, you can set-up and manage as many (COD or Retainer) customers or goods and services as your business requires. You are charged only by the number of users (technicians or staff members) you want to register on the system. It’s only if you’re on the FREE account or the 1 User subscription, that there are some limitations, but even then the number of customers or goods & services listed in the system is not limited.
Can I change the currency on SIGN2BILL so it reflects the currency my company charges in?
Yes. SIGN2BILL supports all major currencies.
What if my customer has so many call-outs that he exceeds the hours stipulated in his retainer contract?
Where in the past this may have been an admin nightmare for you to manage, with SIGN2BILL, you can now immediately see the balance of the retainer at any point in time. SIGN2BILL will automatically charge the customer ‘Out of Contract’ (C/I) rates when the service item component limits, outlined in the original retainer contract details you’ve already sent up on SIGN2BILL for that customer, are exceeded. Retainer Management is just one of the key benefits of SIGN2BILL. There are also a number of useful functions and reports to assist you in managing the retainer customers more easily.
What if I have different rates for different goods & services rendered or different rates for different customers?
Don’t worry. SIGN2BILL allows you to differentiate your costings across your entire customer base and across all services you perform – at no extra charge. The system even allows you to have different costings across the different service categories. In other words, if you tier your pricing structures, and for example you charge out Travel at R10p/km for customer A, but for customer B the Travel charge-out fee is R30 p/km, the system will automatically track and establish this on each customer’s separate electronic job card.
Can my employees access SIGN2BILL anywhere?
Yes, because it’s in the cloud, SIGN2BILL is available 24/7: all you and your staff have “ToDo” is sign in. SIGN2BILL also offers functionality where you can choose to ‘Notify’ a staff member (via email) that they have been assigned a new work ticket – no more phone calls and dropped balls… Your entire work order/ task assignment workflow is automatically streamlined when you use SIGN2BILL.
How do my employees capture work done or services rendered when they are offsite at the client’s premises?
When you create a ToDo task on SIGN2BILL the allocated staff member will receive a ToDo notification email, with a link to full ticket item and the specifics of the job. Your technician will be able to re-assign the task or add notes to the ToDO ticket. On closing the ToDo ticket an electronic job card is immediately created for the customer to sign off.
NOTE: Unless you are on a FREE account, your technician can also email the job card to the customer for sign off at a later stage (ie Remote Signature). No more hanging around, waiting for the right person to come and sign off the job card. Your technician simply selects the ‘Enable Remote Signature’ button on the jobcard and it’ll be emailed to the customer for signoff later.
What if my onsite staff member is asked “ToDo” another task while at the customer’s premises?
As SIGN2BILL is in the cloud, it can be immediately accessed via a mobile device. And because all the components of the customer’s contract are pre-loaded, your staff member doesn’t have to worry about remembering billing details as it’s all seamlessly added to the new/revised job card.
How do my employees capture work done or services rendered?
SIGN2BILL allows you assign and indicate exactly which goods and services are available to a particular Client upfront, so that it’s easy to track the scope of the work/tasks being performed for that Client. We refer to this function as LINKING the Services and Goods to the Customer. Once you have listed the range of Goods & Services your business offers overall, you simply need to LINK which of these are going to be part of the scope of work done for each particular Customer. And at this point of setup, you can also indicate if the COSTS and QUANTITIES are going to be something different from the default company values. The SIGN2BILL system tracks all this information when transferring job card data into an invoice or report.
What if my technician didn’t actually need to go onsite, but could respond to an open job card with telephonic support?
Your technician can respond to the task request, complete it and email a job ticket to the Client for remote signature signoff.
NOTE: if you have upgraded from the FREE service to the Paid For subscription then you get additional functionality that allows you to:
- If your technicians are on the road a lot or don’t always have access to WiFi, then these sort of ‘spontaneous’ support jobs are probably hard to track and bill for. SIGN2BILL allows your technician to create a new, post-dated, job card that can be emailed to the customer for sign off after the job has been done, even if there was no actual ToDo ticketing task created. This is referred to as Post Capturing a job card and is only available to Paid For Subscribers.
- Enable the Remote Signature button on the unsigned job card. IOW the completed job card is emailed to the Client once your technician has left their premises (finished the telephonic support phone call) and the Client can sign it off remotely, on-screen, by clicking on the link in the email that opens up the job card in a browser window.
Can we add photos to the job card to prove work completed?
Before/After photos is a great way for your technician to prove work done, especially if at a remote location or afterhours. If you have a Paid Subscriber account then yes, this function is available at no additional charge. Your technician simply attaches the photo to the job card. T&Cs do apply.
How do my customers sign off on work or services?
Whether the customer is signing off on the job card immediately or via remote signing, they simply use their finger to electronically sign the completed job card and it’s immediately captured.
What if my onsite staff member is asked “ToDo” another task while at the customer’s premises?
As the system is in the cloud, it can be immediately accessed via a mobile device. This makes it really easy for your staff to add additional requests to a new or existing electronic job card on the fly. And because all the components of the customer’s contract are pre-loaded, your staff member doesn’t have to worry about tracking the relevant billing details as it’s all immediately accessible.
I have multiple Clients that could potentially use a range of my services or staff. How do I keep track of which Services each Client is ‘allowed’ to request from my Business and the relevant charge-out fees?
SIGN2BILL allows you to assign and indicate exactly which goods and services are offered to a particular Client upfront, so that it’s easy to track the scope of the work/tasks available to them. We refer to this function as LINKING the Services and Goods to the Customer and it means you can basically customise SIGN2BILL per customer on your books.
Once you have listed the range of Goods & Services your business offers overall, you simply need to LINK which of these are going to be part of the scope of work done for each particular Customer. And at this point of setup, you can also indicate if the COSTS and QUANTITIES are going to be something different from the default company values. The SIGN2BILL system tracks all this information when transferring job card data into an invoice or report.
INVOICING WITH SIGN2BILL
How does my admin team manage the electronic job cards?
There are powerful reporting functions and fully auditable tracking in place with SIGN2BILL so you really can see how your business (and your staff) is functioning. Your admin team can pull a report very easily on completed job cards and export all the details into an XLS spreadsheet for easy reporting and exporting to your invoicing system.
If you are a Paid Subscriber and have been making use of the Remote Signature function, then you can also pull a report listing which job cards haven’t been signed off yet. Run this report just before month-end so that you can chase up those customer’s in time for the billing run.
What reports can SIGN2BILL give me?
The system allows you to pull a variety of summary and/or detailed reports about your internal users as well as for your general/COD customers and Retainer clients.
Provide your customers with a detailed transactional report detailing what services they have spent their money on, including a detailed breakdown of each job card and the component charges.
SIGN2BILL’s retainer management is particularly powerful; you can pull reports to see what a Retainer customer’s balance is at any point in time or what service levels have been reached and are now automatically being charged for ‘Out of’ Retainer rates.
This report is only available to our Paid subscribers. It allows you to identify and track (by model or serial number and name), the charge-out costs incurred against that particular asset.
You can pull reports around the number of job cards in the system for a specified date period, list job cards that are awaiting customer sign off, see which staff members are the busiest, or which of your goods & services are the most popular and profitable.
The dashboard portal is like a summary overview report of your business. The dashboard will immediately allow you to:
- Analyse what services are being used the most;
- Weigh up service fees versus labour time;
- Assess what components of each job are either the most profitable or are costing the most.
All reports can be exported and emailed to the Customer and/or backed-up by the electronic version of the signed-off job cards.
NOTE: if you are on a Single User profile, then you’ll automatically have access to all these reports. HOWEVER, if you have multiple users then you probably don’t want all your staff being able to see these customer and billing-sensitive reports. You set up User Permissions under the MANAGE tab.
Can I send completed job cards to my customers?
Yes, you can print or email the signed electronic job customer to a customer as proof of work done/services rendered.
What if my billable rates change, for example, due to petrol price increases?
SIGN2BILL is very easy to customise and if you are the System Administrator, you can change the benchmark rates (ie Company Cost service) at any time. You have the security “ToDo” so, but the rest of your staff do not have this ability.
So not only is the system very flexible to your costing changes, but from a security point of view, only those with the relevant permissions can make key changes to your customer profiles and billable rates.