Accurate Information Entry
Customer Information:
- Use complete, accurate names
- Verify phone numbers (double-check digits)
- Confirm email addresses if available
- Use consistent formatting
Vehicle Details:
- Accurate license plate (case-sensitive, exact)
- Correct make and model names
- Exact color description
- Year if tracking (optional)
Service Details:
- Clear service description
- Accurate pricing (verify costs)
- Tax calculation verified
- Special notes if applicable
Payment Information:
- Accurate amounts (double-check math)
- Correct payment method
- Last 5 digits correct for cards
- Exact change calculated for cash
Job Notes:
- Clear, professional language
- Document issues or special requests
- Note any customer preferences
- Record follow-up actions if needed
Avoiding Common Data Entry Errors
Typos:
- Double-check all entries
- Use copy/paste for repeated info
- Verify names spelled correctly
- Check phone numbers digit-by-digit
Formatting:
- Phone: Consistent format (e.g., 071-234-5678)
- Currency: Use appropriate decimals
- Dates: Use standard format
- Text: Use proper capitalization
Amount Errors:
- Always verify decimal places
- Double-check totals with tax
- Confirm payment amount matches due
- Calculate change carefully
Duplicate Prevention:
- Search before creating customers
- Verify vehicle not already listed
- Check existing jobs before creating new
- Avoid duplicate data entry
Accuracy Tips:
- Read back entries aloud
- Have second person verify if possible
- Use spell-check for notes
- Test calculations manually