Tank Track offers a robust “reminder” system to help you keep track of service due dates and to help you reach out to customers automatically during the 30 days prior to the service due date to get their permissions for repeat jobs.
You can create as many unique and specific Service Due Notices per property, as needed.
There are 2 easy ways to create a service due notice inside Tank Track.
The first way is to create a Service Due Notice manually.
From the Property page, click the Add Service Due Notice button and complete the short form. Add the appropriate products and services from the drop down menu. Add any helpful Job Notes. Select the service due date. Then click SAVE.
The second and most common way to create a service due notice is to do so as you complete an invoice.
When you are finishing a job and have completed the documentation, you will ordinarily check the JOB COMPLETED checkbox right on the invoice page.
This adds a yellow highlight to the SERVICE DUE row
below. This highlight serves as an invitation and reminder to create the service due notice immediately, if appropriate, while all the details are fresh in the technician’s or office staff’s mind.
The next step is to add the number of years to the next service date. Note that years is the default unit of time but other time units are available if needed. Once a number is entered, a hyperlink is added to lead you to the next and final step.
Click the link to open your new Service Due Notice. Tank Track assumes that the services you performed today will be done next time. But a person must review the notice and approve it because of course, sometimes the next visit won’t be identical.
In this case, since a riser was installed on this visit, it must be removed from the service due notice as shown. Also, based on new information, you have the option to add to your to-do list for next time by using the now familiar dropdown menu with all the products and services you offer.
If you have offered special pricing for the job just completed, you can preserve these same prices for the next appointment by checking the “Remember prices for this property” checkbox.
Otherwise, prices for the next appointment will be determined by your then-current default prices.
Any job notes from the job you just finished are automatically carried forward to the service due notice and eventually to the next invoice. You can edit these notes as you see fit. The new service due date is 2 years following the current date of service as shown. You can easily change that here if you wish.
Be sure to click SAVE.
Once a Service Due Notice is SAVED, new entries appear right here on the invoice..., on the Property page..., on the ledger for this property…., and on the main SERVICE DUE tab.
With a little practice, you will be making service due notices from completed invoices in just seconds.
Now you can keep track of your services due dates without worry.