When IP companies first get started the paper chase is often very rudimentary.  Usually the most complete documentation consists of the Client Billing information followed by a list of the plant material installed (Inventory), along with a copy of the proposal, and a copy of the signed contract, if there is one.  This is OK for the first number of accounts.  The owner is probably wearing all the hats and has a good handle on the amount of time spent, how many visits per month, the dollar value of the plants replaced, and so on.

Then Along comes the First employee
Now the owner is still able to manage the account by just tracking time and replacements but after several employees are out there, this task becomes increasingly more difficult. 

It’s Time to Take Control
And the sooner the better.  It is no fun trying to reconstruct a hundred accounts 4 years after the fact.  Your monthly or quarterly Operating Statement may give you the numbers for the whole company but without the numbers for each account, how do you know if you are making money or losing it?  How do you know if you should raise your fees?  Some companies never raise fees because of this lack of specific information or they wait a few years and then raise fees across the board.  Not the best way to manage your business.

Along with Mangement Information you Have No Way to Evaluate Technicians Productivity.
At the end of the year, how will you know who to give raises and who not?  In another life I was in this very predicament.  So, what did I do?  I gave raises across the board and bonuses just ’cause it was that time of year.  Obviously, some employees who deserved this were pleased, others were not.  Most of them were well aware of their coworkers and who worked hard and who just did the minimum and many would ask themselves, "Why should we work so hard when it doesn’t matter"?   This method did not give both the company and the better employees a fair shake.

Documentation is Key to Running a Profitable Company
Today there are several software programs that give you at least the basics of Productivity and Profitability by the Account.    What ever method you use, it is vital for the future health of your business that you start to implement some method soon.

Check Out TPIE Seminar on Thurs. Jan.18th.
One of the seminar offerrings at this year’s TPIE covers Computer aided Presentations by Tropical Computers (Dr. Joe Cialone and Tom Creedham, Web Sites for Interiorscapers by Curt Conrad, and Quickbooks for Your Interiorscape Company.  This last presentation is not listed in the program as it was added after the program went to press, however, it is sure to be of interest to all ‘scapers as they fight the battle of the Paper Chase.  For more info log on to www.tpie.org.