All you need to know on how to file work orders, press proof estimates, converted estimates, etc!
TLDR:
- Sort estimates alphabetically in the stack by the front desk computer
- File work orders numerically in the filing cabinets in the front office
- Note the list of clients who have their own folder
- Work orders and pending estimates/press proofs:
- Sort through the paper pile and make sure all multi-page work orders/estimates are stapled at both corners.
- Separate Estimates from Work Orders. Additionally, set aside paperwork for clients who have their own folders.
Clients who have their own folder:
PetDine, Joy Corporate, PLS, Colorado Botanicals, Paunchy Elephant and Coutrney’s cookies, Beth's Bees, Orca Song
- Sort Estimates alphabetically
- Sort Work Orders numerically--smallest number to largest.
- File all special client orders/estimates with their own folders in appropriate folders with the most recent order at the front of the folder.
- File all work orders in corresponding, numbered folders in the front office cabinets.
- Sort all estimates alphabetically in the pending estimate pile next to the main computer.
Whenever the stack of estimates gets too big, search each estimate number in Cyrious and sort into status: Pending, Voided, and Converted estimates
Converted estimates:
- File alphabetically in filing cabinet in the hall by the stairs.
Voided estimates:
- Shred. (I generally hold onto them for a bit before I shred them)
Pending estimates:
- Sort all estimates alphabetically in the pending estimate pile next to the main computer.