A Brief Look at Paperwork Filing Best Practices
A courier service is going to manage a lot of information. The most relevant of all the information is going to be about clients.
The best practice for filing paperwork on any client is to create an individual file for each customer in addition to any computer files about them too.
This file should contain:
- a copy of every single invoice or bill;
- a summary sheet for the client that includes their up to date contact information;
- a log of all deliveries sent to the location; and
- a sheet indicating their current status.
Of all the documents in the file, the status sheet will become the most valuable because it will contain the notes about problems with packages, complaints received, or delays in receiving payments. This will help you to be able to speak with the client at any given moment and know their experiences with your company.
This sheet should also indicate any special pricing structure extended to the client, or any payment arrangements agreed to as well.
When should filing like this be created? From your very first day of business you should be building comprehensive files that retain every bit of information available.
While you might be tempted to rely strictly on a computer, it is best to always retain hard copies of the details too. This is especially true if you use customer contracts that outline the pricing structure and other details of your work with a particular firm.
Only by retaining a signed copy of the document on file will you be able to instantly retrieve the information at a moment’s notice.
Won’t this amount of paperwork get in the way of running the day to day courier services?
It can, and this might eventually force you to consider hiring some part time office support. Of course, if your business is this active it can only be a good thing to need the help!