The 6 Essentials – Guide for Modernizing
Your Sales & Customer Service

1. Standardize Your Quotes, Billing & Payments

Create a consistent, professional process for estimates, agreements, billing, and collecting payments. For most businesses, this starts with QuickBooks, which handles your bookkeeping and integrates with many quoting and payment tools.
On the front end, you’ll need:

• Customer onboarding forms
• Quote or proposal templates
• Simple ways for customers to approve and pay

These can be set up in a Field Management System like Jobber, ServiceTitan, or Workiz—or built affordably using custom website forms connected to a CRM or payment platform.

Assessment Questions:

• Do you have standardized estimate and invoice templates that every customer receives?
• Are customer agreements documented and signed consistently?
• Do you collect deposits or payments online instead of checks or cash?
• Is your quoting, billing, and payment process connected to your bookkeeping system (like QuickBooks)?

2. Centralize Customer Communications

Stop losing customers because of scattered calls, texts, and emails.
Instead, use a unified communications system that brings together:

• A business phone number (not your personal cell)
• Business email (not Gmail/Yahoo)
• Website contact forms
• Facebook and social messages

Everything goes into one inbox, so you never miss a message and can respond quickly.
We recommend GoDaddy Conversations for an affordable, all-in-one solution at around $15/month.

Assessment Questions:

• Do you have a business phone number that multiple team members can answer (instead of using your personal cell)?
• Are all customer calls, texts, emails, and messages routed into a single shared inbox?
• Do you respond to new inquiries within 1 business day or less?
• Do you track which leads came from phone, email, website, or social media?

3. Organize Your Scheduling and Job Processes

Use shared calendars and defined workflows so everyone knows what happens next—no more missed steps or confusion.
Set up:

• A calendar for each team member
• A clear task sequence for every job, from quote to final payment and review requests

Google Workspace Starter is ideal for managing employee emails and calendars, as nearly every scheduling platform integrates with it.

For project management (especially if you’re not using a Field Management System yet), tools like Asana can track progress and keep everyone accountable.

Assessment Questions:

• Do you use shared calendars so your team always knows what jobs are scheduled?
• Do you have a clear step-by-step workflow for each type of job, from quote to completion?
• Are all job materials, details, and task lists documented in a system (rather than relying on memory or text messages)?
• Do you track job progress in real time (e.g., in Asana, Google Calendar, or a field management system)?

4. Optimize How You Accept Payments

Make it easy for customers to pay, while keeping your fees as low as possible.
Set up:

• One-time payments
• Recurring subscriptions
• “Buy Now, Pay Later” options
• Credit card and ACH payments

Be aware: many Field Management Systems charge processing fees up to 4%, which can cost you hundreds on larger jobs.

Whenever possible, we recommend ACH payments. With QuickBooks, fees are usually capped at $15 per transaction, and with other processors, you may get this as low as $5.

Example: On a $10,000 job, paying 4% in card fees costs you $400, money you can keep with ACH.

Assessment Questions:

• Do you offer multiple ways for customers to pay (credit card, ACH, recurring billing)?
• Do you have a clear policy on when to accept each payment type?
• Have you reviewed your payment processing fees in the last 12 months?
• For larger jobs, do you encourage ACH or lower-fee options to save money?
• Do you offer customers a buy now pay later option?

5. Build a Strong Website & Google Business Profile

Your website is often your first impression—and it should do more than look good.
A modern website should:

• Clearly list each of your services
• Showcase your past work with photos and reviews
• Include customer agreements and forms
• Make it easy to collect payments and deposits
• Help customers leave you reviews
• Support structured data (schema) so Google and AI tools understand exactly what you do

This is where Quick Square can help the most. We start by:

• Developing your core marketing messages
• Identifying your target customers and sales process
• Building a strategy for your website, social media, and email marketing
• Creating fresh, relevant content every month

We combine AI efficiencies with expert copywriting, based on interviews with you—nothing is outsourced overseas.

Assessment Questions:

• Does your website clearly list all services and showcase photos or reviews of past work?
• Can customers easily request quotes, sign agreements, and pay online?
• Is your website set up with structured data (schema) so Google understands your services?
• Is your Google Business Profile fully optimized and updated regularly?
• Are you posting fresh content to your website and Google Business Profile at least monthly?
• Is your Google Business Profile at high risk of being suspended because you aren’t compliant with Google’s policies (review risk assessment here https://www.quicksquare.com/builders/)

6. Build a Simple Customer Database (CRM)

Don’t wait to get organized.
A basic CRM lets you:

• Keep track of every lead and customer
• Store quotes, invoices, and communication history
• Send email updates and offers (especially if you provide seasonal or annual services)

Even if you aren’t ready for a full Field Management System, you should start capturing customer data today.

When you’re ready to upgrade, all of your information can be migrated seamlessly.

Assessment Questions:

• Do you have a system to save every customer’s contact information and history?
• Can you easily see which leads are active, pending, or closed?
• Do you send regular email updates or offers to past customers?
• Are you prepared to migrate your customer data into a field management system when you grow?

Want Help Putting This All in Place?

If you’d like help with any of these areas—or prefer someone to set everything up for you—Quick Square offers:

• DIY training and support
• Done-for-you services that handle everything

Request your free business assessment today.