What are the steps that a professional upholsterer should go through to make sure that the job runs smoothly through the shop? These would probably vary widely from shop to shop. Below is a list that I am making for my own use to help me keep organized. Perhaps it may give you some ideas about how to organize your own process.
To save time and frustration for both us and the potential client that we sometimes start by giving a rough phone quote.
If the client is acceptable to our rough phone quote or rough estimate then we give a full detailed estimate to the client (and keep a copy.) For more information,see Giving Detailed Estimates.
Clients can choose fabric from the samples in our store or from the fabric samples linked to our website. If a client chooses a fabric from the website we will either recommend that the client order a swatch or the fabric, or we will order it for them. We will not order the fabric for them until after they have seen an actual sample of the fabric.
After client chooses a fabric, call the wholesale fabric company and check the current retail price and check current stock. (Some fabric supplies will allow you to log into their website and check the current price and how many yards they have in stock) If possible, do that immediately while the client is still in your shop. If you are doing an in-home estimate, call the fabric supplier to check stock and price while you are still in the client's home. If that isn't possible, do it promptly that day or the following day.
If a client wants to purchase their own fabric I strongly recommend that they first let us give them an estimate, which shows both the total cost using our fabric and using their fabric. Our estimate form automatically figures into the price a COM fee of $15 per yard. On this page is a sample of our estimate form, which gives various price options. From that page, click on the estimate form, then click again to enlarge it. You will notice that the price for C.O.M. fabric is at the bottom of the form. On the estimate I also have a link to our COM page where it explains the COM fee.
Some clients like to purchase their own fabric for a variety of reasons. One of the reasons is that they want to buy the fabric at a lower price than you sell it for. As you know, part of the money that we upholsterers make on any job is the profit on selling the fabric. In recent years I have been charging a $15 per yard COM fee, which is automatically put into my estimates. (If you look closely at the bottom of the estimate form you can see how I include the COM fee. (Click on the form and it will enlarge.)
There are several ways to write up a Work Order.
On Paper
If you hand write your work orders I recommend having a preprinted work order that has places for all the standard charges as well as all the possible extra charges. this will remind you to add those extra
charges that you would normally forget. At the right you can see an example of one that I created some years ago .Click on the picture at the left to see a pop-u[ window with a larger view of the paper Work Order
In Recent years I have been using the invoice function of QuickBooks to create my work orders. I very seldom use the preprinted paper work orders any more. You can see an example of my QuickBooks work order at the right. Click on the picture to see a pop-up window with a much larger view of it.
Besides having a place to write the prices, the work order form should a description of your standard services and practices as well as also have all of your disclaimers and limitations. ....
In the busy day and age most of client's don't want to hang around while I write up the work order. So I offer to email the Work Order to them, and most of them jump at the chance rather than waiting around for me to finish it.
Once I have the Work Order finished, I email it out with these instructions:
I've created the Work Order and have attached it to this email as a pdf file.
- Please look it over and make sure everything is as you wanted it.
- Also, check the fabric sample below and verify that is the correct fabric.
- If everything is OK, and to proceed, then you would print out two copies of the Work Order,
- sign one copy and,
- return it to us with a 1/2 deposit.
Once we receive the Work Order and deposit we will put your furniture on the Work Schedule to start after we have worked through all the jobs in front of your job. (We are booked out quite a few months). We will also order any orderable materials that might be listed on your Work Order.When we have all your materials in our shop and when we are ready for your furniture we will notify you. Looking forward to working with you. Feel free call or email us if you have any questions.
Keep a running list of the supplies needed. Add new items to the list as we think of them.
Using a Calendar
Our Job Schedule