Why a job record matters
Solar jobs run for weeks and are touched by sales, survey, projects, store, accounts and service. When each team keeps its own notes, nobody can answer a simple customer question without calling around.
A good job record answers three questions at any moment, namely where the job stands, who owns the next step, and what money is pending.
At enquiry
The enquiry is the start of the record, so capture enough to follow up and to avoid duplicates.
- Customer name, phone number and city
- Source of the enquiry, such as call, walk-in, advertisement, dealer or referral
- Type of customer, such as home, shop, factory or institution
- Approximate monthly bill or connected load
- Owner of the enquiry and the next follow-up date
At survey
The survey turns an enquiry into facts you can price. Without it, quotations are guesses.
- Roof type, usable area and orientation
- Shading observations and access to the roof
- Existing electrical connection, meter and earthing condition
- Photos of the roof, meter, distribution board and surroundings
- The surveyor, the date and a clear verdict on whether the site is suitable
At quotation
The quotation records what the customer agreed to, so later disputes have a reference.
- System size and type, such as on-grid or off-grid
- List of materials with quantities, brands and rates
- Total price, tax and payment terms
- Revision history, with who approved each version
During delivery
Delivery is where jobs stall, so record documents and responsibilities, not only dates.
- Each stage, its owner and its status
- Documents collected and who verified them
- Utility application and subsidy steps, where they apply
- Materials issued to the job and returned from it
- Photos and test readings at installation and commissioning
Money and handover
Money records should link to the job so pending balance is always visible.
- Advance, milestone and final receipts, each with mode and date
- Site expenses against the job, with proof
- Handover date, customer acknowledgement and warranty details
After installation
The record should keep going after handover, because that is where repeat revenue and referrals come from.
- AMC start date, term and amount
- Service tickets with dates, visits and outcomes
- Warranty replacements and who bore the cost
- Renewal date and the person responsible for it
Keep this
- Every entry has an owner and a date.
- The record starts at enquiry and continues through AMC.
- Money and materials link to the job, not to a separate sheet.