SALES 1 PREPARATION 2 CONTACT MANAGEMENT Use the Marketing Guide to help determine if & how any kind of business will use temps. Items to include: As a sales rep, you will learn that it is wise to always be prepared to present your company to a potential customer. The idea of a car box is to keep a supply of helpful items in your car for those unexpected sales calls. Customer Applications Brochures Business Cards Sales Call Sheet (to record notes) Work Orders Sample Certificates of Insurance Marketing giveaways: carpenter pencils, pens, notepads, etc. Hard Hat Calculating a Bill Rate Direct Costs: Social Security 7.65% State Unemployment 2.70% (approx) Federal Unemployment 0.80% Workman s Compensation 12.00% (approx) Liability Insurance 0.50% Continuing Fee + 13.00% (8% of sales) TOTAL 36.65% The above shows that on the average a 36.65% markup in order to cover direct costs. Next, determine profit minimum needed to cover fixed expenses. Typically, this is 15%. Bill Rate = Pay Rate x (Direct Cost Percentage + Profit) + Pay Rate EXAMPLE: If Pay Rate= $7.76 Direct Costs = 36.65% Profit=15%, then Bill Rate = 7.76 x (0.3665 + 0.15) + 7.76 = $11.77 Make sure to do a competitive analysis. Know what your competition is doing and what they are charging. Features are facts about our company that distinguish us from our competitors. Benefits give the Prospect reasons to buy from us. A feature becomes a benefit when you answer the question, What does that mean to the customer? Using HQ WebConnect to track and schedule sales calls, visits, and other activity and notes helps keep all information in one convenient place. Prospect Sales Contact Window: (a) Contact Info Entry- including fields for Company, First, Last, and Middle Names, Title, Address, Phone, Mobile, E-mail (b) Save / Save & Add New links (c) Event/Note icons- Call, Meeting, To Do, Add Note, Show Contact Calendar. Also here you see the scroll bar to switch between records in Search. (d) Status for Prospect can be Active or Inactive. (e) Link to a Customer will associate Prospect with selected Customer. (f) Sales Contact checkbox- used to identify prospects for new customers or jobsites. Calendar Event Window (a) See which records the event is linked to by Contact, Customer, and Jobsite. (b) Event Type- choose from a drop down from types of calls, meetings, to dos, or a note. (c) Regarding- use this field to describe a brief summary of the event. Use the Description section for more details. (d) Date/Time- select a date on the calendar and edit time if need be. (e) Follow Up Activity link opens a new event to schedule future activity needed. The Basics of Entering a Prospect 1. Go to Prospects /Add New Prospect. 2. Enter information collected like Co Name, Contact Name, Jobsite, Phone #, etc. Then click Save or Save & Add New (if entering multiple records at once). 3. The prompt: Do you want to add events? will open after clicking Save & Add New. Record your event by clicking Yes, choose the correct event type and enter the necessary info for the sales event. 4. After Save the event, you can add another event by choosing Yes. Enter the necessary info for the future sales event and Save. 5. Choose No when you are done adding events to open the next new Prospect window. Check out the Sales Manual, marketing materials, and much more online at hirequestllc.com.
NEW CUSTOMER 1 2 3 APPLICATION VERIFICATION VISIT 4ENTRY Call the customer to confirm the following: Visit the job site 1 st day of service. Call A/P Person to ensure billing info is correct and to find out payment procedures including lien releases And credit card payments. Also find out if they require a W-9 for their file. A new customer requires a business name, (a) Workers Comp Code, which can be selected from the list by clicking the link and must match the jobsite state & (b) a physical address. You can also add (c) Contacts & (d) Events/Notes to this window. From Customer Application, confirm: 1. Is a PO # Required? 2. Review answers to safety conditions and equipment required. 3. Confirm Job site address is correct. 4. Run credit check in Experian or by calling references listed. Ask HR Manager if Certificate of Insurance is needed. Fill out a Job Site Survey about job site conditions on Internal Use. Enter in multiple jobsites for a customer in the Jobsites tab of the Customer window. If necessary, complete the NTO information required to secure lien rights. Fill out Certificate of Insurance Request (or the Special Requirements Form if needed) on Internal Use. In the Billing Info tab, change the (a) billing address by unchecking the Same as Physical box and (b) add Pay/Bill Codes for the customer, or specific jobsites within the customer. Send Credit Letter with Credit Limit In the Customer Window there are also tabs to record DNRs and assign Sales Commissions to Customers & Jobsites.
NEW EMPLOYEE 1 Login Setup 2 Create New Hire Package 3VERIFICATION Navigate to https:// hrx.talx.com/webmanager/ LoginClientKey.aspx. Enter your Employer code 15337. To create a new hire packet, click Create New Hire Packet from the left navigational menu. Enter your TALX Onboarding webmanager User ID, then click Continue. (If this is your first time accessing the webmanager, you will be presented with a brief description of TALX s Risk-Based Authentication (RBA) and prompted to complete a simple 5-step enrollment process.) Enter your TALX Onboarding webmanager PIN you received from Hire Quest and click Log in. Navigate to https://hrx.talx.com/ webmanager/loginclientkey.aspx. Enter your Employer code 15337 and your UserID= E-Mail Address and Pin. There is no need to enter (or re-enter) the new hire s Social Security Number. Simply leave them blank and click Continue Enter the new hire s First and Last Name, Phone Number and that s all! Then choose your location and position in the Job Data fields and click Create Hire Packet to complete creation of the packet. The Summary screen is presented after the packet is created. It shows the new hire s Login ID. The Login ID will be the first two initials of the First Name and up to six characters of the Last Name. Their Password is the last 7 digits of the phone number. The employee will be able to go onto the computer in your office that you have designated for applications, and continue with the new hire process. If you provided an email address when creating the package, the new hire will receive an e-mail invitation to visit the Employment Center within approximately 15 20 minutes after the new hire packet is created in order to fill out the application from home. The link on the employee kiosk in your office and on the e-mail directs the new hire to the Employment Center.
1 WORK ORDERS/TIMESLIPS 2THE QUICK PAY WINDOW Customer calls in a new order. PAYROLL Click from the HQWebConnect Dashboard To display a different work date change the date at the top & Refresh. Additional Info All underlined words on this window are links to open records. In the Employee Hours window, you can even open the Employee window by clicking on the Emp. ID link. After Pay Checks are created, they show up on the Quick Pay screen as Unfunded, Funded or UnDeposited. Unfunded Pay Checks can be funded by clicking Unfunded and selecting fund payroll. UnDeposited Pay Checks will remain in this state until Direct Deposit is processed by Hire Quest. If a pay check is unfunded you can fix errors by deleting the check/transaction and then re-open the Employee Hours, and correct necessary information before selecting Print Pay Stub again. If a pay check is Funded you can fix errors by requesting a reversal and then after successfully reversing a Pay Check, re-open the Employee Hours, and correct necessary information before selecting Print Pay Stub again. Contact Hire Quest fot guidance to correct Direct Deposit Pay Check errors. Create a new Work Order from info collected and select save, the time slips will be auto created. Click from the HQWebConnect Dashboard The Not Assigned link opens the Employee Search to assign employees to time slips that the names were written in on during dispatch. Click on employee name or hours to open the Employee Hours Window to add hours, add deductions and misc. pay, and Print Payroll Stubs. In the Paycheck Window review the check info, you can then fund the payroll, print a pay stub or delete the check transaction. Print Time Slip(s) by checking boxes beside each time slip.
Scanning and Importing Tickets 1 SCANNING 2SELECTING 3MULTI TIME SLIP IMAGES 4 UPLOAD Scanning of the time tickets or time sheets should be done on a daily basis. This ensures you have collected all tickets when beginning the billing process the next Monday. The following are the instructions for scanning a time ticket/time sheet: Load a group of WHITE time tickets into the scanner, not to exceed 15 documents, either from your scanner or from the scanner software icon on your desktop then click the scan button From the File Save Settings screen, in Location box select Browse, Computer, Local Disk (C) and tickets to tell where you want the tickets to be saved. ensure the file type is Jpeg. Click Ok tickets should begin to scan to the ticket folder. Once all docs have scanned, from HQ Webconnect select: o Time Slips o Import o Set Path (select the place where you saved your scanned tickets) Your tickets will begin importing. Once imported, ensure time slip ID is correct with the image by clicking View Image. If so, enter the hours from the ticket into the hours box and if ticket is signed, check the Signed box. If you have one time slip for multiple time slip ID s, click MULTI. You will then see the image below. Select the Customer that the time slip applies to, the work start and work end dates. Click Search and a list should show up in the left box. You should then choose the time slip ID s that you want in the Left Block. The Middle Block will show the employees on the time slips you selected in the left box. The Right box will show the Time slips you have selected. You will then need to put in the hours for each of those time slips. Once they are all filled out, click OK, it will show you a message saying you selected number of time slips totaling number of hours, is this ok? Select Yes. Then, Click OK at the bottom. If the time sheet is a custom time sheet (sheet other than a ticket with a time slip number) check the box that says Custom Time Slip. If that custom time sheet contains multiple employees that are associated with different time slip numbers you can choose to have only 1 image present for all those specific time ticket # s when the invoice is printed. Do so by unchecking Print with Invoice on all employees on custom slip except one; otherwise, in the instance of 15 employees on 1 custom time sheet, the computer may create 15 copies of that one time sheet when the invoice is generated. Once hours are entered and all signed boxes are checked, click Upload at bottom right of the screen. If file uploaded successfully, it will permanently be stored in HQ.
INVOICING PREPARATION CREATE INVOICES CREATE INVOICES SUBMIT WEEKLY 1 2 3 4 BILLING In HQWebConnect Go to Time Slips and Scanned Status pull the report for the week your are going to invoice and ensure all of the tickets for that week have been scanned and signed From the top of the main menu, select Customers, Invoices, then Create Proposed Invoices. If hours or bill rate are incorrect, right click the appropriate time ticket and select Adjust Billing Hours. Make necessary hours or bill rate adjustments in the preinvoice adjustment row. In the reasoning box, type in why you made the adjustment. Click Ok. Once all invoices have been created, select Customer, Invoices, then Weekly Billing. All invoices you just created will appear on the screen. Once you are satisfied with the billable hours, select Create Proposed Invoices. The Ticket Scanning Verification page will now be displayed and will show all tickets that were just billed and whether or not each was scanned in and had a verified signature. Once all invoices have been created, select Customer, Invoices, then Weekly Billing. All invoices you just created will appear on the screen. Next go to Customers Invoices Proposed Payroll Billing Report Print this report and review your Hours, Bill Rate and Pay rate. Next, type in the customer id of the customer to bill. If there are specific job sites, click the blue job site link, select the appropriate site then click Get Hours. Your unbilled time slips for that customer will be displayed. All time slips with hours will now show so select all slips that are to be billed by individually checking each or click Select All at the bottom left of the page. At this point, add total hours on physical tickets with a calculator to ensure those hours match with selected hours on screen. Also, check the bill rates to ensure accuracy. If any section says no, you can t proceed. Go back and repeat the scanning ticket and adding processes sections as stated above. Once again, select Create Proposed Invoices and continue to the ticket scanning verification page. If all is now scanned and signed, select Ok. Next, glance through each created invoice to ensure all detailed information is correct and that the total invoiced hours match the total time slip hours. If they do not match the invoice will be highlighted in red. To see where the error is select the invoice and right click and select Open Details this will show you all time slips where the invoiced hours do not match the time slip hours. Make any necessary corrections. Once verified, click Save and the proposed invoices will be created. Additionally, this step allows the billing department at corporate to have knowledge of the completion of the branch billing process. If necessary, make any payroll or billing corrections in HQWebConnect Next go to Customers Invoices Proposed Invoices Report Print this report There are 3 items to check in this process, ensure the regular/overtime rates are correct, Ensure the Bill Rates are correct and ensuring the margins are exact, if not, understanding why they aren t.
CREDIT AND COLLECTIONS 1 ESTABLISH CREDIT 2COLLECTION CALLS 3 FOLLOW-UP Since our Terms of payment are Net Due Upon Receipt, which means that as soon as the invoices is received, it should be processed for payment in full You should allow weeks 4 & 5 of the invoice cycle for the Customer to process the Invoice and expect payment by the 6 th week. Run credit checks on all new customers using Experian and call references listed on application to approve and establish credit limits. Start collection calls after the 6 th week if payment has not been received. Sending HQ WebConnect generated Customer Statements once a month can be an effective step in the collection process. The invoice cycle begins if credit is approved and Customer makes 1 st order. Week 1: Work Performed Week 2: Billing Processed Week 3: Invoice Received by Customer Make a service call to Accounts Payable 1 week after 1 st invoice date. Ask: 1. Was the invoice received? 2. Is the company name and address accurate and spelled correctly? 3. Is all the info they require for payment included and correct? 4. Are there any questions or problems that might delay payment? 5. Determine scheduled payment dates. In HQ WebConnect, under Customers/ Accounts Receivable, choose to run the A/R Aging Report which will display all unpaid invoices. In order to record notes in this report choose the Display in Browser dropdown at the bottom of the parameters window and then Run Report. Sample Collection letters for all stages in the collection process are available on www.hirequestllc.com If customer is unresponsive to all other matters, turning the case over to legal is the final step. If customer wants online access to invoices, sign them up for a Customer Web Portal login via TrojanLabor.com or AcruxStaffing.com. In this view of the A/R Aging, there is the ability to open Customers and Jobsites and add events/notes for all Collection Calls made or to schedule future events. Check your state Mechanic Lien laws to file liens on construction related projects. Remember liens are time sensitive. File Small Claims in the county s Clerk of Courts. Hire a lawyer to file liens, small claims, & judgments against the company.
ACCIDENT REPORTING AND WORKERS COMPENSATION 1 ACCIDENT 2INVESTIGATE 3 RETURN TO WORK 4 CLAIM MANAGEMENT Employee is injured on the job Begin onsite investigation immediately. Obtain medical paperwork from authorized doctor. First determine if the injury is serious or life threatening. Has the employee been released to work? IF YES IF NO All Workers Comp Claims are recorded in the Employee Window under the Worker Comp Claims tab. Keep up with the latest updates for each claim here. IF YES Begin to complete the required forms and communicate with the HR department. IF NO Offer light duty work if specified. Notify HR department immediately. Employee should be transported to the nearest medical facility. Take notes about the claim in the Claim Notes tab of the Employee Workers Comp Claim window. Notify the HR department at Hire Quest immediately for further handling. Please provide the name of the medical facility. Have the employee return to the office to take to an authorized clinic. Accident Investigation Report + + Supervisors Incident Report Witness Statements from Supervisors and Co-Workers + Employee s Report of Injury Form No matter what type of accident occurs, these same forms are to be used consistently. All necessary forms are available on the Hire Quest website at: www.hirequestllc.com
INTERNAL USE * * * ALL RESOURCES FROM THIS QUICK GUIDE & MUCH MORE ARE AVAILABLE ON HIREQUESTLLC.COM * * * Click on Help Online in HQ WebConnect to go directly to our website. Use your HQWebConnect User Id and Password to access all of these useful tools! Hire Quest Internal Use features: (a) Manuals: Click here to find electronic copies of the latest manuals including the Operations, Sales HQWebConnect, Safety manuals. (b) Forms: Click on Trojan Labor or Acrux Staffing forms to download every form from the employee application to the credit card payment form here. (c) Human Resources: Click here for useful Human Resources information including medical panel, employment law, unemployment and workers compensation. (d) Training and More: Here you will find training videos, slideshows, manuals and much more to help you gain understanding about our business. (a) FAQ: Click here to find answers to the most frequently asked questions from the field on accounting, HR, operations, HQ WebConnect, sales, email, and computer troubleshooting. (d) Downloads: This area features software available for use in daily operations including HQWebConnect and many other useful programs. (e) Management: This area features management tools available to streamline operations. These include Certificates of Insurance, Notice to Customers and Jobsite Surveys.