Arne does your paperwork. You do your trade.
Quotes, invoices, certificates, customer records, reminders: Arne draws them up while you're out on the road. From a conversation, a job sheet or a photo. Everything is ready as a draft, you check it and click send. No more evenings at the kitchen table with the invoices.
Replaces an administrative employee. For a fraction of a salary, without holidays and without sick days.
Arne is the colleague you've been looking for for years: someone who simply does the paperwork, correctly, every day, without you having to ask. He lives in your accounting software, your inbox and your customer records. He knows your items, your prices, your VAT rules and your way of invoicing, because we put all that into him together with you.
He doesn't do anything behind your back. Every quote and every invoice he draws up is a draft until you approve it. That's deliberate: you stay in charge of what goes to your customers. Arne just makes sure it's ready, complete and correct, at the moment you have five minutes.
The result: quotes that go out the same day instead of after the weekend, invoices that are ready on the day of the job, and certificates you find in two seconds instead of twenty minutes searching through your email.
What Arne does
He draws up quotes from an ordinary conversation
You tell Arne what the customer wants, in your own words, by voice or a short message: "new boiler for Peeters, condensing, existing chimney, flue to the side wall". Arne turns that into a quote with the right items, prices and terms from your list, and puts it ready as a draft in your accounting software. You read it, adjust it if needed, and send it.
What you still do: you decide on the price and the terms. Arne calculates and types, you sign.
He creates invoices and credit notes
After the job, Arne creates the invoice based on the job sheet or the appointment: item codes, quantities, the price from your list, VAT. A mistake on an invoice? He creates the credit note and the new invoice. A technician who prefers to invoice on site tells Arne what he did, and the invoice is ready while the customer is still standing in the driveway.
What you still do: you approve every invoice before it goes out. In the beginning you read them all, later only the exceptions.
He collects certificates and documents
Certificates from your measuring instruments, inspection reports, delivery notes, photos of the rating plate: they come in by email, through your instrument's app or as a photo from your technician. Arne pulls them out of your inbox, reads out the important fields (customer, address, date, appliance, readings) and attaches them to the right customer record. If a customer asks for a copy later, it's found in two seconds.
What you still do: you or your technician take the measurement. Arne makes sure the document is never lost again.
He keeps your customer records up to date
A new customer by phone or through the website? Arne creates the record. Moved house, new number, new appliance? He updates it. Your customer records and your accounting software stay in sync, every few minutes, without duplicate records.
What you still do: you just keep working in your own software. Arne makes sure everything in it is correct.
He answers questions about your administration
"Who still has an outstanding invoice older than thirty days?" "Which customers had a service last October and don't have a new appointment yet?" "How many inspections did we do in Veurne this year?" You ask Arne in plain language, he gives you the list.
What you still do: you decide what happens with the list.
He prepares payment reminders
After the due date, Arne prepares a friendly reminder, with the invoice attached and a payment link if you use one. After a second period, a second, firmer version. You check them and send them, or you let Arne send the first reminder automatically if you trust him with that.
What you still do: you decide the tone, the deadlines and who should never receive a reminder.
He gives you a short overview every day
Every morning a message on your mobile: what's scheduled today, which quotes are still open, which invoices are overdue, which documents are missing. Five lines, no tables.
What you still do: you read it with your coffee and know what needs to happen that day.
A day with Arne
Daily overview
Arne sends you the schedule, three open quotes and two overdue invoices.
Quote from a voice message
After the customer visit you record a 40-second message. At 08:34 the quote is ready as a draft.
Certificates in
Two measurement reports arrive by email. Arne reads them out and attaches them to the right customer.
Invoice on site
Your technician reports the job as done. The invoice is ready in the software, you approve it from your mobile.
Question from a customer
"Can you send me last year's certificate?" Arne finds it, checks that the customer has no outstanding invoice and prepares the email.
Reminders
Three payment reminders are ready for your approval.
How to put Arne to work
At a heating installer
Quotes for new boilers, heat pumps and repairs
From your item list, with the right VAT and your terms.
Certificates and inspection reports
Automatically pulled from your measuring instrument or inbox and linked to the customer.
Invoicing after a service
The technician reports the job as done, the invoice is ready.
At a garage
Estimates and quotes after diagnosis
Parts and labour hours from your list, ready to send before the customer leaves the garage.
Invoices with parts and labour
Correctly split, with the right VAT.
Documents per vehicle
Inspection certificates, service history and photos per number plate.
How we set up Arne
We look at your current paperwork
Which documents, which software, what's slow, what gets left lying around.
We load your items and prices
From your accounting software or your price list. Once, and after that Arne keeps up to date.
You try him out
In the first week you dictate quotes and read what he makes of them. We fine-tune until it's right.
We connect everything
Your accounting software, your inbox, your customer records, your measuring instrument's app.
We follow up
Every month a report in plain language: what Arne did, what he wasn't sure about, what we adjusted.
What Arne doesn't do
- He doesn't send any quote or invoice without your approval.
- He doesn't change prices or terms on his own initiative.
- He doesn't do the bookkeeping instead of your accountant: he creates the documents, your accountant stays your accountant.
- He doesn't share documents with a customer without checking that the customer is known.
- He doesn't make up an item that isn't on your list; in that case he asks you.
What Arne works with
Your accounting or CRM software
Teamleader and similar packages. Quotes, invoices, customers, items.
Your inbox
To catch certificates, receipts and questions.
Your measuring instruments
Arne automatically reads the reports your instrument emails.
Your technician
Through a short message or voice note from the job site.
Nora
What Nora notes down on the phone, Arne can put straight into a quote or customer record.
Safe and under control
Every document is a draft until you approve it. Nothing goes out by itself.
Your data stays in your software. Arne works in it, he doesn't copy it elsewhere.
Every action is logged: you can always read back what he created and when.
A request for a document only goes ahead if the customer is known and there's nothing outstanding that you want to sort out first.
What you get
- Draft quotes from a conversation, message or job sheet
- Invoices and credit notes based on your items
- Collecting certificates and documents and linking them to the customer
- Customer data kept up to date across your systems
- Questions about your administration in plain language
- Payment reminders prepared
- A short daily overview on your mobile
- Monthly follow-up and fine-tuning by a human at Voorop
Good to know about Arne
Does Arne work with my accounting software?
With the common packages for SMEs, such as Teamleader. If you use something else, we'll look in the demo at whether and how we can connect.
Do I still have to check invoices myself?
At the start, all of them, so you can see that they're right. After that you choose: keep checking everything, or only the exceptions Arne flags.
Can my technician work with Arne too?
Yes. A short message or voice note from the job site is enough to get an invoice or a quote ready.
What about my accountant?
They stay. Arne creates the documents your accountant currently gets from you, just faster and more completely.
What if Arne makes a mistake?
Then you'll see it when you check, because nothing goes out without you. Every mistake we see, we use to fine-tune him.
Can he also put old documents in order?
Yes. At the start we let him go through your inbox from previous years, so old certificates and receipts are also attached to the right customer.
Meet the others
Want to see how Arne prepares your quotes and invoices?
Request your demo. We build Arne to fit your business and show you a quote the way he would make it for your customer. Free, no obligation, within a few days.
- Three fields, that's all you need
- No sales pitch, we just build
- You get a number you can call, not a PowerPoint