Brooks Signs Operations and Administrative Procedures

Vocabulary flashcards covering work orders, proposals, invoicing, tax jurisdictions, payments, rental accounts, and time activity entries.

Work Order

Outlines the job details, sign specs, quantities, materials, and instructions for production/installation.

Project Field

Identifies the specific job being completed.

Contact Field

Person requesting the work plus their communication info.

Billing Entity

The business/professional receiving the invoice.

PM Role

Brooks Signs representative overseeing the job.

Proposal

Provides pricing, quantities, materials, and job description before work begins.

Net 15

Example of proposal terms meaning payment is due 15 days after invoice date.

Proposal Components

Proposal #, Date, Rep, Project, Terms, Customer Info, Description, Qty, Pricing, Sales Tax, Total.

Add Time/Costs

Option used to return to billable entries if you click out of the billable time notification pop-up.

Tax Selection Rule

Rule requiring that tax must match the installation address.

Customer Pickup Tax

Tax setting that is always set to Charleston 9%.

County Verification GIS Links

Links for Charleston, Berkeley, or Dorchester used to confirm tax jurisdiction.

Customer Name Requirement

Payment portal requirement for the Customer Name, which may differ from printed invoice name.

Receive Payments Portal

Portal used to enter customer name, payment amount, payment type, check number, or process card.

Merchant Receipt

Receipt printed and attached to filed invoice copy for credit/debit payments.

SignaPay Entry

Third-party card payment entered as a Check Payment writing "SignaPay" instead of a check number.

AvidXchange Processing Fee

Fee added by AvidXchange where total charged must match the full amount provided.

Memorized Transaction List

List accessed via "Lists" for credit card fee entry.

CC Fee Entry

Transaction entry where fee amount is added to both Debit and Credit lines.

CC Fee Memo Requirements

Requirement to update memo with correct invoice # and billing entity.

Rental Program Purpose

Allows real estate accounts to divide payments over time.

Labor Only Contract

Rental contract billed monthly for installations/removals.

Labor & Goods Contract

Rental contract billed monthly for all service calls.

Rental Spreadsheets

Spreadsheets used to track signage agreements, terms, and sign movements.

Sign Number Lookup

Number (e.g., 635) found in rental spreadsheet that identifies the sign being moved.

Time Activity Required Fields

Date, Name, Customer:Job, Service Item, Duration, Notes.