Alfa eco applications — appointments, CRM and costing

Alfa ecoapplications provides pest control, rodent control and garden care for homes and businesses. The work has many moving parts: crews on the road all day, contract customers who need a treatment every month, chemicals and materials used on every visit, and mileage that adds up. We built an online system that keeps it all in order and answers the most important question: how much do we really earn from each job.

Calendar and daily schedule. All appointments appear on a monthly calendar. Each job has a customer, time, crew and type (pest control or gardening), and can be marked as a reminder. The daily schedule prints for the crew with times, customers, application notes, amount due and a “paid” box, so it comes back to the office filled in.

Contracts that run themselves. For contract customers, a job is set up once and repeats every month, or every set number of days, for as many visits as the contract requires. No scheduled treatment is ever forgotten.

Costing on every job. The system calculates the real cost of each visit: labour hours, mileage from the base (pulled automatically from the customer record), the chemicals and materials used with their quantities, and a share of overheads per hour. From this it suggests a price. Charges are split into services and goods, each with its own VAT, along with withholding tax, invoicing, payment method and bank fees.

Customers with their full history. The customer record holds tax details, billing details, the contract, the distance from base and the balance. Notes for the crew are kept apart from notes for the office. One click books a new appointment or shows every job for that customer. The list filters instantly to show who owes money or who has a contract.

Materials, crews and expenses. Chemicals and materials have a category, unit of measure, cost and supplier. Company expenses are recorded by category and line of business (pest control, gardens, general), with net amount, VAT and payment method. Personal expenses are kept separate.

Reports that show profit. The monthly report shows, for each customer, the amount billed, deposit, expenses, balance and profit. There is a jobs report with the chemicals used and a statement for every customer. Everything exports to Excel.

The result: the company knows what work is on each day, what every visit costs, and which customers actually bring in a profit.