Adding your Terms & Conditions information to your customer communications

• Place a link to your Terms & Conditions page in the footer of your paperwork
• Attaching a Terms & Conditions document to PDF/printed paperwork
• Place a link to your Terms & Conditions page in select customer communications
• Addendum: Shortening URLs

Clear communication with customers is vital for businesses and one of the most relevant communications is providing  clear indication of the Terms & Conditions of the services and goods you provide.  MechanicDesk has several locations where you can add or provide access to your T&Cs information so customers are kept informed.

Place a link to your Terms & Conditions page in the footer of your paperwork

Navigate to Settings > Workshop Details > Workshop.

As shown in (1) in the image above, there is a space for common text that will appear on all invoices at the bottom.  You could provide a link or other reference to your T&Cs documentation here.

Click on the Footer text area to edit the text.

Each different type of paperwork has its own footer configuration.  Ensure you have the T&Cs reference in all footers where you'd like it to appear.  The example below shows the different footers available for all the Quote communications available.

Attaching a Terms & Conditions document to PDF/printed paperwork

Navigate to Settings > Workshop Details > Workshop.

As shown in (2) in the image above, there is a section to add a PDF to the end of the paperwork with your T&Cs information.

Mouse over the area where the file information appears, and click to access the upload function.

Choose a file using your PCs file navigation system, and hit Save to finish.

As with the footer information, each different type of paperwork can have its own T&Cs documentation to account for relevant differences in the type of paperwork being provided.

Place a link to your Terms & Conditions page in select customer communications

Navigate to Settings > Workshop Details > Communications Templates

Here you will find various messaging templates for the various automatic and semi-automatic messaging from MechanicDesk.

Editing some of these templates with a link or reference to your T&Cs information is also possible.  Please note that for some communications e.g. Email Invoice, a reference in the footer of your invoice or the T&Cs PDF already added to your invoices will come across in that message template.  Adding the reference in your messaging template will therefore not be required.

Addendum: Shortening URLs

A common practice in web communications is to use a URL shortening product (e.g. https://bitly.com/) to provide compact URLs to enter in communications that may be space limited.  This can be especially helpful in SMS communication as there is a character limit per SMS sent.