Lighting & Electrical - Managing Emergency and Reactive Callout Work

Log caller name, site address, reported fault, time of call, and the name of the person authorizing the work before leaving for the job.

Send a written confirmation of minimum charge, hourly rate, out-of-hours premium if applicable, and materials billing basis before attending. Save in the job record.

Record every material used by product code before leaving site. Do not rely on office recall - capture via mobile eForms App while on site.

Raise a PO linked to the job for any van stock drawn or materials ordered for the callout, capturing actual material cost against the job record.

Obtain written confirmation from the site contact that the fault was attended and work is complete, with name and timestamp. This is the invoicing trigger.

Raise the invoice on the day of attendance including callout charge, labor hours, materials as separate lines, and any premium rate. Sync to accounting.

Callout jobs attended without a job record, leaving no written basis for billing and no way to track labor and materials cost against the visit.

Verbal rate agreements that customers dispute when the invoice arrives, with no written confirmation to reference and no choice but to negotiate down.

Materials drawn from van stock absorbed as overhead rather than attributed to individual jobs, eroding margin across every callout on the schedule.