Video Transcript:

Question asked: How do we incorporate drive time into a lawn mowing schedule? Well this is going to be a somewhat of an in-depth video here how to do this so not only particularly a lawn mower butany service industry so whether you’re doing lawn care, home cleaning, pest control, design-build whatever that is we’re gonna dive in and show you how to calculate and show drive time is a subcategory of the service so the consumer doesn’t see it but you’re calculating the drive time for each and every area that you are servicing so you’re grabbing that non-billable drivetime and incorporating it into your estimate. First thing we want to do here is popout the screen and show Service Autopilot but if you have any questions during the live or recorded version let us know but I’m gonna break down how to show drive time delivery fees and different things like that in your Service Autopilot estimates as a question was submitted over the weekend I believe the gentleman name was Hal so to answer Hales question we’re gonna dive into it. First thing we’re gonna do is get in the Service Autopilot but as in most of the videos we want to join and create a blueprint first so the first thing we’re doing is we’re going to breakdown in the lawn mowing example- zones or postal codes or towns wherever you’re going I’m going to find the service as in this example zone number one drivetime and the custom field is going to be zone number one drive time number of trips it’s a one to one equation so for every one to one times every one time you go to this location we have a budgeted time and cost so let’s say in this example Hal was charging fifty five bucks an hour and it was costing thirty six dollars hour to operate that’s his total overhead recovery number to break-even and knowing Hal I believe he knows that number. The idea is what you want to do is go into each zone or postal code or town and take that total number of jobs so let’s say in zone number one just for some basic math up here Hal has three days of mowing in zone number one he averages 30 lawns a day so we would go in and say three times 30 equals 90 lawns that Hal has on that area and then what we’re gonna do is add up the drive time for each one of those zones on average so each one of those three days for from his shop all the way through those stops and back to the shop if we didn’t actually stop and do the work what would that look like in MapQuest or Google or if you’re in navigation in Service Autopilot. So let’s say he’s got 1.5 he’s got one short day at 0.75 and he’s got a longone here 1.9 hours so on average when you add them all up he’s got 4.15 hours over three days I’m gonna put the equation in here and say okay on average if that’s what he’s driving dividing that by three days on average his non-billable drive time is 1.38 hours now that only covers one person so during the current time you may only have one person but if this is a two-person crew we want to add some additional arithmetic to this and say it’s a two-person crew so on average he’s averaging 2.76 hours of non-billable drive time to go out to zone one so we’re gonna do is plug that in here 2.76 and our rate is gonna be two point seven six times our fifty-five dollars per man-hour now in my opinion we really can’t go any lower than thirty six dollars an hour because that’s our break even we want to cover that but if we’re gonna do this on average of thirty lawns right now for ballpark math 150 one dollars if not a little overtime we need to cover to hit our fifty-five dollars our goal then over the day so if I divide this by three days I’m sorry actually by thirty stops on average for the day he should be basically adding an additional five dollars and six cents per stop on average to come the drive time from his shop through all 30 stops in back in so we’re gonna make this equation from one to one once again price is gonna equal five dollars and six cents and equal this here and equal this here now if only got part of the equation actually tackled so we know now that’s five dand six cents based on 30 stops so equals this divided by our dollar per man-hour and now it’s .09 and it’s costing $3.31 and overhead so when we take this in times if I sixty basically it’s taking five minutes five point five two minutes average drive time between each stop so now we’ve actually covered that in our point oh nine man-hours and we’ve calculated a price and breakeven cost. So what you want to do is break this down it’s not a perfect science this is how we broke it down to my company and it came out on average to cover most of the non-billable drivetime now one thing you really want to be careful is if you’ve already figured drive time and your overhead recovery you don’t want to double dip but if you’re trying to figure out the exact drive times per area this is how we do it we take the total number of stops so in this example we had three days of about 30 lawns each and we took that hour-and-a-half point seven five and nine point nine hours for each day and we divide that by three we grabbed an average and then we multiply that by two individuals on the truck and that came out to be on average .09 man-hours and based on the 55 bucks an hour and you get $5 and six cents in a break even the $3.31. Once you have this broken out we want to go into Service Autopilot so you want to breakout your zones or postal codes and what we’re gonna do here is show you an example of how this actually lay dollars out so you want to take your blueprint here in these five cells into the top lines in your pricing matrix and these bottoms five cells here are the bottom five cells in your pricing matrix and you’re going to use the custom field based on the customer and a number of drive time number one drivetime trips so same idea if you delivering mulch or you are doing disposal same idea it’s a one-to-one ratio we want to cover that. The idea now since we have this setup want to go into maps pro and go into property measurements we want to measure online and when I hit satellite for this commercial property here we’ve measured all the turf square footage we go in and save it as we measure it so every time we pull it up we have there we scroll down and we’re gonna grab our turf square footage and hit save and once we have that we’ll go in and hit add an estimate so this is where we add the drive time in now the drag time is going to be a child service so the consumer will not see it but your estimator will so this is the ability to create a simplified estimating process that can be replicated without the owner so based on the thirteen hundred thirteen thousand square feet we’ve come up with a price of forty five bucks point five two man-hours that cost before profit of $19 and 54 cents so based on drive timezones I broke them into postal codes in this example or towns so if I go in and out the number one in here it calculates $8.09 0.16 man-hours that cost of five dollars and 91 cents so we hit draft to quote what we have is a total price of 50 3.9 cents on-site and mobilization 0.68 man-hour and it cost before profit of twenty five dollars and forty-five cents. If you have any comments or questions on the live or recorded version let me know but the idea now since we go down and hit save I’ll show you the preview of what happens so the consumer never ever sees the actual drive time but we’ve incorporated things to make sure that we are good. I’m going to pull this up on my phone real quick just to see if there are any comments or questions because as of lateI have not been able to see them on Facebook live, so if you have any comments or questions drop them below. Happy to see him here in the live or recorded version. The idea now we’ve got that 5309 right here and includes drive time immobilization on avery now you’ve given your team a realistic drive time and on-site goal to be successful from day one. Hopefully that is helpful but Callahan’s Corner where you asked the questions we answered live on Facebook. Drop the questions and you’ve got another really good question coming in tomorrow how to actually tackle package jobs, how do we go out and schedule fertilization jobs for efficiency and minimize that drive time mobilization. Now fertilization is a different animal usually that’s a package job you can’t have a child service like we did here for drive time so we want to include in our fertilization the drive time of the average mobilization so as we scroll down into a package job these are gonna go to a waiting list we’re gonna have a start and end date that’s applicable and we’re gonna be able to optimize off-maps pro and do a optimized driving time and in addition if we have a callback for a post emergent spray we can work that in or in the area sort out running all the way across town to hit that. Comments or questions drop them below but lot to tackle how to create an average drive time and it’s the same methodology for disposal fees pickup delivery materials and anything else that would cause a non available mobilization scenario in your service business. So once again drop your questions comments below or submit them via Facebook on Simple Growth but Callahan’s Corner where you ask the questions we answer live right here on facebook