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Welcome back to Callahan’s
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Welcome back to Callahan’s corner, where you ask the
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corner, where you ask the questions we answer them live
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questions we answer them live right here on Facebook so just
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right here on Facebook so just a few minutes ago on Facebook.
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a few minutes ago on Facebook. I’m gonna grab my phone here um
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I’m gonna grab my phone here um gentleman asked a question uh
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gentleman asked a question uh particularly to service
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particularly to service Autopilot, but this could be
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Autopilot, but this could be applicable to any service
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applicable to any service business, but we’re gonna
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business, but we’re gonna actually go in and do a um a
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actually go in and do a um a set of a service here so
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set of a service here so scenario he has an hourly
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scenario he has an hourly service with a $75 minimum up
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service with a $75 minimum up to 1 hour and then um he
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to 1 hour and then um he basically pay. It charges $30
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basically pay. It charges $30 per half hour there after uh he
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per half hour there after uh he can get the matrix sword for
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can get the matrix sword for the estimates, but not not the
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the estimates, but not not the it defaults to $75 minimum um
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it defaults to $75 minimum um also do not have a custom field
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also do not have a custom field with this service so the way
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with this service so the way we’re gonna tackle this is I’m
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we’re gonna tackle this is I’m gonna open up my screen and uh
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gonna open up my screen and uh kinda demystify the system
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kinda demystify the system here. So I’m gonna share my
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here. So I’m gonna share my screen here and narrow this
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screen here and narrow this down here and go in. I’m gonna
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down here and go in. I’m gonna go in and add a service now.
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go in and add a service now. I’m gonna put this in as our
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I’m gonna put this in as our test hourly service. And when
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test hourly service. And when we’re building out of service
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we’re building out of service in service Autopilot, we need a
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in service Autopilot, we need a coach. I’m just gonna copy
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coach. I’m just gonna copy paste this for speed. We’re
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paste this for speed. We’re gonna need an invoice
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gonna need an invoice description We’re gonna need an
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description We’re gonna need an account. And I’ll just put this
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account. And I’ll just put this as maintenance service and if
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as maintenance service and if you’re using QuickBooks, you
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you’re using QuickBooks, you utilize classes, you are gonna
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utilize classes, you are gonna be required to put a class in
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be required to put a class in here now The service mode is
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here now The service mode is probably where this gentleman
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probably where this gentleman got hung up or uh the default
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got hung up or uh the default rate and budget at hours. so
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rate and budget at hours. so we’re gonna go in instead of
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we’re gonna go in instead of flat rate or per unit. we’re
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flat rate or per unit. we’re actually going hourly at this
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actually going hourly at this point, you’ll see when I click
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point, you’ll see when I click back to per unit where we
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back to per unit where we traditionally do that has
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traditionally do that has changed up here in the upper
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changed up here in the upper right hand corner. So you’ll
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right hand corner. So you’ll see a lot of times the service
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see a lot of times the service autopilot that when you do this
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autopilot that when you do this the as you clicker hit
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the as you clicker hit something it expands into
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something it expands into significantly more options. So
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significantly more options. So in this gentleman’s uh example
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in this gentleman’s uh example here um I don’t have it open on
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here um I don’t have it open on my phone, but we’ll uh let me
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my phone, but we’ll uh let me just grab this here so his
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just grab this here so his minimum is seventy-five. $75
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minimum is seventy-five. $75 and his default rate there
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and his default rate there after is $60 per hour cuz he’s
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after is $60 per hour cuz he’s he was charging $30 per half
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he was charging $30 per half hour there after so, my default
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hour there after so, my default rate is gonna be sixty. $60 per
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rate is gonna be sixty. $60 per an hour The minimum amount is
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an hour The minimum amount is going to be seventy-five and a
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going to be seventy-five and a minimum amount. Method Now you
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minimum amount. Method Now you notice this is new so um we so
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notice this is new so um we so this is what shows up on the
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this is what shows up on the invoices if the minimum amount
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invoices if the minimum amount uh basically threshold hasn’t
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uh basically threshold hasn’t gone over so uh we charge a
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gone over so uh we charge a minimum of 1 hour reflected in.
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Charge Of and I believe his
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Charge Of and I believe his minimum was seventy. $75.
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Out full transparency, I’m not
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Out full transparency, I’m not sure if there’s a character
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sure if there’s a character limit, so we go to save we will
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limit, so we go to save we will know uh we also need to go and
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know uh we also need to go and put an estimate description and
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put an estimate description and in the rate matrix you’ll
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in the rate matrix you’ll notice that it’s changed a
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notice that it’s changed a little bit here so we have from
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little bit here so we have from two rate budget hours and cost
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two rate budget hours and cost so we would go in and do our
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so we would go in and do our quantity rate times visits and
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quantity rate times visits and in this example, um haven’t
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in this example, um haven’t really built this out ahead of
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really built this out ahead of time, so you’d wanna use
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time, so you’d wanna use something like the simple
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something like the simple growth blueprint um but let’s
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growth blueprint um but let’s say it’s lawn mowing man This
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say it’s lawn mowing man This could be fall clean up man How
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could be fall clean up man How many minutes we think it’s
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many minutes we think it’s gonna take but we could say
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gonna take but we could say between one. And 60 minutes is
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between one. And 60 minutes is the rate of 7500 of hours is
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the rate of 7500 of hours is one and then a cost break even
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one and then a cost break even would be in there So right
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would be in there So right here. it says the system will
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here. it says the system will look up the value store in
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look up the value store in specific custom field and auto
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specific custom field and auto populate um when quoting so if
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populate um when quoting so if there is the calculation field
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there is the calculation field will default to the um if no
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will default to the um if no custom field is specify the
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custom field is specify the field on the default, the
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field on the default, the amount specified uh the custom
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amount specified uh the custom field. Clients so that is um
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field. Clients so that is um little tricky verbiage, but we
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little tricky verbiage, but we definitely would wanna set this
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definitely would wanna set this up to the estimate portion.
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up to the estimate portion. then we could say from 61
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then we could say from 61 minutes to 120 is the
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minutes to 120 is the seventy-five plus thirty or
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seventy-five plus thirty or sixty in there, so you’re gonna
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sixty in there, so you’re gonna have 100. 165 minutes and that
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have 100. 165 minutes and that would be 2 hours and so on you
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would be 2 hours and so on you can work that down. so we’re
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can work that down. so we’re gonna do is just uh basically
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gonna do is just uh basically highlight that gotta set your
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highlight that gotta set your default rate. You need your
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default rate. You need your minimum amount and it needs to
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minimum amount and it needs to be set to hourly when you do
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be set to hourly when you do that it sets up the minimum
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that it sets up the minimum amount message. Okay. So once
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amount message. Okay. So once we have that in in we’re gonna
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we have that in in we’re gonna hit and we’re gonna go into our
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hit and we’re gonna go into our test client and actually set
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test client and actually set this job up so we can actually
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this job up so we can actually see what it looks like and
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see what it looks like and actually make sure this works
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actually make sure this works the way it should so now that
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the way it should so now that we have that we’re gonna go in
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we have that we’re gonna go in and hit add an estimate.
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Once it loads here and we’re
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Once it loads here and we’re gonna set up our hourly job and
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gonna set up our hourly job and then go to the close out day.
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then go to the close out day. It’s uh scrolled out and then
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It’s uh scrolled out and then uh potentially we have some
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uh potentially we have some time to check the accounting
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time to check the accounting screen to see that it actually
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screen to see that it actually worked the way it should. So
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worked the way it should. So I’m gonna go in and add an
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I’m gonna go in and add an item.
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I mean it was our hourly.
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That’s hourly service. I’m
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That’s hourly service. I’m gonna hit apply now, obviously
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gonna hit apply now, obviously you’d wanna select the template
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you’d wanna select the template that’s connected to your
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that’s connected to your estimate. Email document grid,
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estimate. Email document grid, but just for time sake here uh
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but just for time sake here uh we’re gonna put that in but
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we’re gonna put that in but we’re gonna go in and calculate
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we’re gonna go in and calculate this uh matrix is out here and
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this uh matrix is out here and it preloaded. It’s gonna draft
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it preloaded. It’s gonna draft a quote and I’m gonna hit save.
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a quote and I’m gonna hit save. I’m gonna hit schedule and I’m
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I’m gonna hit schedule and I’m gonna convert this lead into a
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gonna convert this lead into a client that’s pretty essential
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client that’s pretty essential for database hygiene. make sure
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for database hygiene. make sure you don’t have a lead um and a
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you don’t have a lead um and a client is the. Person.
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So, let’s take a look here and
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So, let’s take a look here and see if we have this job lined
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see if we have this job lined up.
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And we’ll just add this
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And we’ll just add this manually here. so we’re gonna
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manually here. so we’re gonna add this job here as AA uh
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add this job here as AA uh hourly job with a minimal of
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hourly job with a minimal of the ad the job button uh
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the ad the job button uh traditionally wanna estimate
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traditionally wanna estimate run that right off the
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run that right off the estimate, but for time sake,
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estimate, but for time sake, I’m just gonna do a one-time
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I’m just gonna do a one-time job. So you know the day. it’s
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job. So you know the day. it’s actually happened. There’s
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actually happened. There’s other types of jobs you can do
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other types of jobs you can do as a uh reoccurring job. Maybe
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as a uh reoccurring job. Maybe you have a spring cleaner that
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you have a spring cleaner that goes out several trips with the
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goes out several trips with the same methodology or waiting
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same methodology or waiting list job. Maybe it has to be
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list job. Maybe it has to be done this month but not today
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done this month but not today uh so we’re gonna grab that
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uh so we’re gonna grab that hourly service.
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Assign it to let’s say clean up
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Assign it to let’s say clean up crew number one and we’ve got
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crew number one and we’ve got everything that we need here.
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everything that we need here. so I’m gonna hit save and
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so I’m gonna hit save and that’s on the day today. so I’m
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that’s on the day today. so I’m gonna be able to go to the
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gonna be able to go to the close out day hundred dispatch
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close out day hundred dispatch jobs under today and pull this
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jobs under today and pull this up and actually put in some
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up and actually put in some data to make sure that this
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data to make sure that this actually worked correctly. so
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actually worked correctly. so we’re gonna go into eleven
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we’re gonna go into eleven three hit refresh.
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And we have our test hourly
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And we have our test hourly service so I’m on the dispatch
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service so I’m on the dispatch board. You can see the
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board. You can see the difference. There’s no starter
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difference. There’s no starter stop times here so I’m gonna go
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stop times here so I’m gonna go in and click this here.
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in and click this here. dispatch it. We’re gonna assume
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dispatch it. We’re gonna assume the crews are out in the field
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the crews are out in the field now doing this and clocking in
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now doing this and clocking in out of the mobile but obviously
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out of the mobile but obviously for time sake, we’re gonna go
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for time sake, we’re gonna go to the close out day to
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to the close out day to manually enter some time in so
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manually enter some time in so you can see what happens so we
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you can see what happens so we go into the clock icon. I am
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go into the clock icon. I am and go in and grab myself if
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and go in and grab myself if I’m in here and I’m gonna say I
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I’m in here and I’m gonna say I clocked in and out of this job
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clocked in and out of this job from 11 AM to one.
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PM.
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Obviously, this would probably
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Obviously, this would probably be being done in the mobile.
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be being done in the mobile. I’d recommend that so we’ll
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I’d recommend that so we’ll click in here time bees on
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click in here time bees on jobs. So when I made that entry
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jobs. So when I made that entry here, I did not. Do that if you
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here, I did not. Do that if you see it will show two different
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see it will show two different clocks or clock out so 11 AM to
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clocks or clock out so 11 AM to one.
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Um, Alright, so we don’t have
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Um, Alright, so we don’t have time bears on job, but we can
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time bears on job, but we can see it and we were charging $75
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see it and we were charging $75 um for a minimum but sixty
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um for a minimum but sixty bucks an hour if it was over
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bucks an hour if it was over that threshold, so you can see
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that threshold, so you can see that time now is charged out to
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that time now is charged out to 120 so when you’re going in for
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120 so when you’re going in for um checking this at the end of
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um checking this at the end of each day, you wanna make sure
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each day, you wanna make sure you gotta start and stop time
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you gotta start and stop time that makes sense a budgeted
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that makes sense a budgeted hours which you do not in here
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hours which you do not in here cuz it was a test example, but
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cuz it was a test example, but you’d want it like we have it
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you’d want it like we have it here and an amount. Let’s go in
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here and an amount. Let’s go in there and play the game. Let’s
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there and play the game. Let’s say this is under an hour. So
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say this is under an hour. So let’s say it’s 11 AM to uh
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let’s say it’s 11 AM to uh 11:20 AM to 20 minutes, but we
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11:20 AM to 20 minutes, but we needed a default minimum there
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needed a default minimum there so this should uh if uh if
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so this should uh if uh if we’re it correctly default that
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we’re it correctly default that out so once again we’ve
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out so once again we’ve defaulted out to $75 as a
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defaulted out to $75 as a minimum because it’s less than
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minimum because it’s less than an hour. so that is how we’re
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an hour. so that is how we’re gonna go out and create a
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gonna go out and create a minimum on an hourly service so
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minimum on an hourly service so comment to questions drop below
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comment to questions drop below in the live recorded version.
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in the live recorded version. I’ll keep an eye on this video
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I’ll keep an eye on this video for the next 24 to 48 hours.
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for the next 24 to 48 hours. Callahan corner us. Questions
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Callahan corner us. Questions we answer them live right here
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we answer them live right here on Facebook looking forward if
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on Facebook looking forward if you’re watching this before uh
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you’re watching this before uh next week in November essay
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next week in November essay thrive uh essays regional event
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thrive uh essays regional event uh gonna be going live talking
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uh gonna be going live talking about conversational marketing
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about conversational marketing and all the things you need to
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and all the things you need to be doing in your business to uh
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be doing in your business to uh be ahead of the next shift in
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be ahead of the next shift in buying habits. it’s being
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buying habits. it’s being accelerated by coveted um in
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accelerated by coveted um in addition, I wanna give a big
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addition, I wanna give a big shout out to service Autopilot
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shout out to service Autopilot Academy where I spent about
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Academy where I spent about five and a half hours live with
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five and a half hours live with John uh co-owner of service
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John uh co-owner of service Autopilot and of the lawn care
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Autopilot and of the lawn care Millionaire uh helping service.
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Millionaire uh helping service. Autopilot Academy members learn
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Autopilot Academy members learn how to do this in their
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how to do this in their business and I believe there is
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business and I believe there is a service Autopilot um Academy
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a service Autopilot um Academy exploratory um uh call or
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exploratory um uh call or something to log in to during
10:25
something to log in to during the live essay Thrive event to
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the live essay Thrive event to learn about academy with
10:28
learn about academy with Jonathan Live so uh look
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Jonathan Live so uh look forward to seeing it as a
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forward to seeing it as a tribe, Callahan corners you ask
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tribe, Callahan corners you ask the questions we We have right
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the questions we We have right here on Facebook. We’ll see you
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here on Facebook. We’ll see you tomorrow with