Video Transcript

00:03
Welcome back to the essay
00:03
Welcome back to the essay Weekly talk show Mike Callahan
00:05
Weekly talk show Mike Callahan here uh trying a third attempt
00:07
here uh trying a third attempt apologize about some of the
00:08
apologize about some of the delays of uh technical
00:09
delays of uh technical difficulties, but we are live
00:11
difficulties, but we are live and we’re talking about what a
00:12
and we’re talking about what a fully set up service Autopilot
00:14
fully set up service Autopilot looks like so whether you’ve
00:15
looks like so whether you’ve just bought service Autopilot,
00:16
just bought service Autopilot, you’ve had it several years or
00:17
you’ve had it several years or you’re looking out and buying a
00:19
you’re looking out and buying a CRM customer relationship
00:20
CRM customer relationship management software such as
00:22
management software such as service autopilot. uh we’re
00:22
service autopilot. uh we’re gonna go out and actually show
00:24
gonna go out and actually show you what this looks like fully
00:26
you what this looks like fully set up so looks like we are not
00:28
set up so looks like we are not having technical difficulties.
00:33
So if you have any comments
00:35
So if you have any comments questions drop below in the
00:35
questions drop below in the feed here um so without any
00:38
feed here um so without any delay, I’m gonna hop into this
00:38
delay, I’m gonna hop into this cuz we do have bit of a time
00:39
cuz we do have bit of a time crunch to get this all in now
00:40
crunch to get this all in now with the delay we already
00:40
with the delay we already experience with the blue screen
00:41
experience with the blue screen uh but it looks like we are
00:42
uh but it looks like we are good if you’re watching live
00:43
good if you’re watching live and you can hear me and things
00:45
and you can hear me and things look okay just make a comment
00:46
look okay just make a comment in there to make sure we are
00:48
in there to make sure we are okay Quick announcement next
00:50
okay Quick announcement next week. We’ve got Tina Service of
00:52
week. We’ve got Tina Service of made for time running two
00:54
made for time running two locations in two different
00:55
locations in two different states for home cleaning
00:56
states for home cleaning dropping some knowledge next
00:57
dropping some knowledge next week the following week we have
00:58
week the following week we have Lisa Marino from the service
01:00
Lisa Marino from the service Autopilot mark. Academy team
01:03
Autopilot mark. Academy team and then potentially 3 weeks
01:05
and then potentially 3 weeks from now we have Marcus
01:05
from now we have Marcus Sheridan of they ask you answer
01:06
Sheridan of they ask you answer the keynote speaker of Thrive,
01:09
the keynote speaker of Thrive, potentially join us on the
01:10
potentially join us on the weekly talk show, giving us a
01:11
weekly talk show, giving us a little warm up before the big
01:13
little warm up before the big event once again, if you
01:14
event once again, if you haven’t bought your tickets to
01:16
haven’t bought your tickets to thrive a new virtual event this
01:18
thrive a new virtual event this November make sure you get your
01:20
November make sure you get your special price tickets uh while
01:22
special price tickets uh while they still last so what I’m
01:24
they still last so what I’m gonna do is go out and perfect.
01:26
gonna do is go out and perfect. David says. You are okay this
01:27
David says. You are okay this time perfect so I am gonna give
01:29
time perfect so I am gonna give this to go. David get this in
01:30
this to go. David get this in the stream and we are in
01:33
the stream and we are in business. What could go wrong?
01:35
business. What could go wrong? Third time on Facebook so David
01:38
Third time on Facebook so David thanks again for the heads up
01:39
thanks again for the heads up brother. Um so, as we’re
01:40
brother. Um so, as we’re looking at this screen here,
01:41
looking at this screen here, I’m gonna be talking about what
01:41
I’m gonna be talking about what a fully set up service
01:42
a fully set up service Autopilot looks like lead
01:45
Autopilot looks like lead acquisition all the way through
01:47
acquisition all the way through Bill bill and fulfillment. so
01:48
Bill bill and fulfillment. so the first thing we’re looking
01:51
the first thing we’re looking at here is the estimate request
01:52
at here is the estimate request so whether you’re using version
01:54
so whether you’re using version two or three of service
01:55
two or three of service Autopilot, there’s some key
01:56
Autopilot, there’s some key things that I recommend as a
01:58
things that I recommend as a certified adviser and a 9 year
01:59
certified adviser and a 9 year plus user service Autopilot is
02:01
plus user service Autopilot is we need to go into marketing
02:03
we need to go into marketing forms and create a form. We’re
02:05
forms and create a form. We’re either gonna use the. Hosted
02:07
either gonna use the. Hosted version or maybe the strip
02:08
version or maybe the strip version where your webmaster
02:10
version where your webmaster can go in style that but the
02:12
can go in style that but the idea is this is going to be on
02:13
idea is this is going to be on your website. A person can
02:17
your website. A person can enter in their first name last
02:18
enter in their first name last name their service address what
02:19
name their service address what services they’re interested in
02:21
services they’re interested in and they’re gonna be
02:22
and they’re gonna be automatically entered in the
02:23
automatically entered in the service Autopilot with no
02:24
service Autopilot with no double entry and it’s going to
02:26
double entry and it’s going to alert someone in your office
02:27
alert someone in your office that they need an estimate in
02:29
that they need an estimate in addition, sounds obvious, but
02:30
addition, sounds obvious, but it’s going to be tracking the
02:31
it’s going to be tracking the sales source that came from
02:32
sales source that came from your website so foundationally
02:34
your website so foundationally we know how many leads came
02:35
we know how many leads came off.
02:39
Website and how many converted
02:39
Website and how many converted into an estimate we can get
02:41
into an estimate we can get some Roi in the Seo or maybe
02:44
some Roi in the Seo or maybe pay-per-click ads that you’re
02:45
pay-per-click ads that you’re putting in there The next thing
02:46
putting in there The next thing is on below that is if a client
02:48
is on below that is if a client calls or potential lead. We
02:49
calls or potential lead. We have a phone intake form or a
02:53
have a phone intake form or a process to get the client
02:54
process to get the client information into the system and
02:56
information into the system and a systematic predictable way.
02:57
a systematic predictable way. whether it’s someone in your
02:58
whether it’s someone in your office or virtual assistant
03:00
office or virtual assistant halfway around the world. so
03:01
halfway around the world. so we’re gonna go in after we go
03:02
we’re gonna go in after we go through the high level. I’m
03:04
through the high level. I’m actually gonna open up live in
03:05
actually gonna open up live in a service Autopilot test
03:06
a service Autopilot test account and show you what this
03:07
account and show you what this looks like fully implemented.
03:11
looks like fully implemented. In addition, we’re going and
03:12
In addition, we’re going and answering that call we’re
03:14
answering that call we’re getting missus Smith first name
03:15
getting missus Smith first name Last Name Service Address Email
03:18
Last Name Service Address Email phone number. How did you hear
03:19
phone number. How did you hear about it? So what we’ve done
03:21
about it? So what we’ve done Foundationally from the
03:21
Foundationally from the beginning of the call here,
03:23
beginning of the call here, whether it’s the website or the
03:24
whether it’s the website or the office as we know how many
03:26
office as we know how many people came from each
03:27
people came from each marketing. Source. Facebook ads
03:30
marketing. Source. Facebook ads door hangers whatever they are
03:31
door hangers whatever they are and now we can run reports in
03:33
and now we can run reports in the pre canned essay reports
03:35
the pre canned essay reports and run these sales lead
03:37
and run these sales lead reports. so we’ll know now not
03:39
reports. so we’ll know now not emotionally how many people
03:39
emotionally how many people came from each marketing.
03:41
came from each marketing. source. How many people came
03:42
source. How many people came from each customer referral?
03:45
from each customer referral? how many of those leads? Uh
03:48
how many of those leads? Uh converted into a client and
03:49
converted into a client and then once we have some data,
03:51
then once we have some data, we’ll be able to see what is
03:52
we’ll be able to see what is our client acquisition cost per
03:56
our client acquisition cost per client per marketing source and
04:01
client per marketing source and eventually what is the client
04:02
eventually what is the client lifetime value? So some
04:03
lifetime value? So some marketing sources are gonna be
04:04
marketing sources are gonna be defined winners and losers, or
04:05
defined winners and losers, or at least not as effective. so
04:05
at least not as effective. so we go out to build our
04:07
we go out to build our marketing plan for twenty-one.
04:08
marketing plan for twenty-one. That’s a report that we need to
04:10
That’s a report that we need to be looking at if you’ve been
04:11
be looking at if you’ve been tracking your sales sources if
04:12
tracking your sales sources if not now is the time to set up
04:15
not now is the time to set up those sales sources and the
04:17
those sales sources and the ability to track those
04:19
ability to track those marketing campaigns so we can
04:21
marketing campaigns so we can go out not emotionally. And
04:23
go out not emotionally. And scale our business based on the
04:23
scale our business based on the information that’s sitting in
04:27
information that’s sitting in service Autopilot now once we
04:29
service Autopilot now once we have the client in service
04:31
have the client in service Autopilot, we need to go and
04:33
Autopilot, we need to go and create an estimate and a lot of
04:34
create an estimate and a lot of people that go into a software
04:35
people that go into a software such as service Autopilot,
04:37
such as service Autopilot, Maybe very advanced and e are
04:39
Maybe very advanced and e are made just be starting out.
04:40
made just be starting out. Well. The good news is what we
04:42
Well. The good news is what we figured out as a certified
04:43
figured out as a certified adviser of service Autopilot is
04:47
adviser of service Autopilot is we can go in and set the system
04:49
we can go in and set the system up or you can set up yourself
04:50
up or you can set up yourself to grow. Based on your
04:53
to grow. Based on your estimating skill level, comfort
04:55
estimating skill level, comfort level so in my opinion, there’s
04:57
level so in my opinion, there’s three ways of estimating in any
04:59
three ways of estimating in any service business Um the first
05:01
service business Um the first one is one I don’t recommend
05:02
one is one I don’t recommend doing but a lot of us do we
05:03
doing but a lot of us do we first start out so that’s when
05:05
first start out so that’s when we go up to a yard. We’re home.
05:07
we go up to a yard. We’re home. We’re gonna clean and say based
05:08
We’re gonna clean and say based on my on my market. I feel that
05:11
on my on my market. I feel that the appropriate market price
05:12
the appropriate market price for this home is $45 to blow
05:15
for this home is $45 to blow and add the lawn or home
05:16
and add the lawn or home cleaning. Maybe it’s $150 for a
05:18
cleaning. Maybe it’s $150 for a weekly cleaning now, obviously
05:20
weekly cleaning now, obviously that’s not the way to estimate
05:21
that’s not the way to estimate but. Traditionally move for
05:23
but. Traditionally move for start on business. That’s the
05:25
start on business. That’s the way it happens The second step
05:27
way it happens The second step is estimating. I like to call
05:30
is estimating. I like to call it so you’re going up to the
05:32
it so you’re going up to the house and based on your
05:33
house and based on your experience you go and say,
05:34
experience you go and say, based on my experience, I think
05:36
based on my experience, I think it’s going to take X amount of
05:37
it’s going to take X amount of time to do it and multiply that
05:39
time to do it and multiply that by your hourly rate and that’s
05:40
by your hourly rate and that’s the price you charge if you
05:41
the price you charge if you went up to a yard and said, I
05:42
went up to a yard and said, I think it’s going to take me an
05:43
think it’s going to take me an hour to an edges lawn and my
05:45
hour to an edges lawn and my rate is $50 an hour you would
05:48
rate is $50 an hour you would be charging $50 an hour so
05:49
be charging $50 an hour so you’d be walking up with
05:50
you’d be walking up with something we call an onsite
05:51
something we call an onsite Aspen. On your mobile phone in
05:54
Aspen. On your mobile phone in the service, Autopilot app and
05:55
the service, Autopilot app and plugging in this data once you
05:57
plugging in this data once you put the date in um, I’m gonna
05:58
put the date in um, I’m gonna show you how that actually
06:00
show you how that actually works, but it’s gonna calculate
06:00
works, but it’s gonna calculate a price of budget time and a
06:02
a price of budget time and a cost before profits. So we’re
06:03
cost before profits. So we’re taking the emotions out of it
06:04
taking the emotions out of it now The third way of estimating
06:06
now The third way of estimating is obviously the preferred way
06:07
is obviously the preferred way it’s production rate based
06:09
it’s production rate based estimating so you if you
06:11
estimating so you if you already know how long it takes
06:12
already know how long it takes to blow an edge that lawn or
06:15
to blow an edge that lawn or clean that home based on the
06:16
clean that home based on the guys and girls on your team and
06:17
guys and girls on your team and the equipment that you’re
06:20
the equipment that you’re using, we can plug that in.
06:22
using, we can plug that in. Now, if you don’t know those
06:24
Now, if you don’t know those numbers, the beauty of service
06:28
numbers, the beauty of service Autopilot is when it’s fully
06:29
Autopilot is when it’s fully set up, I can run a report in
06:31
set up, I can run a report in three to 6 months if I’m
06:32
three to 6 months if I’m tracking my custom fields or
06:33
tracking my custom fields or job variable, so this will be
06:34
job variable, so this will be things such as turf square
06:36
things such as turf square footage or small medium and
06:37
footage or small medium and large shrubs are in home clean
06:39
large shrubs are in home clean and a livable cleanable square
06:40
and a livable cleanable square footage. We’re getting those
06:41
footage. We’re getting those custom fields of those jobs
06:42
custom fields of those jobs variables in and we’re tracking
06:42
variables in and we’re tracking once again with the mobile app,
06:44
once again with the mobile app, start and stop times we have
06:46
start and stop times we have non emotional data for your non
06:48
non emotional data for your non billable drive time with drive
06:49
billable drive time with drive time. Cost effect and we have
06:54
time. Cost effect and we have the start and stop time for
06:56
the start and stop time for every job so if we mow lawn
06:58
every job so if we mow lawn thirty times over the summer or
06:59
thirty times over the summer or if we clean a house 52 weeks a
07:00
if we clean a house 52 weeks a year over a weekly cleaning, we
07:03
year over a weekly cleaning, we can run a report and based on
07:05
can run a report and based on the square footage of the
07:06
the square footage of the mowing square footage, we can
07:08
mowing square footage, we can get an average production rate,
07:11
get an average production rate, so this is the parts of the
07:12
so this is the parts of the system as we build upon it that
07:13
system as we build upon it that we wanna understand so when
07:14
we wanna understand so when most people in my opinion by a
07:16
most people in my opinion by a software system, they’re
07:18
software system, they’re rushing to the left or the
07:19
rushing to the left or the right of the screen here um to
07:21
right of the screen here um to the. Dispatching the scheduling
07:23
the. Dispatching the scheduling and the billing, and we all
07:25
and the billing, and we all need to do that cuz we
07:26
need to do that cuz we obviously need to make money
07:27
obviously need to make money but the problem when you do
07:29
but the problem when you do that is you miss the foundation
07:32
that is you miss the foundation of building pieces to create a
07:32
of building pieces to create a fully implemented software
07:34
fully implemented software solution that can actually buy
07:36
solution that can actually buy time back and automate things
07:37
time back and automate things that create a delegation
07:38
that create a delegation process. So once you have your
07:39
process. So once you have your custom fields in there based on
07:40
custom fields in there based on time or production rates we go
07:42
time or production rates we go in and hit a button called add
07:44
in and hit a button called add an estimate a pre-built
07:46
an estimate a pre-built template would load all your
07:47
template would load all your services and based on the job
07:50
services and based on the job variables based on time or
07:53
variables based on time or production rate square footage.
07:54
production rate square footage. Number of units it will
07:55
Number of units it will automatically calculate a price
07:57
automatically calculate a price on your pricing based on your
07:58
on your pricing based on your pricing for the price the
07:59
pricing for the price the budget the time it cost before
08:00
budget the time it cost before profit all we’re gonna do
08:01
profit all we’re gonna do literally is go down and click
08:02
literally is go down and click draft to quote on the services
08:04
draft to quote on the services we want hit save try to close
08:05
we want hit save try to close them over the phone in person
08:07
them over the phone in person and if not we’re going in and
08:10
and if not we’re going in and emailing out it estimate and
08:11
emailing out it estimate and what happens is a pre templated
08:13
what happens is a pre templated email loads. It’s a set it and
08:15
email loads. It’s a set it and forget it process We emailed
08:16
forget it process We emailed out to our client and they’re
08:18
out to our client and they’re clicking a link uh to preview
08:19
clicking a link uh to preview the estimate and then what they
08:20
the estimate and then what they can do is check the. Boxes to
08:23
can do is check the. Boxes to select the service they want
08:24
select the service they want sign electronically and then a
08:29
sign electronically and then a automated email automatically
08:30
automated email automatically goes out to your new client
08:33
goes out to your new client acknowledging that we have seen
08:35
acknowledging that we have seen they’ve accepted the estimate.
08:36
they’ve accepted the estimate. We’re gonna hook up with them
08:38
We’re gonna hook up with them or call them to schedule that
08:39
or call them to schedule that service. so you can say we got
08:40
service. so you can say we got streamline approach now from
08:40
streamline approach now from lead acquisition to entering
08:41
lead acquisition to entering job variables, creating an
08:42
job variables, creating an estimate and emailing the
08:43
estimate and emailing the estimate out uh on top of this,
08:46
estimate out uh on top of this, we have some automated
08:47
we have some automated processes and I’m not gonna go
08:48
processes and I’m not gonna go into uh quite yet. But at this
08:50
into uh quite yet. But at this point we would have an
08:51
point we would have an automated process that we like
08:53
automated process that we like to call 20 days of close to
08:54
to call 20 days of close to follow up in each one of these
08:55
follow up in each one of these estimates now. Potentially we
08:58
estimates now. Potentially we really wanna win this estimate
08:59
really wanna win this estimate if we would lose the estimate
09:01
if we would lose the estimate we need to go any clothes that
09:02
we need to go any clothes that lead database hygiene and a lot
09:08
lead database hygiene and a lot a lot of times a business
09:09
a lot of times a business owners. We don’t think about
09:09
owners. We don’t think about these things. I tell you in the
09:12
these things. I tell you in the early years. I didn’t either
09:13
early years. I didn’t either but when we go in and close
09:14
but when we go in and close that lead out what that does
09:16
that lead out what that does is, it gives us a clean
09:17
is, it gives us a clean database and it shows us how
09:18
database and it shows us how many people can still actually
09:19
many people can still actually convert from a lead into a
09:20
convert from a lead into a paying client. Now the people
09:21
paying client. Now the people we close out, we can still talk
09:22
we close out, we can still talk to we can nurture and we can up
09:25
to we can nurture and we can up sell other services, but we
09:25
sell other services, but we gives us a very. Visual
09:28
gives us a very. Visual database to be able to see who
09:31
database to be able to see who could be a client who is not
09:34
could be a client who is not gonna become a client
09:35
gonna become a client immediately now if we win the
09:37
immediately now if we win the estimate, we’re gonna go in and
09:39
estimate, we’re gonna go in and I’m gonna recommend a 99% of
09:40
I’m gonna recommend a 99% of the uh services we’re going to
09:42
the uh services we’re going to schedule from the estimate now
09:43
schedule from the estimate now there’s two reasons in here,
09:45
there’s two reasons in here, first of which it is going to
09:48
first of which it is going to avoid a duplicate context. We
09:50
avoid a duplicate context. We don’t have missus Smith in the
09:51
don’t have missus Smith in the system as a lead and a client
09:53
system as a lead and a client in addition, if you go to
09:55
in addition, if you go to schedule a lead, the system
09:58
schedule a lead, the system will pop up a little bit and
10:00
will pop up a little bit and say hey Missus Smith is not a
10:02
say hey Missus Smith is not a client you need to convert her
10:04
client you need to convert her before you can. So that’s gonna
10:07
before you can. So that’s gonna be all the information whether
10:08
be all the information whether it’s priced budgeted time, cost
10:09
it’s priced budgeted time, cost or materials from your estimate
10:11
or materials from your estimate now is automatically being
10:12
now is automatically being pushed into your estimate.
10:14
pushed into your estimate. We’re avoiding double entry and
10:15
We’re avoiding double entry and creating a streamlined workflow
10:18
creating a streamlined workflow so traditionally uh once this
10:19
so traditionally uh once this is fully set up, I call the
10:21
is fully set up, I call the five to six screens of success
10:23
five to six screens of success through maybe seven or eight at
10:23
through maybe seven or eight at the high side. uh but the idea
10:25
the high side. uh but the idea is we’re teaching our office
10:27
is we’re teaching our office staff or if it’s just us in the
10:29
staff or if it’s just us in the field of the office, five or
10:30
field of the office, five or six steps of success that
10:31
six steps of success that repeatable for predictable
10:33
repeatable for predictable results. So at this point we’ve
10:34
results. So at this point we’ve got this. Estimate we’ve
10:36
got this. Estimate we’ve converted the lead into a
10:37
converted the lead into a client once again, that’s gonna
10:39
client once again, that’s gonna be another trigger for
10:40
be another trigger for reporting lead to client um
10:43
reporting lead to client um transition. We’re gonna
10:44
transition. We’re gonna schedule the work now in
10:45
schedule the work now in service auto pilot When it’s
10:47
service auto pilot When it’s fully set up, there are several
10:48
fully set up, there are several different ways to set up work.
10:51
different ways to set up work. First of which is a one-time
10:53
First of which is a one-time job, so we know the day it’s
10:54
job, so we know the day it’s happening so we go out and
10:55
happening so we go out and schedule it and we either route
10:57
schedule it and we either route it and Optimum optimization uh
10:59
it and Optimum optimization uh for drive time or if you’re
11:01
for drive time or if you’re cleaning, you’re putting it
11:02
cleaning, you’re putting it into an actual probably time
11:04
into an actual probably time slot the next thing is a
11:07
slot the next thing is a reoccurring schedule so we can
11:08
reoccurring schedule so we can go in and do a weekly bi-weekly
11:11
go in and do a weekly bi-weekly every 3 week every four-week
11:14
every 3 week every four-week reoccurring service the next
11:15
reoccurring service the next one after that is called a
11:16
one after that is called a waiting list job and the way
11:18
waiting list job and the way the some of the waiting list
11:19
the some of the waiting list job is the idea if we’re going
11:20
job is the idea if we’re going into the fall here for a fall
11:21
into the fall here for a fall cleanup fall cleanups maybe
11:22
cleanup fall cleanups maybe don’t. To be done tomorrow, but
11:24
don’t. To be done tomorrow, but they need to be done sometime
11:25
they need to be done sometime in the next 45 days, but what
11:26
in the next 45 days, but what that allows you to do is see a
11:28
that allows you to do is see a visual clue um on the map on
11:30
visual clue um on the map on the waiting list of all the
11:31
the waiting list of all the pins and we drag and drop and
11:35
pins and we drag and drop and optimize all the jobs in each
11:36
optimize all the jobs in each geographic area to minimize the
11:39
geographic area to minimize the non billable drive time if
11:41
non billable drive time if you’re running a fertilization,
11:42
you’re running a fertilization, weed control or pest control
11:43
weed control or pest control company and you have a call
11:45
company and you have a call back waiting list is going to
11:46
back waiting list is going to be key because we can grab that
11:46
be key because we can grab that one time call back and tuck it
11:47
one time call back and tuck it into a schedule when we’re
11:49
into a schedule when we’re already in that area. so we’re
11:50
already in that area. so we’re not driving halfway across time
11:51
not driving halfway across time to put. Fire out and then the
11:53
to put. Fire out and then the final part of scheduling is
11:55
final part of scheduling is going to be a package job. So
11:57
going to be a package job. So I’ve kind of talked about that
11:59
I’ve kind of talked about that because a package job is is
12:01
because a package job is is just it is your fertilization
12:03
just it is your fertilization and weed control the five or
12:04
and weed control the five or six step program or a bush and
12:06
six step program or a bush and bed package in the landscape
12:09
bed package in the landscape maintenance where we go out to
12:09
maintenance where we go out to the property once a month or
12:11
the property once a month or several times a year and we can
12:13
several times a year and we can go and schedule that off the
12:16
go and schedule that off the waiting list each round for
12:18
waiting list each round for optimization and then actually
12:21
optimization and then actually there is one more type of
12:21
there is one more type of scheduling getting into uh the
12:23
scheduling getting into uh the four-letter word that we all
12:24
four-letter word that we all don’t wanna talk about in the
12:24
don’t wanna talk about in the northeast so we have on. Jobs
12:26
northeast so we have on. Jobs and they’re just that they’re
12:28
and they’re just that they’re on demand and ready for when
12:30
on demand and ready for when snow and ice events hit so
12:32
snow and ice events hit so we’re gonna go and schedule the
12:33
we’re gonna go and schedule the work now as we scroll to the
12:36
work now as we scroll to the right here uh we’re going into
12:39
right here uh we’re going into route optimization so there is
12:41
route optimization so there is free optimization for 23 stops
12:43
free optimization for 23 stops that last through Google right
12:45
that last through Google right inside service Autopilot, 24 or
12:48
inside service Autopilot, 24 or more, there is several
12:50
more, there is several different um optimizations that
12:53
different um optimizations that are paid extremely cheap, but
12:55
are paid extremely cheap, but they will optimize the route
12:57
they will optimize the route from your shop through uh each
12:59
from your shop through uh each stop. Back to your shop um and
13:00
stop. Back to your shop um and then we can go in and click and
13:02
then we can go in and click and show the pins on the screen and
13:04
show the pins on the screen and optimize that order because no
13:06
optimize that order because no one knows your your area better
13:09
one knows your your area better than you um. So this is a quick
13:11
than you um. So this is a quick visual check before you
13:12
visual check before you actually go out and dispatch
13:14
actually go out and dispatch those jobs so now on the
13:14
those jobs so now on the dispatch board, this is where
13:15
dispatch board, this is where we get the cruise out in the
13:16
we get the cruise out in the mobiles are printed out. We get
13:17
mobiles are printed out. We get them live out there uh under
13:18
them live out there uh under the more tab on the upper right
13:19
the more tab on the upper right hand corner, you can go in and
13:21
hand corner, you can go in and adjust the cruise to the day
13:22
adjust the cruise to the day and this is important that any
13:23
and this is important that any of us ever have a no call no
13:24
of us ever have a no call no show employee or somebody who
13:25
show employee or somebody who calls in. But occasionally
13:29
calls in. But occasionally these crews do shift or maybe
13:29
these crews do shift or maybe we need to join two crews
13:32
we need to join two crews together for the day to get a
13:33
together for the day to get a big job done so literally by
13:34
big job done so literally by dragging and dropping those
13:35
dragging and dropping those crew assignments. We can go out
13:38
crew assignments. We can go out and adjust the cruise for the
13:38
and adjust the cruise for the day and what that’s gonna do is
13:39
day and what that’s gonna do is get you proper data in data out
13:41
get you proper data in data out the reporting so it’s gonna
13:42
the reporting so it’s gonna affect your payroll and your
13:43
affect your payroll and your job costing production rates um
13:45
job costing production rates um very simple take seconds, but
13:46
very simple take seconds, but those are the things we need to
13:47
those are the things we need to pay attention to for a fully
13:48
pay attention to for a fully set up workflow essay. Once
13:50
set up workflow essay. Once we’re good, we’re gonna either
13:52
we’re good, we’re gonna either print them or drop them live in
13:53
print them or drop them live in the mobile now your cruise out
13:56
the mobile now your cruise out either mowing lawns cleaning.
13:57
either mowing lawns cleaning. Whatever that is now at the end
13:58
Whatever that is now at the end of the day or the beginning of
14:00
of the day or the beginning of the next ideally before those
14:03
the next ideally before those crews go out, we’re going to
14:05
crews go out, we’re going to this closeout day and what
14:07
this closeout day and what we’re doing is just doing a
14:09
we’re doing is just doing a quick sanity. Check up Do all
14:12
quick sanity. Check up Do all the start and stop times make
14:14
the start and stop times make sense so occasionally a new
14:16
sense so occasionally a new user of service, autopilot and
14:16
user of service, autopilot and mobile in the field. We’ll get
14:17
mobile in the field. We’ll get all excited pull up to a house
14:20
all excited pull up to a house forget to clock in They’ll do
14:21
forget to clock in They’ll do the property and then as they
14:21
the property and then as they get back, they’ll clock in and
14:22
get back, they’ll clock in and clock out under a minute.
14:23
clock out under a minute. Obviously, it’s not good data.
14:24
Obviously, it’s not good data. You wanna make sure the time
14:26
You wanna make sure the time that’s clocked in and out looks
14:27
that’s clocked in and out looks reasonable and it’s not like a
14:28
reasonable and it’s not like a minute or less. Um those are
14:30
minute or less. Um those are things we wanna be. To go back
14:35
things we wanna be. To go back to the crew that morning before
14:36
to the crew that morning before they leave and adjust those
14:38
they leave and adjust those times, but the idea here is
14:39
times, but the idea here is we’re looking for certain
14:40
we’re looking for certain times. It makes sense a budget
14:42
times. It makes sense a budget of time um and a price believe
14:44
of time um and a price believe it or not a lot of times. It’s
14:45
it or not a lot of times. It’s a certified adviser will go
14:46
a certified adviser will go into service Autopilot
14:47
into service Autopilot accounts. uh when people are
14:48
accounts. uh when people are working with us and we’ll find
14:49
working with us and we’ll find a lot of times that people
14:51
a lot of times that people aren’t building out their jobs
14:52
aren’t building out their jobs um so we need to make sure
14:54
um so we need to make sure that’s in there and then the
14:55
that’s in there and then the next thing we’re doing is uh
14:58
next thing we’re doing is uh the close out day screen you
15:00
the close out day screen you can set up invoicing based on a
15:03
can set up invoicing based on a default so a daily weekly or
15:04
default so a daily weekly or monthly automated billing so at
15:05
monthly automated billing so at the end of that period it
15:06
the end of that period it automatically. That invoice and
15:07
automatically. That invoice and now we’re gonna go out invoice
15:09
now we’re gonna go out invoice and collect so uh I’m gonna
15:11
and collect so uh I’m gonna show you when we get an essay
15:12
show you when we get an essay here in a minute how to
15:13
here in a minute how to actually override that billing
15:16
actually override that billing default as well based based for
15:19
default as well based based for client, But we have a default
15:20
client, But we have a default that automatically generates
15:22
that automatically generates those invoices so if you’re
15:23
those invoices so if you’re manually going into QuickBooks
15:25
manually going into QuickBooks and creating invoices every
15:27
and creating invoices every month each day, uh it’s a time
15:29
month each day, uh it’s a time this is going to automate it
15:30
this is going to automate it for you when it’s fully set up
15:33
for you when it’s fully set up now, invoices and collecting uh
15:34
now, invoices and collecting uh right now through clan the a
15:35
right now through clan the a credit card. Company of service
15:38
credit card. Company of service autopilot that we use you’re
15:39
autopilot that we use you’re able to go out and charge your
15:40
able to go out and charge your credit cards in that literally
15:42
credit cards in that literally in three clicks of a button, we
15:44
in three clicks of a button, we can email those invoices in
15:46
can email those invoices in three clicks a button and we
15:47
three clicks a button and we can print them out in three
15:49
can print them out in three clicks of a button so we can go
15:51
clicks of a button so we can go out and take care of our
15:52
out and take care of our billing, systematically and
15:54
billing, systematically and efficiently each and every day
15:55
efficiently each and every day quickly or at the end of each
15:56
quickly or at the end of each month and we can figure out how
15:56
month and we can figure out how to enter prepayment. We may
15:58
to enter prepayment. We may touch on that today as well for
15:59
touch on that today as well for the fully set up workflow.
16:01
the fully set up workflow. Other thing we wanna touch on
16:02
Other thing we wanna touch on here is even if we don’t get to
16:03
here is even if we don’t get to an end. Uh the next minute or
16:06
an end. Uh the next minute or two when I hop into essay is we
16:07
two when I hop into essay is we want to be able to go in and
16:09
want to be able to go in and set installment contracts up
16:11
set installment contracts up and under each installment
16:13
and under each installment contractors setting up the
16:14
contractors setting up the monthly billing and what
16:15
monthly billing and what services in the bottom um
16:17
services in the bottom um adding line items of what
16:18
adding line items of what services are included that
16:19
services are included that monthly install and when we
16:21
monthly install and when we schedule those services under
16:22
schedule those services under the monthly, we’re assigning
16:24
the monthly, we’re assigning them to the contract. so we are
16:26
them to the contract. so we are not building them out
16:26
not building them out separately but on the service
16:28
separately but on the service level, we still need a price
16:30
level, we still need a price and budget of time for
16:31
and budget of time for reporting because if we don’t
16:33
reporting because if we don’t have any data in, we don’t have
16:34
have any data in, we don’t have any data out. so these are all
16:37
any data out. so these are all the foundational things that we
16:38
the foundational things that we need for success in. Auto pilot
16:40
need for success in. Auto pilot So I didn’t realize I did go a
16:42
So I didn’t realize I did go a little bit quick on that um,
16:44
little bit quick on that um, but obviously you can catch the
16:45
but obviously you can catch the recording of this. I’m gonna
16:46
recording of this. I’m gonna gonna now into service
16:48
gonna now into service autopilot and show you what
16:48
autopilot and show you what this looks like fully set up um
16:50
this looks like fully set up um did go a little bit quicker.
16:52
did go a little bit quicker. We’ve we’ve had uh this is the
16:53
We’ve we’ve had uh this is the third take out of here with
16:53
third take out of here with some technical difficulties so
16:56
some technical difficulties so uh without any further delay.
16:57
uh without any further delay. we’re gonna jump right into
16:59
we’re gonna jump right into service Autopilot and are gonna
17:00
service Autopilot and are gonna do this right through vtwo. A
17:02
do this right through vtwo. A lot of these features are still
17:03
lot of these features are still available in vthree and ready
17:05
available in vthree and ready to go um but for consistency
17:07
to go um but for consistency throughout, I’m gonna stay
17:07
throughout, I’m gonna stay right in the vtwo platform. Um
17:11
right in the vtwo platform. Um the first thing we’re looking
17:12
the first thing we’re looking at is if somebody calls your
17:15
at is if somebody calls your office, we need to enter them
17:15
office, we need to enter them in if they’ve hit your website
17:18
in if they’ve hit your website theoretically now they hit the
17:19
theoretically now they hit the website they’ve entered their
17:20
website they’ve entered their information in uh long as the
17:22
information in uh long as the form is set up correctly with
17:23
form is set up correctly with the auto create lead on submit
17:26
the auto create lead on submit all this information will be
17:27
all this information will be automatically entered in the
17:28
automatically entered in the system you’ll be alerted to
17:29
system you’ll be alerted to grease squat reach out and get
17:31
grease squat reach out and get them an estimate. so what I’m
17:32
them an estimate. so what I’m doing here is. I’m now the
17:34
doing here is. I’m now the person in your office. I’m
17:35
person in your office. I’m gonna go to the green plus icon
17:37
gonna go to the green plus icon and go to add a lead and what
17:39
and go to add a lead and what we’re gonna be doing. Is
17:41
we’re gonna be doing. Is putting in first name last
17:42
putting in first name last name, so I’m gonna put in our
17:45
name, so I’m gonna put in our old friend tester and I’m gonna
17:47
old friend tester and I’m gonna put uh couple numbers behind it
17:50
put uh couple numbers behind it and because we’ve been using
17:51
and because we’ve been using him a bit now if that
17:53
him a bit now if that commercial client right here,
17:54
commercial client right here, we’re putting in acne in so
17:56
we’re putting in acne in so first name last name merges in
17:58
first name last name merges in It’s a commercial client.
17:59
It’s a commercial client. That’s where that goes service
18:02
That’s where that goes service address. We’re gonna go in and
18:04
address. We’re gonna go in and type in the service address as
18:06
type in the service address as we’re taking them in off the
18:07
we’re taking them in off the phone. Obviously, this is
18:08
phone. Obviously, this is probably a review for most
18:09
probably a review for most folks, but um there are some.
18:12
folks, but um there are some. Intricate things here that I’m
18:13
Intricate things here that I’m gonna show you in a second that
18:14
gonna show you in a second that most people do not do that
18:17
most people do not do that basically eliminates um them
18:19
basically eliminates um them having success or inhibits them
18:21
having success or inhibits them from having success down the
18:22
from having success down the line. so hold with me here and
18:24
line. so hold with me here and then we’re gonna get into
18:25
then we’re gonna get into nitty-gritty, but it’s worth
18:25
nitty-gritty, but it’s worth spending a few seconds here to
18:27
spending a few seconds here to take a look at this. so it’s
18:29
take a look at this. so it’s gonna go in and ask the city.
18:31
gonna go in and ask the city. Now you know the service
18:32
Now you know the service address automatically uh
18:33
address automatically uh incorporates into billing
18:35
incorporates into billing address or de avoiding that
18:36
address or de avoiding that double entry if your state
18:37
double entry if your state charges sales tax, we need to
18:39
charges sales tax, we need to go out and grab the sales tax
18:40
go out and grab the sales tax in here. we’re gonna be asking
18:41
in here. we’re gonna be asking the client. Email address over
18:44
the client. Email address over the phone or the potential lead
18:49
entering that in and their
18:51
entering that in and their phone number, I’m recommending
18:53
phone number, I’m recommending always put the phone number in
18:54
always put the phone number in the cellphone field reason
18:56
the cellphone field reason being is automations and other
18:57
being is automations and other features and essay will tie
19:00
features and essay will tie into the cellphone field to
19:01
into the cellphone field to automate certain processes if
19:02
automate certain processes if it’s in the home field or
19:04
it’s in the home field or landline field, it field, it
19:05
landline field, it field, it would not do so by default if
19:08
would not do so by default if you’re unsure put it in the
19:10
you’re unsure put it in the cellphone field in my opinion
19:11
cellphone field in my opinion um and if it auto. Feature like
19:13
um and if it auto. Feature like text message it goes off and
19:14
text message it goes off and it’s not a cellphone. It’s not
19:16
it’s not a cellphone. It’s not gonna charge you it just won’t
19:17
gonna charge you it just won’t fire off better safe to be
19:19
fire off better safe to be sorry most people see provider
19:21
sorry most people see provider here and they click on it and
19:23
here and they click on it and think they actually have to
19:24
think they actually have to grab the cellphone provider.
19:25
grab the cellphone provider. You do not that is a legacy
19:27
You do not that is a legacy feature if you’re using pro
19:28
feature if you’re using pro plus with two-way texting just
19:32
plus with two-way texting just ignore that sell now, the last
19:33
ignore that sell now, the last thing here is master property.
19:36
thing here is master property. So in my company we service all
19:37
So in my company we service all the Walgreens right Aids in the
19:39
the Walgreens right Aids in the city for a while, so we would
19:40
city for a while, so we would go in as a. Property in assign
19:43
go in as a. Property in assign it to the property management
19:45
it to the property management company is the master company
19:46
company is the master company in this in this new lead could
19:47
in this in this new lead could a subsequent property of the
19:49
a subsequent property of the master property for building
19:51
master property for building building a um condensing that
19:53
building a um condensing that system now next thing is under
19:55
system now next thing is under details. This is where the
19:56
details. This is where the rubber meets the road if you’re
19:58
rubber meets the road if you’re setting it up right account
19:59
setting it up right account type is commercial or
20:01
type is commercial or residential if you only do
20:03
residential if you only do residential, that’s fine still
20:05
residential, that’s fine still put this in here This will help
20:07
put this in here This will help for reporting and some other
20:08
for reporting and some other features of automation. So
20:10
features of automation. So we’re we’re segmenting our
20:11
we’re we’re segmenting our database Next thing is on sale.
20:13
database Next thing is on sale. We wanna go in and chill out
20:15
We wanna go in and chill out select the sales source. Let’s
20:16
select the sales source. Let’s say we they heard about us from
20:18
say we they heard about us from Angie’s list um or they were
20:20
Angie’s list um or they were referred from a client here.
20:21
referred from a client here. Now, This is a real account.
20:23
Now, This is a real account. We’d have the name of leads and
20:23
We’d have the name of leads and clients here and you can
20:25
clients here and you can attribute that lead referral to
20:27
attribute that lead referral to a specific person and
20:28
a specific person and eventually run a report on that
20:31
eventually run a report on that now, that’s the basic
20:31
now, that’s the basic information that you need to do
20:33
information that you need to do inside service autopilot before
20:35
inside service autopilot before we get in the estimate process
20:36
we get in the estimate process while we’re on the screen, I’m
20:38
while we’re on the screen, I’m just gonna hit on this quickly
20:40
just gonna hit on this quickly when a lead becomes a client.
20:41
when a lead becomes a client. This is the same tab. Edit tabs
20:44
This is the same tab. Edit tabs in billing this right here is
20:47
in billing this right here is how we override the default
20:50
how we override the default billing. So this instance, I’m
20:52
billing. So this instance, I’m in is set to monthly net ten so
20:54
in is set to monthly net ten so billing monthly and net terms
20:55
billing monthly and net terms tens. Let’s say I wanted to do
20:57
tens. Let’s say I wanted to do a uh do on receipt and I wanted
21:03
a uh do on receipt and I wanted to build them daily We can
21:04
to build them daily We can override the billing for this
21:06
override the billing for this one particular client or lead
21:08
one particular client or lead on this screen outside of the
21:11
on this screen outside of the default of the set up the
21:12
default of the set up the system uh when we set up the
21:13
system uh when we set up the initial setup so any comments
21:15
initial setup so any comments questions drop below here as we
21:17
questions drop below here as we go. But now we have a lead. I’m
21:17
go. But now we have a lead. I’m gonna go and hit save.
21:21
gonna go and hit save. Obviously this test account if
21:23
Obviously this test account if you’ve seen this uh anything
21:24
you’ve seen this uh anything we’ve been doing uh we’ve used
21:25
we’ve been doing uh we’ve used this test account quite a bit
21:27
this test account quite a bit and what it’s doing and I was
21:28
and what it’s doing and I was create a duplicate check um so
21:29
create a duplicate check um so the system is smart enough to
21:30
the system is smart enough to know. Hey wait a minute. We’ve
21:31
know. Hey wait a minute. We’ve got some issues here. I’m gonna
21:33
got some issues here. I’m gonna go ahead and say it’s okay
21:36
go ahead and say it’s okay because it’s a duplicate um but
21:37
because it’s a duplicate um but I wanna use it but the system
21:39
I wanna use it but the system will do that now your vthree
21:41
will do that now your vthree form off the website you can
21:42
form off the website you can set criteria to check off first
21:44
set criteria to check off first name Last name. email address
21:46
name Last name. email address several other variables to do
21:49
several other variables to do checking highly recommend that
21:50
checking highly recommend that Vthree form for your website
21:52
Vthree form for your website because it is going. To make
21:53
because it is going. To make sure you have duplicate
21:55
sure you have duplicate checking and a clean database
21:57
checking and a clean database now some visual clues if you’re
22:00
now some visual clues if you’re training your office on service
22:02
training your office on service Autopilot for the first time
22:03
Autopilot for the first time this long gray bar across the
22:05
this long gray bar across the screen signifies its a lead in
22:08
screen signifies its a lead in the system when there’s three
22:10
the system when there’s three columns, it is a client. other
22:12
columns, it is a client. other things you wanna be looking at
22:13
things you wanna be looking at is under the magnifying glass.
22:16
is under the magnifying glass. We have this avatar little uh
22:17
We have this avatar little uh black avatar the person here
22:19
black avatar the person here with an L. that is that is a
22:20
with an L. that is that is a The Avatar with No L.. Is a
22:24
The Avatar with No L.. Is a client if it is missing, it is
22:25
client if it is missing, it is a closeout lead. So once again,
22:27
a closeout lead. So once again, I talked about the flow chart
22:28
I talked about the flow chart when we lose an estimate and
22:29
when we lose an estimate and it’s a lead, we close the lead
22:31
it’s a lead, we close the lead out so there’ll be no avatar
22:32
out so there’ll be no avatar and if it’s a cancel client, be
22:35
and if it’s a cancel client, be the same avatar right here of
22:36
the same avatar right here of the person with a slash through
22:37
the person with a slash through it, These are visual clues to
22:39
it, These are visual clues to create a speedy quick process
22:41
create a speedy quick process through the system without
22:42
through the system without having to dial into the
22:43
having to dial into the contract record. so comment
22:44
contract record. so comment your questions drop em below.
22:48
your questions drop em below. So next thing is lawn care wise
22:49
So next thing is lawn care wise um and I’ll also give you a
22:51
um and I’ll also give you a home cleaning example here if
22:51
home cleaning example here if we have some some time as well
22:53
we have some some time as well under the more tab, I’m gonna
22:54
under the more tab, I’m gonna go in and do property
22:56
go in and do property measurements. This is maps pro
22:57
measurements. This is maps pro or vthree. It’s called sm. Mass
23:00
or vthree. It’s called sm. Mass highly recommend it use it in
23:01
highly recommend it use it in my business for pretty much the
23:03
my business for pretty much the whole time we use service
23:04
whole time we use service autopilot um and still do here.
23:07
autopilot um and still do here. so what we’re gonna do is click
23:09
so what we’re gonna do is click to the Google Image here and
23:12
to the Google Image here and measure the actual property.
23:15
measure the actual property. I’m doing this obviously with
23:16
I’m doing this obviously with some speed for uh less
23:19
some speed for uh less precision, but you get the idea
23:21
precision, but you get the idea so we’re gonna measure our
23:25
so we’re gonna measure our square foot area and I’m gonna
23:27
square foot area and I’m gonna recommend that you go in and
23:27
recommend that you go in and label it. so this is our turf
23:30
label it. so this is our turf area and I’m gonna label this
23:34
area and I’m gonna label this and actually color it and
23:35
and actually color it and choose and I’m gonna add
23:37
choose and I’m gonna add another area so you can add and
23:39
another area so you can add and subtract if we had a pool in
23:40
subtract if we had a pool in the backyard we can subtract
23:42
the backyard we can subtract and add areas or create a no
23:44
and add areas or create a no value. so if this was a pool
23:46
value. so if this was a pool little little crooked as it is
23:47
little little crooked as it is but uh nonetheless. We’ve got
23:49
but uh nonetheless. We’ve got an area here that I can go in
23:52
an area here that I can go in and subtract as plus I come up
23:54
and subtract as plus I come up here, I can actually make this
23:56
here, I can actually make this to zero or negative. so it’s
23:58
to zero or negative. so it’s subtracting the square footage
23:59
subtracting the square footage of the pool, but if you have
24:00
of the pool, but if you have multiple areas like a landscape
24:02
multiple areas like a landscape bed driveway, we can add and
24:05
bed driveway, we can add and subtract or keep one value at
24:07
subtract or keep one value at zero. Now we wanna hit saves
24:09
zero. Now we wanna hit saves every time I pull this up now I
24:11
every time I pull this up now I know visually what are the
24:12
know visually what are the areas that we’ve quoted and
24:14
areas that we’ve quoted and what are the square footages so
24:16
what are the square footages so turf area. I’m gonna go on a
24:18
turf area. I’m gonna go on a custom field now you would
24:19
custom field now you would never have. This many custom
24:21
never have. This many custom fields uh but this is obviously
24:22
fields uh but this is obviously a test account. We’ve run a few
24:24
a test account. We’ve run a few through here, but I’m grabbing
24:25
through here, but I’m grabbing turf square footage and hitting
24:27
turf square footage and hitting C so that is that custom job
24:29
C so that is that custom job variable. we talked about so
24:31
variable. we talked about so it’s based out of production
24:32
it’s based out of production based estimating system um so
24:34
based estimating system um so you wanna measure everything
24:35
you wanna measure everything you can online. but what
24:36
you can online. but what happens if you can’t so we’ve
24:36
happens if you can’t so we’ve created this thing called an
24:38
created this thing called an on-site ask for we pull this up
24:39
on-site ask for we pull this up in the mobile um, but I’m gonna
24:40
in the mobile um, but I’m gonna put it up on the screen to show
24:42
put it up on the screen to show you what it looks like, but the
24:42
you what it looks like, but the idea is you’re walking around
24:43
idea is you’re walking around the property with your phone
24:44
the property with your phone and you’re putting in the
24:47
and you’re putting in the variables into the phone and
24:48
variables into the phone and then it’s gonna help generate
24:50
then it’s gonna help generate an estimate so. Uh the auto
24:54
an estimate so. Uh the auto assist the A Here is uh
24:56
assist the A Here is uh featured with pro Plus. It’s a
24:57
featured with pro Plus. It’s a shortcut tool that can be
24:59
shortcut tool that can be loaded in here and basically
25:00
loaded in here and basically you can pull these forms up in
25:02
you can pull these forms up in your mobile so the idea is now
25:04
your mobile so the idea is now that I’m walking around this
25:06
that I’m walking around this property. um I can’t measure
25:08
property. um I can’t measure certain things on the
25:09
certain things on the satellite, but I need to get
25:11
satellite, but I need to get them for my estimate so instead
25:12
them for my estimate so instead of walking around the pen and
25:13
of walking around the pen and paper if I can’t measure the
25:15
paper if I can’t measure the lawn square footage, I put it
25:16
lawn square footage, I put it in here uh maybe online.
25:18
in here uh maybe online. There’s a lot of trees. so all
25:20
There’s a lot of trees. so all I’m gonna do is go into mulch
25:22
I’m gonna do is go into mulch details. so what I’ve done is
25:23
details. so what I’ve done is broken this down in one two or
25:25
broken this down in one two or three inch depth increments
25:27
three inch depth increments and. If we wanna go in and put
25:30
and. If we wanna go in and put three inches of mulch, if
25:31
three inches of mulch, if that’s what the as bin
25:32
that’s what the as bin requires, I’m gonna go out and
25:33
requires, I’m gonna go out and measure it and say I’ve got 500
25:37
measure it and say I’ve got 500 square feet of red mulch bed
25:39
square feet of red mulch bed for square footages, So we use
25:40
for square footages, So we use our production based estimating
25:42
our production based estimating system. so how long will it
25:43
system. so how long will it take for a regular maintenance
25:45
take for a regular maintenance of weed and then mulch drive
25:46
of weed and then mulch drive time. So how many trips do I
25:47
time. So how many trips do I need to go to the nursery to
25:50
need to go to the nursery to get 500 square feet worth of
25:52
get 500 square feet worth of mulch? So I’m gonna say one
25:54
mulch? So I’m gonna say one trip so that’s kinda eventually
25:56
trip so that’s kinda eventually calculate a price and budget of
25:57
calculate a price and budget of time actually go get the
25:58
time actually go get the equipment uh the mulch to cover
26:00
equipment uh the mulch to cover that non billable drive. Now
26:03
that non billable drive. Now we’re gonna go in the shrub for
26:05
we’re gonna go in the shrub for me so we could based on minutes
26:07
me so we could based on minutes to prune and type that in and
26:09
to prune and type that in and have it calculate. but what
26:11
have it calculate. but what I’ve done is broken this down
26:11
I’ve done is broken this down in large, medium and small
26:13
in large, medium and small shrubs so large shrubs are
26:15
shrubs so large shrubs are gonna be between six feet and
26:15
gonna be between six feet and ten feet. I’m gonna say there’s
26:17
ten feet. I’m gonna say there’s five of them is walking around
26:19
five of them is walking around mediums are gonna be between
26:20
mediums are gonna be between three or six feet and less. I’m
26:23
three or six feet and less. I’m sorry three feet in less than
26:24
sorry three feet in less than six feet, and I say there’s
26:26
six feet, and I say there’s eight of those and it’s small
26:27
eight of those and it’s small shrubs are less than three
26:28
shrubs are less than three feet. So I’m gonna say we got
26:30
feet. So I’m gonna say we got uh eighteen of those and heads.
26:33
uh eighteen of those and heads. With the ladder, so I’m kinda
26:34
With the ladder, so I’m kinda linear foot section. so if I’ve
26:36
linear foot section. so if I’ve got twenty foot of both sides
26:38
got twenty foot of both sides in the top and it requires a
26:39
in the top and it requires a ladder, I’m gonna put two units
26:41
ladder, I’m gonna put two units in here and head with no
26:42
in here and head with no letter. I don’t have any of
26:43
letter. I don’t have any of those so I’m just gonna leave
26:44
those so I’m just gonna leave that blank the ideas. we’re
26:46
that blank the ideas. we’re walking around with our mobile
26:47
walking around with our mobile and we’re inserting the data we
26:50
and we’re inserting the data we need for the estimates so shrub
26:52
need for the estimates so shrub proving property specific notes
26:53
proving property specific notes a lot of times I’d be walking
26:54
a lot of times I’d be walking around with a pen. Maybe it’s
26:56
around with a pen. Maybe it’s raining. I’d forget to put the
26:57
raining. I’d forget to put the notes in before I started using
26:59
notes in before I started using service Autopilot. What we’ve
27:00
service Autopilot. What we’ve done is created the on-site
27:02
done is created the on-site estimate for you property
27:02
estimate for you property specific estimate notes that
27:04
specific estimate notes that are gonna merge automatically
27:05
are gonna merge automatically on the estimates so you don’t
27:06
on the estimates so you don’t forget. so I’m gonna say does.
27:09
forget. so I’m gonna say does. Not
27:12
include on West lot line now,
27:15
include on West lot line now, this is gonna automatically uh
27:17
this is gonna automatically uh merged into the notes on the
27:18
merged into the notes on the estimates so I don’t forget
27:20
estimates so I don’t forget obviously if it’s going in
27:21
obviously if it’s going in there, you wanna make sure
27:22
there, you wanna make sure there’s no typos and then if
27:24
there’s no typos and then if you’re doing snow removal, you
27:25
you’re doing snow removal, you can also put the details around
27:27
can also put the details around snow removal here. so I’m gonna
27:28
snow removal here. so I’m gonna submit this but the idea now is
27:30
submit this but the idea now is we’ve measured it online
27:31
we’ve measured it online through smart maps maps pro.
27:32
through smart maps maps pro. We’ve got those custom fields
27:34
We’ve got those custom fields of herbals or we’ve gone on
27:36
of herbals or we’ve gone on site with our mobile and the
27:38
site with our mobile and the on-site estimate form and
27:39
on-site estimate form and plugged in the property
27:41
plugged in the property specific data and the next step
27:42
specific data and the next step is we need to go out.
27:46
And create an so we’re gonna
27:49
And create an so we’re gonna scroll down here and hit add an
27:51
scroll down here and hit add an estimate now uh being condensed
27:53
estimate now uh being condensed here, I didn’t have time to
27:54
here, I didn’t have time to actually go into the template,
27:55
actually go into the template, but what’s gonna happen is when
27:57
but what’s gonna happen is when we add the estimate we have
27:59
we add the estimate we have prebuilt templates so all our
28:01
prebuilt templates so all our summer services are going to
28:03
summer services are going to load and pull in the turf
28:06
load and pull in the turf Square footage a number of
28:08
Square footage a number of shrubs that square footage of
28:09
shrubs that square footage of the bed and actually
28:10
the bed and actually automatically calculate a price
28:12
automatically calculate a price of budget of time and it cost
28:13
of budget of time and it cost before profit. so that is
28:15
before profit. so that is what’s gonna happen. Here as
28:16
what’s gonna happen. Here as this load so it kinda give you
28:18
this load so it kinda give you an idea behind the scenes right
28:20
an idea behind the scenes right here, traditionally if this
28:21
here, traditionally if this wasn’t fully set up, you’d have
28:23
wasn’t fully set up, you’d have to select the do in it what
28:24
to select the do in it what we’ve done behind the scenes is
28:26
we’ve done behind the scenes is already taken our emails. It’s
28:28
already taken our emails. It’s email it goes out to the
28:28
email it goes out to the client. We’ve connected to an
28:30
client. We’ve connected to an estimate document and we’ve
28:32
estimate document and we’ve connected it to an acceptance
28:33
connected it to an acceptance email so literally when we send
28:35
email so literally when we send this out, everything is
28:36
this out, everything is connected and we’ve minimize an
28:38
connected and we’ve minimize an extra three steps and that’s a
28:40
extra three steps and that’s a fully set up service Autopilot
28:42
fully set up service Autopilot so as we’re going in, we’re
28:44
so as we’re going in, we’re going into templates and I’m
28:45
going into templates and I’m gonna grab. Uh 2019 lawn care
28:48
gonna grab. Uh 2019 lawn care leads from last year and pop
28:51
leads from last year and pop this out. Now, what we’re doing
28:55
this out. Now, what we’re doing here is pulling this up in when
28:57
here is pulling this up in when I pulled up the square footage,
28:59
I pulled up the square footage, I probably grabbed the wrong
29:01
I probably grabbed the wrong custom field just cuz it was so
29:02
custom field just cuz it was so many, but ideally, what would
29:04
many, but ideally, what would happen is that 7800 square feet
29:08
happen is that 7800 square feet for the turf Square footage
29:09
for the turf Square footage would have automatically loaded
29:10
would have automatically loaded now for time sake. I’m just
29:11
now for time sake. I’m just gonna plug it in there, but
29:13
gonna plug it in there, but when you enter in from the map
29:15
when you enter in from the map um if you didn’t have fifty
29:16
um if you didn’t have fifty custom fields like I did this
29:18
custom fields like I did this test account, you’d only have
29:18
test account, you’d only have one church square footage it
29:20
one church square footage it would load the idea is. Based
29:22
would load the idea is. Based on it seventy 87800 square feet
29:26
on it seventy 87800 square feet fictitious, we’re charging $30
29:27
fictitious, we’re charging $30 to blow an edge. It’s gonna
29:29
to blow an edge. It’s gonna take us .48 .4 man hours and a
29:32
take us .48 .4 man hours and a cost before profit of $14.76.
29:35
cost before profit of $14.76. Now what we’ve done in this
29:36
Now what we’ve done in this account is we’ve created
29:37
account is we’ve created different postal codes or
29:39
different postal codes or zones. So we’re charging extra
29:40
zones. So we’re charging extra for that mobilization. So we’ve
29:42
for that mobilization. So we’ve taken our thirty lawns and
29:44
taken our thirty lawns and said, based on the average
29:46
said, based on the average drive time we need to cover x
29:47
drive time we need to cover x amount of minutes of drive time
29:50
amount of minutes of drive time for non billable overhead
29:51
for non billable overhead recovery. So if we went out to
29:52
recovery. So if we went out to this. Postal code and I put the
29:54
this. Postal code and I put the number one that’s where we’re
29:56
number one that’s where we’re at. We’ve already defined that
29:57
at. We’ve already defined that drive time is .16. man hours
30:00
drive time is .16. man hours times are hourly rate. We need
30:01
times are hourly rate. We need to charge an extra $8.09 for
30:04
to charge an extra $8.09 for mobilization. now the consumer
30:05
mobilization. now the consumer isn’t gonna see this, but this
30:06
isn’t gonna see this, but this is our invisible estimating
30:08
is our invisible estimating checklist and that’s the
30:09
checklist and that’s the benefit of service Autopilot
30:10
benefit of service Autopilot when you use a parent service
30:12
when you use a parent service with sub services or child
30:13
with sub services or child services, we can have a
30:15
services, we can have a glorified estimating checklist
30:17
glorified estimating checklist whether it’s drive time um
30:20
whether it’s drive time um going out doing design build.
30:20
going out doing design build. but these are all the things
30:21
but these are all the things the estimators should be.
30:23
the estimators should be. Tracking So all we do is go to
30:25
Tracking So all we do is go to draft to quote and we have a
30:27
draft to quote and we have a live estimate so all the
30:28
live estimate so all the consumer now is gonna see is
30:31
consumer now is gonna see is $38.09 for the lawn mowing we
30:32
$38.09 for the lawn mowing we know on site and mobilizations
30:35
know on site and mobilizations .56 man hours and it’s costing
30:37
.56 man hours and it’s costing us $20.67 uh if we hit our
30:40
us $20.67 uh if we hit our budget of time in expense and
30:41
budget of time in expense and we’ve got a profit margin of
30:44
we’ve got a profit margin of 45.7%, non emotional estimating
30:45
45.7%, non emotional estimating it can be delegated to anybody
30:47
it can be delegated to anybody in your office. Uh we can go in
30:48
in your office. Uh we can go in now and hit draft a quote. I’m
30:50
now and hit draft a quote. I’m gonna put in that 7800. This is
30:51
gonna put in that 7800. This is an extra step you would not
30:52
an extra step you would not have. I just selected the wrong
30:55
have. I just selected the wrong button, but what it’s done now
30:56
button, but what it’s done now is done a five-step package job
30:59
is done a five-step package job for fertilizing for forty Bucks
31:01
for fertilizing for forty Bucks a trip .46 man hours and the
31:04
a trip .46 man hours and the cost of labor and materials uh
31:06
cost of labor and materials uh of thirty-two Seventeens. We
31:07
of thirty-two Seventeens. We got a profit margin of about
31:09
got a profit margin of about nineteen almost 20% net so the
31:12
nineteen almost 20% net so the system can track that in
31:13
system can track that in addition, if you’re an area
31:14
addition, if you’re an area that requires chemical tracking
31:16
that requires chemical tracking service Autopilot also has that
31:17
service Autopilot also has that um we use it in New York for
31:19
um we use it in New York for several years and if it works
31:20
several years and if it works in New York, I will tell you as
31:21
in New York, I will tell you as far as law. it probably works
31:23
far as law. it probably works just about. Anywhere. So we’ve
31:27
just about. Anywhere. So we’ve got that as we’re just
31:29
got that as we’re just finishing up in the in the hour
31:30
finishing up in the in the hour here, I’ve got my shrub
31:33
here, I’ve got my shrub trimming so my small medium and
31:34
trimming so my small medium and large shrubs came in. I’m gonna
31:36
large shrubs came in. I’m gonna add my drive time and now
31:37
add my drive time and now instead of eight bucks, it is
31:39
instead of eight bucks, it is $77 for mobilization to that
31:41
$77 for mobilization to that same postal code because we can
31:43
same postal code because we can do less jobs. We have to spread
31:44
do less jobs. We have to spread that overhead recovery of the
31:46
that overhead recovery of the non buildable drive time over
31:48
non buildable drive time over fewer jobs. It’s a higher
31:49
fewer jobs. It’s a higher price. It’s a 325 shrub
31:51
price. It’s a 325 shrub printing job based on small
31:53
printing job based on small medium large shrubs and heads
31:55
medium large shrubs and heads and remember we. Add a note in
31:57
and remember we. Add a note in there that says, does not
31:59
there that says, does not include the head that’s gonna
32:00
include the head that’s gonna merge in when I show you that
32:01
merge in when I show you that in a minute, so we’re scrolling
32:04
in a minute, so we’re scrolling back down now, something
32:05
back down now, something another video I did is fall
32:07
another video I did is fall fall cleanups. We’re gonna add
32:08
fall cleanups. We’re gonna add this in here. so let’s say we
32:09
this in here. so let’s say we had a tent that whole lot
32:10
had a tent that whole lot itself was 10000 square feet.
32:13
itself was 10000 square feet. We could plug that in and based
32:15
We could plug that in and based on the level of complexity, I
32:17
on the level of complexity, I have a level one and two here
32:19
have a level one and two here so if you’re getting into the
32:20
so if you’re getting into the fall clean up, most people are
32:22
fall clean up, most people are not confident of giving an
32:23
not confident of giving an exact price for fall cleanups
32:24
exact price for fall cleanups but based on a easy level, one
32:26
but based on a easy level, one or higher level two with more
32:27
or higher level two with more trees, we can give a high low.
32:30
trees, we can give a high low. Range and service Autopilot to
32:31
Range and service Autopilot to take the risk out of the
32:32
take the risk out of the company owner and the clients.
32:35
company owner and the clients. So let’s say this level two is
32:36
So let’s say this level two is a more difficult one are gonna
32:38
a more difficult one are gonna quote a high low price range of
32:39
quote a high low price range of 312 to 437 for that fall. clean
32:42
312 to 437 for that fall. clean up Next thing is we’re gonna go
32:44
up Next thing is we’re gonna go on and see theoretically we’re
32:46
on and see theoretically we’re talking to the client right
32:47
talking to the client right now. We’re trying to close the
32:47
now. We’re trying to close the sale of the phone, but if we
32:50
sale of the phone, but if we can’t what we are gonna do is
32:51
can’t what we are gonna do is go in hit email that pre
32:54
go in hit email that pre templated email loads up. I’m
32:55
templated email loads up. I’m gonna email this to myself and
32:56
gonna email this to myself and show you what the final product
32:57
show you what the final product looks like, but as we walk
32:59
looks like, but as we walk through. This is a set it and
33:01
through. This is a set it and forget it here um email and
33:05
forget it here um email and we’re gonna go out and hit send
33:06
we’re gonna go out and hit send I’m gonna hop on the other
33:08
I’m gonna hop on the other screen quickly and grab my
33:11
screen quickly and grab my email and once this is set up
33:15
email and once this is set up um I’m gonna go in as your
33:17
um I’m gonna go in as your client now or potential client
33:19
client now or potential client and actually show you what it
33:20
and actually show you what it looks like on their end and
33:21
looks like on their end and bring it all the way home in
33:22
bring it all the way home in the next minute or two but any
33:25
the next minute or two but any questions drop em below more
33:26
questions drop em below more than happy to answer them in
33:27
than happy to answer them in the live recorded version. but
33:29
the live recorded version. but here is the. Now your new new
33:32
here is the. Now your new new client clicks my proposal opens
33:35
client clicks my proposal opens it up and now they can click
33:36
it up and now they can click and sign electronically now uh
33:40
and sign electronically now uh as a point of uh. example, I
33:42
as a point of uh. example, I would not recommend this
33:44
would not recommend this service details and terms I’d
33:45
service details and terms I’d recommend putting this lower
33:47
recommend putting this lower below the actual pricing, but
33:48
below the actual pricing, but you can put it all in there,
33:49
you can put it all in there, but we have our lawn mowing for
33:51
but we have our lawn mowing for thirty 809 the client can click
33:53
thirty 809 the client can click on it so first step is to
33:54
on it so first step is to select services Step two is
33:56
select services Step two is sign the screen Now we have a
34:00
sign the screen Now we have a video that plays live right
34:01
video that plays live right inside. Estimate as well, so if
34:03
inside. Estimate as well, so if you’re in the video making like
34:05
you’re in the video making like myself, this is a great way to
34:06
myself, this is a great way to go out and put what’s included
34:08
go out and put what’s included not including the service and
34:09
not including the service and overcome those sales and price
34:10
overcome those sales and price objections upfront. We got our
34:14
objections upfront. We got our five-step fertilizing right
34:15
five-step fertilizing right here and our shrub pruning
34:16
here and our shrub pruning based on the size of shrubs,
34:18
based on the size of shrubs, 325 special job notes does not
34:21
325 special job notes does not include he on West lot line. so
34:22
include he on West lot line. so we’re not forgetting those
34:24
we’re not forgetting those essential things that we need
34:26
essential things that we need and we’ve got our fall cleanup.
34:28
and we’ve got our fall cleanup. Uh this is obviously a test
34:29
Uh this is obviously a test account, but we would change
34:30
account, but we would change the verbiage here just to fall
34:31
the verbiage here just to fall clean. But minimum price is 312
34:34
clean. But minimum price is 312 Maximus 437 so once again we
34:37
Maximus 437 so once again we can price in service Autopilot
34:39
can price in service Autopilot hourly set price or higher low
34:41
hourly set price or higher low pricing. It is very flexible if
34:43
pricing. It is very flexible if you set it up correctly with a
34:45
you set it up correctly with a fully set up workflow. Uh we
34:48
fully set up workflow. Uh we have an invoice details
34:49
have an invoice details contract turn clickable buttons
34:51
contract turn clickable buttons if they’re in mobile to call or
34:53
if they’re in mobile to call or text playable videos once
34:54
text playable videos once again, our top five or six
34:56
again, our top five or six services going in and showing
34:57
services going in and showing what’s included what’s not
34:59
what’s included what’s not included in addressing the
34:59
included in addressing the sales or price objections and
35:01
sales or price objections and then finally. We can go in
35:05
then finally. We can go in Click to sign the estimate Sign
35:07
Click to sign the estimate Sign electronically Print our name
35:10
electronically Print our name and sign and accept that my
35:12
and sign and accept that my opinion is the fully set up
35:12
opinion is the fully set up service Autopilot before we
35:14
service Autopilot before we actually go into automated so
35:16
actually go into automated so uh on a future as a weekly talk
35:18
uh on a future as a weekly talk show, we’re gonna be diving in
35:20
show, we’re gonna be diving in and looking uh what a fully
35:21
and looking uh what a fully service service uh set up
35:24
service service uh set up service Autopilot looks like
35:24
service Autopilot looks like with a fully implemented
35:27
with a fully implemented automated system. but before we
35:28
automated system. but before we automate we wanna send our
35:29
automate we wanna send our foundational pieces and this is
35:31
foundational pieces and this is what’s going to. Happen to
35:33
what’s going to. Happen to bring it home once we go back
35:35
bring it home once we go back into the lead and close out
35:37
into the lead and close out this estimate we have basically
35:40
this estimate we have basically um already updated the estimate
35:43
um already updated the estimate status here since we signed it,
35:44
status here since we signed it, we logged back in. It’s almost
35:47
we logged back in. It’s almost instantaneous and by law if you
35:48
instantaneous and by law if you need a signed contract on file,
35:50
need a signed contract on file, we have the signature
35:52
we have the signature information time and date
35:52
information time and date stamped with IP address and
35:54
stamped with IP address and under attachments I’ve got a
35:56
under attachments I’ve got a printable uh print out of the
36:00
printable uh print out of the actual estimate itself with
36:01
actual estimate itself with only the services the customer
36:03
only the services the customer selected. so I can click on
36:04
selected. so I can click on that and this is going to show
36:06
that and this is going to show just. Services I selected.
36:11
And at the bottom. I have the
36:14
And at the bottom. I have the signature so common questions
36:17
signature so common questions drop below essay weekly talk
36:17
drop below essay weekly talk show coming back at you once
36:19
show coming back at you once again, Mike Callahan um gonna
36:21
again, Mike Callahan um gonna be up next week with Tina
36:22
be up next week with Tina Service have made for time
36:24
Service have made for time cleaning out of Rochester and I
36:25
cleaning out of Rochester and I believe the Carolinas so
36:27
believe the Carolinas so Rochester, New York and the
36:28
Rochester, New York and the Carolinas area. uh maybe I
36:29
Carolinas area. uh maybe I should be Atlanta Georgia but
36:31
should be Atlanta Georgia but is running to multi-state
36:32
is running to multi-state cleaning companies the
36:33
cleaning companies the following week Lisa Marino of
36:35
following week Lisa Marino of Service Autopilot, and then the
36:37
Service Autopilot, and then the third week potentially Marcus
36:38
third week potentially Marcus Sheridan. They ask you answer
36:39
Sheridan. They ask you answer and the keynote speaker of a
36:42
and the keynote speaker of a thrive coming at you in
36:43
thrive coming at you in November. uh so make sure you
36:45
November. uh so make sure you grab your discounted tickets
36:47
grab your discounted tickets while they’re still available
36:48
while they’re still available and um. As a certified adviser
36:52
and um. As a certified adviser of service Autopilot, if you
36:53
of service Autopilot, if you have any questions or would
36:54
have any questions or would like to take part in a free
36:57
like to take part in a free audit of your service Autopilot
36:58
audit of your service Autopilot system to make sure you have
36:59
system to make sure you have all these pieces in um happy to
37:01
all these pieces in um happy to do that as well if you drop us
37:03
do that as well if you drop us a message or contact us um
37:05
a message or contact us um that’s something we’re doing uh
37:06
that’s something we’re doing uh free of charge for all service
37:08
free of charge for all service Autopilot members so uh we’ll
37:09
Autopilot members so uh we’ll see you again on the weekly
37:10
see you again on the weekly talk Show 1 PM eastern 12 PM
37:13
talk Show 1 PM eastern 12 PM Central right back here on uh