Video Transcript

00:00
Welcome back to Callahan’s
00:02
Corner where you ask the
00:03
questions. We have some live
00:04
right here on Facebook. So, had
00:05
a great great webinar last
00:06
night with uh Carla, the
00:09
landscaping account and one of
00:10
the questions was based around
00:12
my talk of going in and how to
00:14
automate a service business
00:15
particularly a lawn care or
00:17
home cleaning business and then
00:18
how to automate a lot of the
00:21
accounting features and
00:22
functions as far far as
00:23
invoicing accounts, receivable
00:25
bills, and different features
00:27
in the business to go in and
00:28
create better cash flow
00:29
Accountability but One of the
00:31
questions is around. Well,
00:32
Mike, we can automate that for
00:34
sure but what is your best
00:35
practice on implementing this
00:36
in your business? So, I’m going
00:37
to open the screen up here in a
00:39
second. What I’m going to show
00:40
you is actually something in my
00:41
company’s simple growth right
00:42
now one of my main
00:43
administrators actually uses on
00:45
a daily basis. So, what we’ve
00:46
done is create an automated
00:48
process through a repetitive
00:49
task that assigns a task or
00:51
basically a ticket in the
00:54
software assigned to this admin
00:56
and then, basically, at the end
00:56
of each day by 5 o’clock before
00:58
he checks out, He needs to
01:00
actually fill this out and send
01:01
it to all of the key
01:03
stakeholders in the business.
01:04
So, we’ve created
01:05
Accountability and them
01:07
actually physically going and
01:08
pulling these numbers out um to
01:10
make sure they have ownership
01:11
of some of the key things that
01:12
they’re responsible for. One of
01:13
being an overdue accounts
01:15
payable. So, what I’m going to
01:16
do is pop this open here and
01:18
show you this but this is the
01:20
actual screen here. So, what
01:21
we’ve got is this week’s dates,
01:23
we’ve got our uh balances of
01:26
installments that aren’t in the
01:27
past due but we have them
01:28
sitting there So, we’ve got
01:29
about 45 thousand up to date
01:31
right there This week, we’ve
01:33
got our one. So, we’ve got our
01:35
current plus our installments
01:36
that aren’t due yet. So,
01:37
they’re not past due. We know
01:38
they’re coming in future cash
01:40
flow. Um so, this can be very
01:41
similar in a landscape company,
01:43
Your deposit in the remaining
01:45
part of the deposit uh upon
01:47
completion and design build.
01:48
So, we’ve got our current um
01:50
people that are current and
01:52
future installments that aren’t
01:53
past due. We got one to 30 days
01:55
past 231 to sixty 6190 over
01:59
ninety and total overdue
02:01
accounts receivable. So as you
02:03
can uh yields in the office was
02:06
working down and he’s worked
02:07
down probably a decent amount
02:10
but there was some debt that
02:11
went passed to a certain
02:12
threshold that we couldn’t get
02:14
through collections. So, there
02:15
was 300 $386 of debt that was
02:18
written off today with my
02:19
approval. So, the way that is
02:20
done is that sent through a
02:22
written document. Uh basically
02:23
almost like an estimate I
02:24
accept and sign off as the
02:26
business owner and then that
02:27
gives the approval for the
02:29
accounting team that right off
02:30
the bad debt but the idea is I
02:31
get this in my Email as well as
02:32
the key stakeholders so we know
02:34
where we’re at. Part of Jill’s
02:36
uh job is to actually drive
02:39
down those receivables. So, he
02:41
is being benchmark on it each
02:43
day where he’s at. So, going
02:45
from the twenty-eighth to the
02:46
twenty-ninth. Um he went out
02:48
and grabbed probably around
02:50
five to $600 worth of payments
02:52
and drove that down but what
02:53
we’ve done is if it isn’t
02:55
measured, it usually doesn’t
02:56
happen. So we’re going to
02:57
measure it to make
02:58
Accountability and make these
02:59
things happen in our office.
03:00
Yes, we can automate a lot of
03:02
this. We are going to make the
03:03
person who’s responsible
03:04
ultimately to drive these
03:05
numbers down for overdue
03:07
accounts to actually report
03:08
daily and then do a summarized
03:09
weekly report here on Monday.
03:11
So, next thing we look at is
03:13
the number of phone calls,
03:14
outbound phone calls He’s
03:15
making outbound and inbound
03:16
calls. I want to track and see
03:17
where what’s going on in the
03:19
business with that and then the
03:21
final thing is our project
03:22
management board around
03:24
automations in play and
03:27
scheduling new orders and video
03:29
reposting the videos for
03:31
content and SEO. Um here is So,
03:33
we just started this area here.
03:35
Hasn’t been totally dialed out.
03:37
The other part has been in play
03:38
for a while but I wanted to
03:39
give you just kind of a sneak
03:40
peek of what’s going on in my
03:42
business and how we’re doing
03:43
this uh for success, the
03:46
administrative rules reporting
03:47
out daily and these three,
03:48
three or four main things that
03:50
they’re responsible for and uh
03:52
summarizing on Monday on a
03:54
Monday morning standing
03:55
financial meeting. So, common
03:56
questions drop them below but I
03:58
highly recommend driving some
03:59
kind of Google sheet or excel
04:00
sheets where that
04:01
administrator, whatever that
04:02
position is is reporting out on
04:03
the main things that’s going on
04:05
in the business and um that is
04:08
allowing you the business owner
04:09
to see these key variables and
04:11
hold accountability. So, if
04:13
what’s what what what track
04:15
happens if it’s not tracked, it
04:17
doesn’t happen um and it’s
04:18
Carla, the landscaping account
04:19
I talked about yesterday with
04:20
overdue receipts, um
04:22
landscaping companies are
04:24
traditionally a little bit uh
04:25
lagging and tracking those
04:27
receivables and it makes sense
04:28
because we have a very small
04:29
season. We’re going out trying
04:31
to make all the money and get
04:31
the bids out but after you get
04:33
the work done, we need to have
04:34
somebody, a virtual assistant
04:35
or somebody in our office go
04:36
back and make sure our
04:38
collections are going in that
04:38
webinar. I talked about how to
04:40
create automated billing daily,
04:42
weekly, monthly, or a special
04:44
day of the month. I also talked
04:46
about getting a credit card on
04:47
file. So, this one time jobs
04:48
have a deposit and a bill
04:50
directly after the job done and
04:51
any reoccurring work is
04:53
literally the following week on
04:55
a Tuesday. Um so, what happens
04:57
there is that increases your
04:58
cash flow and also allows the
05:00
ability for your of people not
05:03
paying you to shrink down. So,
05:05
instead of being out four to
05:06
five mowing in a month, you’re
05:08
only at one. in worst case
05:09
scenario, if the credit card
05:10
declined. So, comments
05:11
questions, drop em below. Uh
05:13
the webinar last night with
05:14
Carl was great and I want to
05:15
kind of get some examples of
05:16
how we’re looking at it and uh
05:19
accounts receivable office
05:21
reports on this daily phone
05:23
calls, uh project management
05:24
board and then uh within a week
05:26
or so here, he’s also going to
05:28
be doing our reposting of
05:29
videos with content transcripts
05:31
for all the social media
05:32
outlets. The website with video
05:34
for Seo. So, uh comments
05:36
questions drop below Callahan’s
05:36
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