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welcome back to Callahan’s Corner we
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have some questions handsome live right
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here on Facebook had a User submitted
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question uh in the service autopilot
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users group how to best Define and track
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budget versus actual time in their Lawn
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Care in-service business so what I’m
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going to do is open up the screen and
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give you a quick rundown of what an
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expert play looks like how to actually
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track your budget versus actual and
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there’s a lot of misconceptions of what
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you should be looking at on a daily and
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weekly basis and the keys to success
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that actually go into the old saying
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good data in good data out well really
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at this point we’re looking at no data
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in no data out in some scenarios so I’m
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going to open up the screen uh demystify
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the system and give you a quick workflow
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for one to two minutes per crew each day
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to make sure you’re hitting your times
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um and as a bonus I’m going to show you
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the foundations of how to use this for
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repeat for P or piece rate pay system so
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what we’ve got here is
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um some slides that we broke down in the
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symbol scale group we have monthly
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webinars how to actually uh break this
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down as well as one-on-one coaching with
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one of our seven figure experts but as
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we’re looking at this here
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we’ve got our closeout day screen what
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we want to do is go to columns here
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um this view that you’re looking at is
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not the exact view that you’re going to
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be seeing inside service auto by Pilot
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by default so right off the bat we’re
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going to go in and click the button to
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add the closeout day and we’re going to
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go in and add the variance and we’re
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going to add the actual hours and that’s
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right under this column here where we
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can actually go in and select that so to
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answer the question directly and I’m
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going to hop back and actually
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um kind of demystify some of the other
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things in the data how this actually
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will go in and show you how to raise
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your prices with no motion as well so on
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a very simple basic we should go in and
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do a resource for mocrew one two three
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four five six seven eight and under
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dispatch board we can create and save
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view so we can hop in and check that uh
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step by step there’s three key elements
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that most people miss when they’re
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actually looking at this
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um so the first thing we want to do once
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we’ve set up under the columns here
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close out day variance in actual time is
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we want to make sure there’s a good
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start and stop time for every job here
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if that makes sense and it looks good uh
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the guys and girls haven’t clocked in
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out under an hour
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um we have good start and stop dancing
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good foundational data if not stop here
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and update the data because this will
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affect your reporting and everything
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else in the system next thing is budget
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hours will automatically populate if we
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do not put actual hours it will be very
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very confusing because it will only show
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the time for one person this is a
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two-person crew so with the actual hours
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um it will go in and
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give you the total time so right now in
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this view we’ve got 8.7 hours but really
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when we put the actual hours in there it
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would be 17 uh and change so that is the
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difference and I’ve left it in this here
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uh as an example of what we’re
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potentially missing here so there’s
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another column here that’s going to say
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actual hours
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um at the end of this I’ll walk in the
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service autopilot live just to show you
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what that looks like so main things
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start and stop times budgeted hours and
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a dollar amount a lot of people are
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doing installment payments and not
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connecting the contract to the job um if
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we need we need to do that and then
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associate the dollar and budgeted time
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per job so that is the first thing that
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we are going to be looking at
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next thing we’re looking at is going in
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here a little bit uh farther here and
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showing you the actual things you need
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to be clicking on so uh these are the
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settings that we need to be going in so
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once again close out day screen variants
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and actual hours and by doing such that
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will give you the keys that you need to
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look at for Budget versus actual uh and
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it will automatically calculate the
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actual hours based on how many guys or
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girls around the crew finally I looted
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in the screen before but this is how we
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actually do it we need to go in and
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create a view once we’ve hit the
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resource and have the closeout days
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coming for each one so this is speed and
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simplicity for each uh admin or manager
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of each division to be able to walk
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through and do that in a very quick
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fashion
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so as we’re going in here uh there is a
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few other things that we want to be able
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to look at employee job costing data so
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that is going to go in and marry up
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parallel to your budget versus actual
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time so we need to do is go in and build
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out a sheet like this here uh that we
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traditionally do in the simple growth
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coaching but we’re doing is getting our
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labor burdens our company unemployment
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workman’s comp FICA a few other things
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there what you’re going to do is get a
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percentage so this is the cost per
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dollar of payroll
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um that’s added on there and what we
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need to do is go into the team employees
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and on each employee you should update
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this every January so their hourly rate
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goes here
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labor with labor burden uh goes over
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here and we figured out through that
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equation that’s a 19 labor burden so
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once we have all that data in here
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um we’re going to be able to create a
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report
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um based on the clock in and clock out
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and we should be clocking in and out of
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the drive time as well as each job so
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what that’s going to do is give us our
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direct cost off-site and on-site and you
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can see in this example here
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from one of our automated reports it is
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going to be able to show us that the
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data is okay on the clock in a clock on
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this particular job but we’d have all 15
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or 20 jobs of the day per crew but we’d
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have a labor cost
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um and that is our labor with labor
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burden for the individuals on that
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particular crew and a drive time cost
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effect so it’s really important to get
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those Crews to clock in and clock out so
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budget versus actual and in addition we
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want the reports to start pulling in our
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label with labor direct cost and
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indirect cost as we drive in we set up
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the settings here and as we save each
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view by creating a view uh each person
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that logs in has to do this but you’ll
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have the set defaults that you need and
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then that is going to drive into the
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actual closeout day screen here now the
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closeout day screen screenshot that I
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have uh does not have actual clicked
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Under The Columns as we suggested in
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this screen but the idea here is that we
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can go in and take our budget versus
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actual
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and actually look at that and that’s
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going to be the keys to success as we
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drive in here now the key to these daily
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verse budgets we want to be able to give
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the guys and girls instant feedback and
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raise our prices so usually the week
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after the Fourth of July in November we
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raise our prices and this comes from the
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data of the closeout day screen so uh
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not directly asking the question but
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very very important so we’re going to be
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able to in a screenshot here show you
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how to actually show your team’s budget
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purse actually to get buy-in for piece
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rate or paid for p
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um but also we want that data to flow in
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so this is an export of an automated
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report that we’ve made but we’ve got our
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two mowings here at 54 bucks a cut and
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on average from the closeout day screen
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clock in and clock out we’re making
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57.30 and if we were desired to make
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sixty dollars an hour and we’re only
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making 57.30 the report now will tell
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you to raise the prices on just the
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losers not hitting your hourly goal so
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this 54 cut now goes to 56.84 on average
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we need to raise the price not
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emotionally that’s the key non-emotional
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price change to 2.56 so the question
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originally was close out day screen for
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daily and weekly tracking this data now
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flows into a report for you to not
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emotionally raise your prices at least
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twice a year so now that we’ve got that
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set up
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and we’ve got these views saved we’re
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going to go in and look at a new version
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of how to actually report out on this
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automatically so what you’ll see here is
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the idea of this uh export that we used
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to have to do with service autopilot now
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can be automated in a report so you will
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get when you come in tomorrow you would
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get yesterday’s work budget versus
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actual and you’d get the whole week the
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following Monday and this is the idea
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here so we’re gonna as we talked about
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the closeout data screen there’s three
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data points I said that you need to
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check every day two to three minutes a
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day per crew clock in clock out budgeted
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time and a dollar amount for each job
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what we’ve done is created logic in this
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report that the clock in times good the
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budgeted time is good and the dollar
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amount for the job is in there
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and what we’re going to find then is 100
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is hitting your budget so this is the
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key for tracking your daily versus
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actual and Reporting anything above 100
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is beating uh is under budget anything
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below is over budget so you can tell the
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guys hey you gave 100 with quality hit
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it uh you get you you have 120 today you
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did great you kicked bot and that would
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actually be 20 of your budget this
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report now will automatically daily and
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weekly give you a summary of each
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previous day and the previous week and
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125 this example they were 25 under
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budget
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um and then with the new updated version
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This Crew here would have a summary
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um for all their jobs that day or that
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Weekly be able to easily sell as a
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percentage and what happens there
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um
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is it’s a non-emotional way to compare
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the budget versus actual now the next
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thing we want to look at here is
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automatic job costing reporting so this
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is where we went in
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um and looked at
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how much we’d have to raise the price
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and not raise the price this is the
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automated version of that
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um so on this average here we’d have to
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raise the price by five bucks per cut
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there’s bad date in here and it’s red so
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obviously we would be raising a mowing
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by 1200 and then the bottom example
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um you did not have to raise the price
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so the ability to run a automatic
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automated non-emotional data report for
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daily budget versus actual previous last
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week and raising your prices to the
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penny on average those are the keys to
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success and the final piece I want to
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leave you with here is crew buying and
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public accountability uh the percent of
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budget here is going to be in her crew a
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quality score so we have production with
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quality and we can load post this up on
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a TV or dry erase board in the shop and
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this is the foundations of piece rate
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and pay through P performance so
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comments questions drop below uh main
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thing that was asked here is as we go
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through here what we need to do on the
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closeout day screen these are the
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settings we need we want to save the
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views once we do that we need a good
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start and stop time budgeted hours
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in a dollar amount um and when we click
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those buttons here we will have a actual
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um hours right here and when that’s
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clicked it will calculate based on how
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many guys or girls around that crew um
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so we compare the actual hours to the
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budget hours and we can see exactly
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where we’re at and then once we have
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that we want to run a automated report
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um just like the simple road kpi report
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where this is emailed to you daily for
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the previous day and then the following
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Monday you get the previous week summary
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and a job cost report how to raise your
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prices with no motion and anybody not
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hitting your hourly threshold for
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example in this one here the desired
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Bill hours 55 bucks per man hour and
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then finally we drive that data daily
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and weekly into a public accountability
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chart like this with production and
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quality to align those for uh piece rate
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and P for p so those are the foundations
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the budget versus actual hopefully it
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was helpful and uh we’ll see you again
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at Callahan’s Corner we ask the
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questions we answer them live right here
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on Facebook