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hands corner where you ask a question
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there’s handsome live right here on
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Facebook another great submitted
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question here on the Facebook group uh
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John says first spring for me with
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service autopilot can anybody point me
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in the right direction with regards to
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creating renewal contracts in a welcome
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back spring letter is there a mail merge
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feature I should use or is there a
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template for this somewhere thank you
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John well great question here
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um right here we’re going to dive in and
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actually show you how to open this up so
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the first thing is you may not even be
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aware of this feature uh it is a free
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feature that’s included in the software
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you may actually have to get it turned
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on so uh what we’re going to be doing
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here is opening up the screen and
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actually breaking down how to actually
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do a springtime renewal as an added
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bonus I’m going to show you how to do a
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prepaid discount and upsell additional
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ancillary services that you may not be
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even offering to these people here
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um so without any further delay John I’m
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going to go in and show you how to
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tackle this so we’re going to go in the
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service autopilot here in my test
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account and break this down so uh John
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asked the question he’s new to sa first
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year in the spring
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Johnny first thing you want to do is go
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under Marketing sales campaigns now uh
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this right here may not be turned on if
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you’re not seeing this you need to uh go
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to the chat inside service autopilot or
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call their support team no additional
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charge they will turn this on for you
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here uh this is going to be one way to
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actually print out these renewal letters
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uh there’s some other ways to do it
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through an Automation and email I can
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tackle that in a another video but I
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believe this is kind of what you’re
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asking about basically a mail merge that
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you would do in Microsoft Excel uh with
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a word doc or in Google Sheets in a
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Google Docs so this is how you would
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actually tack it based on the question
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so we would actually go in and add a
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campaign here I’ve got one that’s
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already built out so I’m going to kind
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of walk through
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um
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this process here so we’re going to go
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in and create that campaign so it’s
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about a five-step process John actually
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go in and crank this out so first thing
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we want to do is go in and create a
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description so we’ve created our
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fertilization renewal and upsell for
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lawn mowing so we’re going to be
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tackling our renewals for fertilization
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and anybody who has the fertilization
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but doesn’t have the lawn mowing service
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we’re going to have the ability to
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upsell it uh the customer type we’re
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going into here we’ve got a lot of
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different options here client lead
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former client close close lead so this
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can be done on the segmentation so
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obviously these are clients but what I’m
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also going to recommend here as best
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practice when you come into uh service
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autopilot
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we want to be able to go in and have
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some segmentation here so when we are in
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here uh there’s four types of people
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we’ve got a client and a lead uh so you
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can see about the Avatar this is a
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client and this is a lead uh the next
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person is going to be a closed lead and
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then a canceled client uh so when you’re
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in a actual lead here and we lose the
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estimate
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um and they don’t have any other service
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we want to go into the more and close
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the lead
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and then it’s going to ask you why so
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this is going to be your cancellation
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reason or your non-buying reason the
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other thing you want to do John just so
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you have that clean database is when we
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have a client they cancel their services
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we want to go into the more tab now and
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you’ll notice there’s three distinct
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columns that’s the visual clue of a
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client uh we want to go in now and
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actually
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uh cancel that client right there now
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that John is going to give you the
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ability to go in and segment the
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different uh mail merges as you call
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them or the upsell campaigns or
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reactivation campaigns so not only can
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we do this for clients we can do past
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clients lost leads and the other ones in
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the database here so uh this is where we
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want to go
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um and we can exclude our do not Market
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clients and leads
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um this is going to be a printed out
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version so if you have some people that
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have opted out of your email marketing
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or text marketing uh you can actually
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legally send them some things in the
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mail so that actually may be a great way
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to continue to out uh create your
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increased Outreach around your marketing
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database so uh first thing is we did we
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went into Marketing sales campaigns and
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we created and added a campaign this
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pops up we’re gonna name the description
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and our customer type and then we’re
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going to go in and filter two
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uh any of these areas here so this one
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would probably be
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um account type potentially uh so we
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could do Residential or commercial
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right here
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so this would be a commercial upsell
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here
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and we could go in and actually do
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Residential as well and then we’d go in
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and hit search so that’s gonna what
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that’s going to do is pull up all the
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clients in our database that meet the
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criteria of commercial or residential
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um so obviously there’s not as many in
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this test account but what we would do
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then is go in in their active clients as
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well and we’ve excluded our do not
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Market
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um we’re going to go in now the next job
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is go into scheduled jobs and what we’re
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going to do is go in and literally as
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they’re in here it’s a drag and drop
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Builder as it comes in
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it is actually blank air so what you’ve
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got is all your services on the right
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and packages and orange recurring
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services in the green so if I just
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wanted to go in and do the package jobs
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because we’re up we’re we’re going and
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renewing the fertilizing we could go in
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and do our
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fruit package here
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and our test account
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and we could also go in
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um and increase the rate by
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say
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five percent or five dollars so that
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allows you to add a bulk increase on the
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actual upsell letter itself or renewal
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letter
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so once we have the services here
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um these are the renewal Services then
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on Tab number three we go in we’re going
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to actually upsell so if they have that
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fertilization service but do not have
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lawn overseeding or grub control and I
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literally just pulled those over so
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those would be logical services for a
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fertilization
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um
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company now in addition we’d probably
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maybe want to go in and upsell the lawn
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mowing if we have it in this test
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account here and that would actually
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allow us to
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upsell that service now this test
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account we may not have the mowing but
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the same idea is uh we would go in and
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maybe say we want our
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cleanup Service as well we could upsell
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that as well so that’s how we do is drag
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it in and you can use the rate Matrix
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default or if you don’t have a rate
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Matrix built for it you can hit call it
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quote so we can go in and say okay we’re
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going to use our read Matrix for
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overseeding and grub control our
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cleanups could be questionable so that
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would be call for a quote and we maybe
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do that as an hourly rate but grub
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control is going to be our default so
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that is how we’re actually going to go
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out and build out the
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um rate matrices here for our renewal
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and then our upsell and what the system
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is going to say is uh if they don’t have
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long if they’ve got fertilizing but
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don’t have overseeding grub controller
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uh cleanup we go in and actually upsell
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those Services the next step is we’re
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going to go in Step number four we’re
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actually going to go in and create or
7:17
grab the document now I’m going to
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recommend there’s a lot of different
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formats here I like e it’s probably the
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best we hit view preview and it’s going
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to show you the different options so
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what we’ve got is a couple areas here
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that can be customized and some cannot
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So the instructions can be updated here
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and right here
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uh right here we add another area where
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it says gain a free 30 credit uh with
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the prepay all services or it could be
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refer a friend that signs up get a 25 or
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50 credit
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um so that’s the idea here but this is
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going to list their currently scheduled
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Services any recommended service is the
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upsell
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so once we pick a document this is where
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we’re probably going so prepay format e
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is probably the most popular
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um but in the instructions here we can
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add particular customized documentation
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the header and the footer and those were
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in the previous so you can kind of see
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where those are going to go in
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um right here so header footer
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and
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uh there’s one other area here header
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footer
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oh footer and description so those are
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the areas that would be filling in and
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we’d actually be able to tweak those in
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and obviously once you fill that in you
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can go in uh we can do a prepaid
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discount as well so that is one way of
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doing that
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and then we’d go in and actually
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generate and we’d set the company return
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address client address whether it’s
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physical or billing and we could have a
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printed signature line or not on that
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document so once we go in we would go in
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and actually generate that and this is
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where the discounts actually come out to
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play so schedule job discount
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so if we have the fertilizing that’s
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what we’re renewing that could be our
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prepaid discount and then we could reset
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our upsell discount to say maybe five
9:04
percent uh so that’s how we would set
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that and we can add and remove tags to
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say uh this customer has received or has
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been printed out the upsell and renewal
9:13
prepay letter for 2020 whatever that is
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2023 2024 uh and then next thing we do
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is literally go in and hit generate and
9:22
that generates basically a PDF that can
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be printed out on your local machine
9:26
stuffed an envelope and mailed out so
9:29
those can be the five steps to go out
9:31
and actually create a renewal prepaid
9:33
discount and upsell ancillary Services
9:36
based on the rate matrices in your
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system or call the quote that could be
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quoted
9:41
um in person later so idea here is we
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really want to focus on those Gateway
9:45
Services services that can be sold with
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the rate matrices so they can sign up
9:49
and then we sell those additional
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ancillary Services uh later for Speed
9:54
and creating uh more recurring value on
9:57
those maintenance clients so Callahan’s
9:59
question or Callahan’s corner you ask
10:01
the questions we had some live right
10:02
here on Facebook uh we’ll be back
10:04
tomorrow with another pre-submitted
10:05
question uh through Facebook or in one
10:08
of the user groups so if any questions
10:09
or comments drop below and I’ll be happy
10:11
to answer them live on Facebook for you
10:12
we’ll see you