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questions we had some live right here on
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Facebook got another User submitted
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question here in uh one of our Facebook
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groups Dan wants to know uh we pay a
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percentage to our subcontract as the job
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is performed is there a way of
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generating reports showing the work a
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subcontractor is done the problem is a
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lot of our jobs are uh part of our
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installment plans offers so basically
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they’re doing an installment plan
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payment uh fixed monthly payments
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customers and service autopilot
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generates the course based on invoices I
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need an input a dollar amount inserted
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for those installment customers uh tired
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of using Google Sheets to come up with a
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subcontractor’s payment so Dan uh the
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solution here to your problems of paying
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your subcontractors as a percentage of
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the work that’s been completed as well
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as the ones for installment plans can
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actually really be easily tackled here
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so I’m going to open up the screen and
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talk about how do we pay our uh
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contractors as a percentage of an
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invoice a percentage of an installment
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for the jobs completed
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and there’s two different ways or three
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different ways we can tackle this dance
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questions as a percentage of invoice we
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can do it as a fixed amount or we can do
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it as a dollarly amount based on the
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budgeted time uh predominantly it’s
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going to be based on a percentage of the
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invoice amount so if you have multiple
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subcontractors and you have your more
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veteran subcontractors and getting paid
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at different rates or percentages uh
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good news is I got a solution for you
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here so typical fashion I’m going to
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open up the screen and show you how to
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actually tackle this in-service
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autopilot and Dan wants to know how do
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we pay that percentage
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um of the invoice as a commission
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um and especially if it’s on an
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installment plan so we’ve got the
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question here from Dan and I’m going to
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hop into service autopilot what I’m
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going to do here is there’s two things
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Dan that you really need to tackle up
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front
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um the first part of the question is
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he’s using an installment plan to
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actually pay the uh these billing
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decline in installment plan and he’s
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paying the subcontractor percentage of
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each individual service or part of the
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services inside the installment plan so
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Dan the first thing you want to do is go
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in the service autopilot at a contract
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this can be done in V2 and V3 where I do
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recommend V3 is going in to be able to
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apply the chart of accountancy income so
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if we’ve got our test client here this
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is going to be our test uh installment
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and then I’m going to actually open up
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the record and see how this is in we’re
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gonna have a start and end dates of gen
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1 to let’s say
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December 31st and we are going to have
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lawn mowing
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and our spring cleanup
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and our fall cleanup now there could be
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some other ones in here but if you were
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like myself at Callahan’s lawn care a
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lot of our
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Services we did were actually
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subcontracted out based on
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um different services so the the fall
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cleanup we subcontracted most of those
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out to take the risk out of it because
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we would actually go in and do a high
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low pricing or a fixed price the
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contractor was okay with that so we did
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the lawn mowing the fertilization
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in-house but we do we de-risk some of
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those services that had open-ended uh
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things this is a great opportunity to
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talk about some some methodology behind
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this uh in addition the default Service
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uh we’re gonna have to go in and
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actually create one service so
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um
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you may just have a maintenance service
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um but the Deep the the downfall of V2
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installments is you can only set a
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default service so all the income is
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going to be applied to that default
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service so if you want your chart of
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accounts which I’m going to recommend
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using go into V3 and set up each service
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that adds up into the installment and
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that’s going to give you a cleaner chart
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of accounts for accounting and when you
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add that to QuickBooks manually or
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through the sync let’s say we go in and
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this is a thousand dollar a month
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contract we’re going to auto fill that
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in we’re going to fill on the first day
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of the month and I’m going to suggest
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maybe we Bill one day in a month and
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payment type is going to be credit card
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we’re going to Auto generate activate
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and include any sub properties so the
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part here Dan that you’re missing before
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we get to your report so we’re going to
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go in and add our contract items here
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and I’m going to add in our lawn mowing
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and we can put the number of visits in
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here if we want so my market that’s 28
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and if it’s part of an installment plan
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if the it’s greater than or equal to
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or actually greater than 28 visits that
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contract may actually allow us to
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charge extra so those are the things we
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want to put in there so we’re going to
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list all our services then hit save so
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Dan I think the piece you may be missing
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is when we go in to add that lawn mowing
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we should be driving it through a price
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Matrix we have budget time and cost off
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the Facebook live I’m just going to put
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this in as a one-time or a reoccurring
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job
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um but hopefully we’re going through a
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process through production rate based
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estimating so our schedule here is I’m
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going to do a weekly Monday and we’ve
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got our lawn mowing
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service
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and automatically the rate of say 50
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bucks and one hour should load if we’re
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using a price Matrix now the idea here
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Dan is I’m guessing based on your
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question is in my market we’re going to
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be probably starting the second week of
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April and we’d start recurring
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on the second week of April so that’s
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how we would set this up and why I’m
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looking at this part here is I want to
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set the foundations up for the report
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because if this isn’t set up the data in
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the report is not going to be there so
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good data in good data out essay a lot
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of these softwares no data in no data
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out so this is the foundation the report
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Dan before we jump in there so we need
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to do is go in and set the contract of
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the test installment and once we hit
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save that rate and budgeted hours in a
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time
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um and you also obviously need to select
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a resource so we’ll go in and put uh
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moku number six in here
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and once we hit save that job now will
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be dispatched with the dollar amount the
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budgeted time but it will not build
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because it’s Associated to this
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installment contract that’s the key that
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I’m assuming Dan is probably missing now
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once that’s is set up and we’ve done
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that
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we need to go in and we go to the report
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Center under reports report Center this
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is a pre-built report that uh we’ve
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built out for simple growth this is a
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piece rate report or it can also double
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as a subcontractor payment report so if
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Chris here was one of our subcontractors
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these are all the jobs the start and
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stop times he had we’ve built some logic
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in it we need to check the dollar amount
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because there wasn’t one in this test
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account or clock in a clock out time uh
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and what we can do is go in and we can
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see the assigned resource or the
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assigned
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subcontractor we can filter Down based
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on job status so that is exactly what
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Dan was talking about we want to pay
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upon completed so is there a status of
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completed who’s the assigned resource in
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the assigned resource we have gone in
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and aggregated and grouped them together
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and what we’ve got now is different pay
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rates hourly or percentages of the
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invoice that we would be paying on there
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now you can see that some of these paid
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percentage of billable pay hours is 50
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percent
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um that is when we have two employees
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that are splitting that time or two
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subcontractors so if you have two
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subcontractors that may be working
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together on a project the ability to
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separate those out is available inside
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that report Center when you build this
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custom level So based on a hourly rate
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based on budgeted time we have up to
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eight pay levels you put in or
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percentages of the dollar
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and this is the actual pay output for
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that that subcontractor employee for
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that week based on the work we’ve done
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and their payout or of dollar dollar
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amount per hour or the um percentage of
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the invoice and this question Dan this
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would be the payout based on the level
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of percentage payout which would be
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updated here so uh this is something you
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can definitely build out yourself if
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you’re interested simple growth does
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have uh this solution already TurnKey
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for you uh but the idea here is to go in
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and actually hit the basis and show you
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what to do if you’re building this
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yourself main thing is we got to set up
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the installment and inside the
8:17
particular job we assign it to the
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installment package and the contract so
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it does not double bill and when we do
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that that dollar value of the job amount
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here will come in and based on the
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assigned resource that we’ve grouped
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together we know that it’s assigned to
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the subcontract or accrue and once the
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status is done so we’d go in and
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automatically set a filter on this to
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run
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on a date range or in this instance a
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sliding date last week start last
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weekend and we’d pay that subcontracted
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weekly or monthly basis so comments
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questions drop below Callahan’s corner
8:51
you ask the questions we answer them
8:53
live right here on Facebook how to pay
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your subcontractors is it percentage of
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the invoice or potentially set up a
8:58
piece rate pay system or pay for
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performance as they call it now uh for
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your team Dan great question please drop
9:04
your questions uh in the chat or in the
9:06
Facebook groups and
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um we will definitely get these on here
9:09
live and update them inside the Facebook
9:11
group to help you go out and out learn
9:13
your competition for this upcoming
9:15
season Mike Callahan with Callahan’s
9:16
corner