0:00
welcome back to Callahan’s corner where
0:01
you ask the questions handsome live
0:02
right here on Facebook got a great
0:04
question here submitted by Dan in the uh
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service autopilot users group Dan says
0:09
if I’m using the rate Matrix and
0:11
resulting budget hours
0:13
um is five for an example is there a way
0:15
of inserting five hours into the
0:17
estimate description the crew will spend
0:19
five man hours performing bed work or
0:21
Etc uh Dan awesome question and yes
0:24
there is a way to do that
0:26
um in addition to doing that as a set
0:29
hourly uh budgeted time going and say
0:32
hey the crew is going to spend five
0:33
budgeted hours on the job I’m going to
0:36
give in and give you a little more value
0:37
as well a great idea here is for fall or
0:40
spring cleanups where we may not give a
0:42
specific budget hours but maybe we want
0:43
to give a budgeted hour range so the
0:46
crew will spend between five and say
0:47
eight hours for a particular price uh
0:50
per hour with a minimum so I’m going to
0:52
dive in open the screen and show you how
0:54
to actually insert the budgeted hours in
0:55
your estimate description uh expert
0:58
workflow of how to use an onsite s of it
1:00
form and as a bonus I’m going to show
1:02
you how to do a high low pricing with
1:04
your budget hours in the estimate
1:05
description so Dan Norton great question
1:07
and uh we are going to answer your
1:09
question right here on Callahan’s corner
1:11
so I’m going to pop the screen open and
1:12
uh break this down for you so the first
1:14
thing we’re going to do uh traditionally
1:16
when we break this down is we’re going
1:18
to go to the simple growth blueprint to
1:20
actually build out some methodology
1:22
behind Dan’s five budgeted hours
1:25
and give you a high low price example
1:27
what we’re going to do then is take it
1:29
from the blueprint and put it inside
1:30
service autopilot and I’m going to show
1:32
you how to pull in those uh budgeted
1:35
hours from a custom field in the
1:36
estimate description whether it’s one
1:38
time or high low pricing so first thing
1:41
we’re going to do is go in we’re going
1:42
to use
1:44
um Dan’s example here so we’re going to
1:46
go in and put uh
1:48
bed maintenance is our
1:52
um
1:53
service here
1:54
and our custom field is going to
1:57
probably be bed square footage now if
2:00
Dan does not have a production rate to
2:02
go into bed square footage
2:04
um we’re going to be using the bed
2:07
maintenance man hours or man minutes so
2:09
in his question uh it was man hours I’m
2:12
assuming this is the first time we
2:13
actually go out and maintain these beds
2:15
uh so that would in my opinion be the
2:17
perfect way to attack how many man hours
2:19
are we doing it we’re charging by the
2:20
full hour so the custom field that Dan
2:23
is talking about is bed maintenance man
2:25
hours so we’re going to do is say let’s
2:28
say Dan has a two hour minimum for bed
2:30
maintenance so between one and two hours
2:33
is
2:35
um and what we’re going to hopefully do
2:36
is if Dan’s working on the blueprint
2:38
here uh he’s going to be going in and
2:39
hopefully defining his Revenue per man
2:42
hour in his break even for man hour so
2:44
let’s say he’s now instead of 65 going
2:46
into this year he’s up to 67 per man
2:49
hour and he’s gone through some
2:50
financial consulting
2:52
um we figured between his overhead
2:53
recovery uh his debt on long-term
2:56
payable as far as truck loans different
2:58
things like that Dan has figured out
2:59
that his break even for man hours 42.38
3:02
so the Delta the difference between the
3:04
67 and the 4238 is actually Dan’s net
3:07
profit margin so uh not only we’re going
3:09
to show you how to get that budgeted
3:10
hours in the estimate description but
3:11
I’m going to kind of show you the
3:12
foundations behind that so uh once we
3:14
Define that hourly Revenue goal and
3:16
break even uh that’s come down into the
3:18
blueprint so between one and two hours
3:20
two hours is our minimum amount
3:24
um
3:24
that we’re going to charge and we’re
3:27
going to go in and say that is equal to
3:28
two hours and what we’re going to say is
3:30
okay two hours times our 67 hour Advance
3:33
charging uh the base price is 134
3:37
dollars now each additional hour here
3:39
over the first two hours is 67 dollars
3:44
um and one hour and it’s costing Dan
3:46
42.38 before profit so that’s one way to
3:49
tackle it if it’s just a set price and
3:51
we want to display the budget at hours
3:53
now as an added bonus I’m gonna actually
3:55
go in and show you uh how to do this is
3:58
bed maintenance minimum and I’m going to
4:01
go in and replicate this and create a
4:04
bed maintenance maximum charge now not
4:07
only can we give the client a set price
4:09
uh but we’re going to give them a high
4:11
low price range and this is uh going to
4:14
be really beneficial for you and the
4:15
client because what it’s starting to do
4:17
now is going in and taking some of the
4:21
risk out of it and actually be only to
4:22
quote this potentially over the phone
4:25
based on square footage and some
4:26
pictures from the client uh speed wins
4:28
in this market post covid uh so I’d
4:30
highly recommend Dan if you’re doing
4:32
this maybe to a high low price range I’m
4:34
going to insert that into the estimate
4:35
description
4:37
um but maybe have the customer take some
4:38
pictures of the beds and the property
4:40
with directions so you can actually
4:41
quote that live a lot quicker so as
4:44
we’re diving in uh one to two is our
4:46
base
4:47
and uh what we’re doing here is we can
4:50
go in and actually create a range here
4:52
as well so as we go in here we could go
4:56
in and say
4:58
um two man hours is our minimum and then
5:03
on our Max we’ll have at least three so
5:06
this could be done if it’s square
5:07
footage a little bit easier but just to
5:08
kind of give you an idea of what that
5:10
looks like so
5:11
um and as we’re going in
5:13
this is going to be between one and
5:15
three hours here
5:17
so everyone over three is going to be
5:22
um here’s actually we’d probably want to
5:23
do this in this example one to one is
5:25
67.
5:29
and every
5:32
one to two
5:34
is
5:36
going to be two man hours and then this
5:38
will give us that range and that should
5:39
slide up and down as we continue to go
5:41
up and down here so
5:43
um this will give us the idea here and I
5:44
want to update my math here uh
5:47
traditionally we’ll do this on square
5:48
footage range so up to say five thousand
5:50
uh the minimum is 150 up to five
5:53
thousand on the Max uh is going to be a
5:56
higher price it’ll give us that range
5:57
but this will give us an idea um and
5:59
we’ll get to Dan’s question immediately
6:01
here how to get these estimate
6:02
descriptions and so once we have our two
6:04
services or one service with the custom
6:05
field uh we need to actually build out
6:07
the service so this is how we would
6:09
actually go in before we build out the
6:10
service though if we’re following the
6:12
methodology that simple growth teaches
6:15
um is we’re not just teaching features
6:16
and functions we’re teaching a workflow
6:18
we want to build that custom field out
6:19
first so gear icon custom fields
6:23
and we’re going to go in and build that
6:24
out so we’re going to go in and build
6:26
out the custom field we’re going to go
6:28
right back to our blueprint so there’s
6:29
no guessing bed maintenance man hours
6:31
minimum
6:32
is going to be in here and that’s going
6:35
to be a number
6:36
and we’re going to save a new It’s
6:38
associated to the customer not the
6:40
property because if we associate it to
6:42
the customer that data is now available
6:44
in the service autopilot Reporting
6:46
Center and we’re going to go into number
6:48
so we’ve got both our custom Fields here
6:50
and we’re just working down the sheet
6:52
next thing is we’re going in and
6:53
actually tackling the uh service itself
6:56
so we’re going to go in now that we’ve
6:58
got the custom field and we’re driving
6:59
into the gear icon services and we’re
7:02
going to build that out
7:04
foreign
7:07
is go in and add a service
7:12
and just so I can find it a little bit
7:13
quicker here in this test account I’m
7:15
going to put three asterisks in front of
7:16
it and we’re going to go in and grab bed
7:19
maintenance minimum
7:27
and we’re gonna need a code we’re going
7:29
to give a service mode which is going to
7:30
be per unit
7:31
and we’re going to select the
7:34
maintenance service account and the
7:36
class is going to be our summer work so
7:38
we can figure that out um based on our
7:40
QuickBook classes and our estimate
7:42
description is the
7:45
minimum
7:48
amount
7:54
based on so this is the
7:57
um
7:58
this is the area that we actually want
8:00
to start looking at here in a minute so
8:03
where it says maintenance here and I’m
8:05
going to actually type this out
8:07
answer Advanced question
8:10
fed maintenance minimum based on
8:14
X
8:16
budgeted
8:22
hours now that’s the question Dan how do
8:26
we get that in there so what we’re going
8:27
to do is open up another tab of service
8:29
autopilot and this is the secret to get
8:31
a custom field merged into
8:34
um the actual estimate document so we’re
8:36
going to go into your gear icon once
8:39
again you’re just starting to say pretty
8:40
much everything lives under that gear
8:42
icon if you can’t find it we’re going to
8:43
ask me documents
8:45
um
8:46
and we can go in and go into any
8:48
document we want really
8:50
um
8:51
and I’m just going to go into one of our
8:52
lead magnets that we uh
8:55
used here for one of our talks a few
8:57
years ago
8:59
but any document will give you access to
9:01
this custom field that you need so once
9:03
we’ve created it
9:06
um we would just go into the text area
9:08
anywhere here and go in and just
9:10
literally
9:12
shortcut his hit at
9:16
and it was fed
9:20
we’ll check to see what it was here
9:25
well either way we can go into merge
9:27
tags and the at symbol is a shortcut
9:30
um but that is going to be our
9:34
way to get in here and grab those custom
9:36
fields
9:39
just let me look an essay and actually
9:40
grab that because I do not remember what
9:42
I called it well actually right back to
9:44
the
9:45
thing here so bed maintenance man hours
9:52
and F
9:54
there we go so we’re going to go in and
9:56
take the minimum
9:58
and what we’ve done is taken this whole
9:59
thing with the brackets here from the
10:01
from the document area I’m going to cut
10:04
it
10:05
and actually paste it in the estimate
10:08
description now there’s not a lot of
10:09
areas in service auto pilot where you
10:11
can embed a custom field and have it
10:12
dynamically merge in good news after
10:14
some research in the estimate
10:15
description that is one of the tricks
10:17
that we use at uh simple growth so we’ve
10:20
got that in there
10:21
and we’re going to hit save
10:24
and new that service has been built and
10:27
then we’re going to go in and add in our
10:30
next service
10:32
bed maintenance Max
10:37
and service mode is being a per unit
10:40
estimate description income would be my
10:42
maintenance services and if we’re using
10:44
classes that would probably be in my
10:46
case my summer and the estimate once
10:49
again is going to be
10:51
bed maintenance
10:53
maximum hours maximum
10:58
what you did
11:05
hours
11:16
we’re gonna go in and actually put the
11:17
rate Matrix on both of these here so I
11:18
can actually show you too but the idea
11:20
is once again to grab that custom field
11:21
and get it in there I want to go to our
11:24
custom fields
11:27
and grab those
11:30
um I guess through doing Facebook live
11:32
here
11:34
is I probably recreated that custom
11:37
field twice so I need to go in and
11:38
update that for the Max and then we’ll
11:40
drive that back into the estimate
11:41
document so quick review for making your
11:43
custom Fields gear icon going into
11:46
custom fields
11:51
and we are going to go control F
11:55
Ed maintenance and they go in
11:57
chronological order so this is the older
11:59
one so this actually needs to be fed
12:00
maintenance
12:04
uh
12:10
and hours
12:12
next
12:14
I’m gonna copy that after we save it
12:17
and we’re gonna go back to our document
12:23
go to merge tags
12:28
and control F and look for that we may
12:31
have to actually refresh this because we
12:34
just updated the custom field to be able
12:37
to pull that in so once again we go into
12:38
documents this is how we get the custom
12:40
field uh basically merge Fields we’re
12:43
going to go in click in there hit merge
12:45
tags easiest way is to copy and paste it
12:48
and then if you go in and hit control or
12:49
command F depending on what browser
12:51
you’re in
12:52
um there it is we click on it
12:54
and we go in and cut that out so that’s
12:56
how we’re going to grab that custom
12:57
field and then drive that maximum
13:01
budgeted
13:08
okay
13:12
and Ours
13:16
all right and I’m going to copy that to
13:18
make sure that we’ve got this and our
13:20
rate Matrix we want to set this up to
13:22
quantity rate times visits we’re going
13:24
to go in and
13:28
bed maintenance
13:31
on there and then we’re going to go to
13:32
our
13:34
last service so one to two is 134.
13:40
it’s two hours
13:43
and we have a cost of 84.76 right here
13:50
and everyone over the first two is
13:54
an additional 67. in one hour
14:00
and it is now costing uh 42.38 so that’s
14:04
how we’re building out the uh matrices
14:06
I’m going to go back into the minimum
14:08
and then walk through this and actually
14:09
demo this real quick and show you how
14:10
the custom Fields drive into the
14:12
estimate description
14:14
um
14:15
I believe being on Facebook live here I
14:18
forgot to put the bed maintenance
14:21
minimum in there for the
14:24
description
14:49
all right just updating that field there
14:51
for the minimum so everything looks the
14:53
same on the estimate description we’re
14:55
gonna go in the rate Matrix once again
14:56
quantity rate times visits this is going
14:58
to be our bed maintenance minimum
14:59
because I forgot to put that in when we
15:01
first started I’m going to drive this
15:02
process right through the video to show
15:04
you the final product of the estimate
15:05
description with high low pricing uh
15:08
driving the Uh custom field in there so
15:12
one to one is 67. right off the simple
15:14
grip blueprint
15:17
one hour and our break even on that was
15:21
42.38 based on Dan’s uh numbers here
15:25
at each additional hour over that is 67
15:28
one hour and 42.38 uh final step is if
15:32
we’re doing a high low price range with
15:34
the estimate subscription driving in we
15:36
want to be able to go in actually show
15:38
this in a package
15:40
um
15:41
so we’re going to go in and tackle that
15:43
and just make sure that we can find the
15:45
bed maintenance service
15:57
I’m going to put some asterisks in front
15:58
of this just so I can find it when I
16:00
build out that package then the final
16:02
part will be actually driving that
16:03
custom field that Dan wanted in but I
16:05
want to kind of connect the dots because
16:07
it’s not enough just really to have that
16:08
custom field come in I want it to
16:10
actually show some actual workflow how
16:12
we can actually get this to go in and
16:14
work
16:16
so we’d add our package this would be
16:18
our bed maintenance high low range
16:36
and
16:39
Struggle Bus type this morning but we’ve
16:41
got it here so we’re going to go in now
16:42
and build this package for the high low
16:44
price range that is going to uh now
16:47
hopefully
16:50
Drive in those custom Fields so this is
16:55
head maintenance
17:02
minimum
17:06
and now we’ve got
17:10
good
17:12
maintenance
17:15
maximum
17:20
all right so we got our men
17:24
we got our Max start date can start as
17:27
early as today
17:30
and the end date we will put that for
17:32
December of the end of the year
17:34
obviously you need to make this
17:35
applicable to the rounds but if this is
17:37
just a one-time job we’d probably open
17:39
this all the way up for the year or
17:41
several years uh minimum days default
17:43
budget hours I’m gonna leave that blank
17:44
by best practice because our custom our
17:47
rate Matrix these have built that out
17:48
final step here if you really want to
17:50
pull the workflow to this is we’re going
17:52
to go in and add a V2 form it’s going to
17:54
be available in your legacy app to
17:57
streamline this for your estimator so
17:59
you’re going to go in now and have our
18:05
to be our bed maintenance
18:13
high low
18:18
let’s show on the mobile auto credit on
18:20
submit we’re going to go in and update
18:21
the lead and we’re going to add a couple
18:23
Fields name address
18:27
and we need to map the name back and we
18:29
need to map the address back in our V2
18:31
form for it to work correctly and that’s
18:33
going back to our service address and
18:36
our last step is to go in and add two
18:38
number Fields this is going to be R
18:41
based on our simple growth blueprint our
18:43
minimum so bed maintenance minimum hours
18:51
and we’re going to go in and tag that to
18:53
a custom field and we’re going to go in
18:55
and actually tag that into our custom
18:57
field itself
18:58
and we’ve got to do it one more time
19:00
once again we’re going back to the
19:01
blueprint we’re building that house
19:02
we’re not just building this out of our
19:04
head uh we’re building that from the
19:06
blueprint this is how we streamline the
19:08
process and create a delegatable system
19:09
to an admin or a virtual assistant so
19:11
this does not live the business owner’s
19:13
head
19:14
all right we are good to go so Moment of
19:17
Truth folks here we go we’re going to
19:18
load in the estimate workflow and drive
19:22
this all the way through with the
19:25
estimate description coming through so
19:27
we’re going to go in and
19:32
foreign
19:33
go in and add this to our estimate
19:35
document and actually drive this through
19:37
so gear icon
19:39
estimate document and we can actually
19:40
create this estimate but we do need to
19:42
actually pull the service in before we
19:45
uh we actually demo this
19:49
and remember anything that’s in a
19:51
package once you update it needs to be
19:52
removed and inserted
19:55
um
19:55
basically back into the estimate temp
19:58
the job estimate template because those
20:00
updates will not show inside a package
20:03
foreign
20:12
and we’re going to select our document
20:25
I’m gonna find one in this test account
20:27
that I know
20:28
this will uh
20:33
that should do that then we’re going to
20:34
go in and add our package
20:37
and there’s fed maintenance high low
20:39
apply
20:41
and we should hopefully be good to go so
20:43
we’re gonna save and close and actually
20:44
do an estimate watch that estimate
20:46
description hopefully pile right in
20:47
there so we’re going to go in and
20:50
walk right in new client calls um or
20:53
hits our website and submits those
20:54
pictures we’re going to go in now and
20:59
first name last name we’re gonna get
21:01
this address in here
21:10
you’d be putting in their email and cell
21:13
phone and details and sales staff but
21:15
for Speed here I’m going to just open
21:16
this up and
21:19
show you the workflow that we would
21:21
probably uh suggest so uh traditionally
21:24
we would want to go in under the a for
21:27
auto assist and have this pre-loaded
21:29
here so under my
21:32
Sales Systems I would probably go in and
21:36
add a form only once
21:39
but this would be our bed maintenance
21:41
form
21:49
and this is going to be under the
21:50
classic forms here
21:53
and we can select an icon
21:58
so every time we now walk in here our
22:00
on-site estimate form for bed
22:01
maintenance is here we’d click on it we
22:04
put the minimum hour so I’m going to say
22:06
the minimum hours is one and the maximum
22:09
hours is four and submit
22:13
so once we’ve got that in there we’re
22:15
going to go in and actually see that
22:17
custom field of the one to four hours
22:19
populate right inside the actual
22:21
estimate description as well as well as
22:24
calculate the price so it’s kind of a
22:25
two for one benefit there Dan great
22:27
question here I’m happy to answer that
22:29
here at Callahan’s corner
22:32
so we are going to go into templates now
22:35
and everything should be linked into our
22:38
Hi-Lo template now full transparency I’m
22:40
not sure what estimate document I
22:42
grabbed so it might be a little funky
22:43
but uh what we’ve got here now is that
22:46
custom field pulling in here
22:49
um and I did miss a step so let me
22:51
reconnect the steps here because the one
22:53
and the four should have showed up here
22:55
to calculate the price that’s our base
22:57
price so what happened here is I need to
23:00
go in under
23:02
the
23:04
gear are the
23:06
marketing forms and as I was talking
23:08
here I forgot to associate
23:11
um
23:13
those those custom Fields I believe so
23:15
let me just make sure we’ve got those
23:16
connected here
23:18
and we will
23:20
retest that
23:23
so we’re gonna go to marketing forms
23:25
update that form uh this does happen
23:27
occasionally so it’s it’s kind of a good
23:30
way to take a look out of here so on the
23:33
settings it needs to be Auto create on
23:36
submit create update lead show on mobile
23:40
so those are all the areas that we do
23:41
want
23:44
this one here is based on the custom
23:46
field of minimum
23:48
and this one is Max so that actually
23:50
should be
23:52
good to go so once we fill out that form
23:55
and we’ll try it one more time the
23:57
system may not have caught up because
23:59
I’m moving pretty quick here we would go
24:01
into the a for auto assist now that we
24:03
have that on-site estimate form we’re
24:05
going to grab the bed maintenance form
24:07
that is right here
24:12
and we’re going to plug in our minimum
24:15
and maximum numbers once that loads and
24:17
that should drive right into the
24:18
estimate calculator pricing
24:20
foreign
24:28
and then we’re going to drag the
24:29
estimate so one way of checking if this
24:31
actually worked is you could go into
24:33
edit and see if the custom if the actual
24:35
custom field filled out so we’ll do that
24:37
real quick just to confirm and then we
24:38
will
24:40
um show you how those custom Fields
24:41
drive right in there so that four is
24:44
there so I’m assuming the other one is
24:45
there as well
24:54
so there’s our Max the minimum must not
24:57
have loaded but let’s go in and I’m
24:58
going a little bit faster than the
24:59
system’s probably updating so we’ll go
25:01
in hit estimate
25:03
we’re going to select our template for
25:04
bed maintenance high low
25:12
apply
25:15
and for some reason folks this is not
25:17
grabbing these custom fields which it
25:19
should be so it should automatically be
25:20
filling those in so I will do that
25:22
manually so we can actually see the
25:23
prices update so one to four
25:26
and what we’re going to do is
25:28
hit save and I’m going to preview that
25:31
and that should pull at least one of
25:34
those custom fields in there because it
25:36
looked like it’s saved but the system is
25:38
not catching my custom fields in time
25:39
right now after I built that out so I’m
25:41
going to go in and preview this
25:43
and show you what that looks like for
25:45
Dan’s question here
25:54
and here we go
26:01
so as planned it did actually do exactly
26:03
what I wanted the inside of essay has
26:05
not caught up
26:07
um must be running slow today but that
26:08
right there if I had formatted it
26:09
correctly the one hour custom field has
26:12
loaded and the four hour custom field so
26:14
that’s how you go in and actually take
26:15
your custom fields from the document get
26:17
in the estimate description and drive
26:18
those in so Dan great question Kelly