00:00
To Callahan’s corner, where you
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To Callahan’s corner, where you ask the questions we answer
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ask the questions we answer them live right here on
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them live right here on Facebook so in the service
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Facebook so in the service Autopilots members group Uh
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Autopilots members group Uh about 20 minutes or about 20
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about 20 minutes or about 20 hours ago, there was a question
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hours ago, there was a question asked um Uh gentlemen lady was
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asked um Uh gentlemen lady was new to Service Autopilot um and
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new to Service Autopilot um and had some questions around uh a
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had some questions around uh a circumstance of probably a
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circumstance of probably a Southern Market where they want
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Southern Market where they want to be able to build on an
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to be able to build on an installment plan, a flat rate
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installment plan, a flat rate of $140 from March to October
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of $140 from March to October and then during the winter
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and then during the winter months. Visit the properties by
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months. Visit the properties by weekly in the bill for that
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weekly in the bill for that specific client was $40 a visit
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specific client was $40 a visit uh they’ve set up the master
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uh they’ve set up the master schedules for year round um and
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schedules for year round um and entered contact pricing for
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entered contact pricing for March October. How do I handle
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March October. How do I handle the biweekly portion of the
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the biweekly portion of the year? So what I’m gonna do is
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year? So what I’m gonna do is kinda break this down uh from
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kinda break this down uh from front to back how you would
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front to back how you would tackle this and then um
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tackle this and then um hopefully this will help this
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hopefully this will help this person make sure that they’ve
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person make sure that they’ve got all the processes set up
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got all the processes set up inside Service Autopilot so. so
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inside Service Autopilot so. so uh as usual, I’m gonna. Screen
01:02
uh as usual, I’m gonna. Screen up
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here momentarily and show you
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here momentarily and show you what we’re looking at here. So
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what we’re looking at here. So I’m gonna pull up Service
01:13
I’m gonna pull up Service Autopilot and show you how to
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Autopilot and show you how to break this down so first thing
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break this down so first thing I would suggest doing is we
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I would suggest doing is we need to create that master
01:22
need to create that master schedule so you wanna go into
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schedule so you wanna go into the gear icon and go into
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the gear icon and go into master schedule. Not package
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master schedule. Not package your out master schedule and
01:31
your out master schedule and I’m gonna call this my uh
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I’m gonna call this my uh Facebook live.
01:40
Contract A year round. And once
01:46
Contract A year round. And once again, if you’re just looking
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again, if you’re just looking at this, basically we wanna go
01:50
at this, basically we wanna go from creating an installment
01:52
from creating an installment billing from March to October
01:53
billing from March to October and then November to the end of
01:55
and then November to the end of the year. Uh it’s a biweekly
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the year. Uh it’s a biweekly service going in um build out a
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service going in um build out a flat rate. so what we’re
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flat rate. so what we’re looking at here is probably
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looking at here is probably wanna look at our. Large area
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wanna look at our. Large area here and this is weekly. so
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here and this is weekly. so let’s just say this is a weekly
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let’s just say this is a weekly Monday visit.
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And then starting in November,
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And then starting in November, they went to buy weekly.
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And we’d have these ones here.
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So now we’ve got our weekly
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So now we’ve got our weekly from March through October and
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from March through October and then every other week November
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then every other week November through uh the beginning of
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through uh the beginning of March again. so we’re gonna
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March again. so we’re gonna save and generate that master
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save and generate that master schedules. so that’s gonna be
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schedules. so that’s gonna be the master schedule saved and
02:54
the master schedule saved and you wanna do that for Monday
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you wanna do that for Monday Tuesday Wednesday, Thursday
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Tuesday Wednesday, Thursday Friday, So you have it just so
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Friday, So you have it just so you can see how we’ve done our
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you can see how we’ve done our weekly Monday through Friday
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weekly Monday through Friday here so now that we have that
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here so now that we have that uh probably the next thing is
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uh probably the next thing is just on a high level. I’m gonna
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just on a high level. I’m gonna create two generic services so
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create two generic services so we can uh see what this looks
03:09
we can uh see what this looks like uh but if this person is
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like uh but if this person is new to Service Autopilot or you
03:12
new to Service Autopilot or you just need a refresher it’. A
03:14
just need a refresher it’. A bad idea, so we’re gonna go
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bad idea, so we’re gonna go into the gear icon services and
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into the gear icon services and I’m not gonna create two
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I’m not gonna create two services and this is what
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services and this is what you’re gonna wanna do in this
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you’re gonna wanna do in this account. So we’re gonna add
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account. So we’re gonna add this in and I’m gonna also call
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this in and I’m gonna also call this a Facebook Live service
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this a Facebook Live service just so we can find it quickly.
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And this would be a weekly.
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I’m gonna call weekly
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I’m gonna call weekly maintenance. And as you’re
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maintenance. And as you’re starting out, you’re gonna need
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starting out, you’re gonna need a code. It’s a tactical not
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a code. It’s a tactical not taxable uh service mode. I’m
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taxable uh service mode. I’m gonna per unit invoice
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gonna per unit invoice description. We wanna select
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description. We wanna select the chart of accounts and an
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the chart of accounts and an estimate description. uh
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estimate description. uh traditionally you wanna go into
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traditionally you wanna go into the rap matrix and build that
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the rap matrix and build that out um to have production based
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out um to have production based estimating that is not what
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estimating that is not what we’re doing in this video, but
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we’re doing in this video, but there’s several other videos
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there’s several other videos we’ve made at Callahan’s. We
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we’ve made at Callahan’s. We can check that out, but I was a
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can check that out, but I was a bare minimum We want to create
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bare minimum We want to create that weekly service that’s
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that weekly service that’s going to go through March
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going to go through March through uh end of October and
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through uh end of October and then uh we’re. Even knew and
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then uh we’re. Even knew and create a service for. They
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create a service for. They biweekly maintenance This is
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biweekly maintenance This is the winter maintenance. We need
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the winter maintenance. We need a code for units. I’m gonna use
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a code for units. I’m gonna use for service mode description.
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for service mode description. Try to account for QuickBooks
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Try to account for QuickBooks if you’re using it uh and
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if you’re using it uh and estimates here and that will
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estimates here and that will give us what we need so now
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give us what we need so now that we have this built out.
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that we have this built out. I’ve set up my reoccurring
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I’ve set up my reoccurring weekly and biweekly service.
04:46
weekly and biweekly service. I’ve gone into the gear icon
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I’ve gone into the gear icon Master schedules and created a
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Master schedules and created a Monday through Friday each one
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Monday through Friday each one of those um with that timing,
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of those um with that timing, so we can go and schedule those
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so we can go and schedule those and now what we’re gonna do is
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and now what we’re gonna do is go in. And go to our test
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go in. And go to our test account and actually set this
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account and actually set this up. So first of all I wanna do
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up. So first of all I wanna do is go in and add a contract
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is go in and add a contract now, the example for this
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now, the example for this fictitious client was $140 a
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fictitious client was $140 a month from March to October and
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month from March to October and then a biweekly service that
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then a biweekly service that was built out per visit. so
05:16
was built out per visit. so there’s two different um things
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there’s two different um things that we need to do so we need
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that we need to do so we need to add a contract and then we
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to add a contract and then we also need to set up uh the
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also need to set up uh the scheduling portion of this. so
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scheduling portion of this. so I can show you what this is
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I can show you what this is gonna look like here in a
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gonna look like here in a minute um so first thing you
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minute um so first thing you need to do is the contract
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need to do is the contract names so this would be uh
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names so this would be uh nearly. Made contract
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Uh start date is going to be.
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Uh start date is going to be. And let’s do this for 2021 so
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And let’s do this for 2021 so March 1st of 2021 and it’s
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March 1st of 2021 and it’s gonna end.
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He end of October here and we
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He end of October here and we gotta put a line item so I’m
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gotta put a line item so I’m gonna put a Facebook Live
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gonna put a Facebook Live maintenance or summer
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maintenance or summer maintenance contracts, so we
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maintenance contracts, so we know that it’s just for the
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know that it’s just for the summer and the question here if
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summer and the question here if I’m reading it correctly is
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I’m reading it correctly is that they want to fill out $40
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that they want to fill out $40 per visit per month thereafter
06:16
per visit per month thereafter the winner, so we’re only gonna
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the winner, so we’re only gonna catch a installment billing,
06:19
catch a installment billing, then really. March And put it
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then really. March And put it in January at auto fill, but
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in January at auto fill, but it’s gonna be quicker to leap
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it’s gonna be quicker to leap out. so I’m going to mark all
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out. so I’m going to mark all the way through the end of
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the way through the end of October. now what I would
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October. now what I would probably recommend is if you
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probably recommend is if you want to put this for the first
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want to put this for the first day of the month and you could
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day of the month and you could build 1 month in advance if you
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build 1 month in advance if you want and if there’s some
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want and if there’s some properties, we can include
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properties, we can include those so the idea is you’ve got
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those so the idea is you’ve got this here and then under
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this here and then under actions I wanna add a contract
06:52
item in our Facebook live week.
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item in our Facebook live week. Maintenance It’s gonna be
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Maintenance It’s gonna be included in there now, if
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included in there now, if there’s a cap of how many
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there’s a cap of how many visits you actually will
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visits you actually will include in the weekly
06:59
include in the weekly maintenance you’d put this in
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maintenance you’d put this in here. so maybe it is 38 visits
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here. so maybe it is 38 visits and we’d wanna alert someone if
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and we’d wanna alert someone if recondition was greater or
07:07
recondition was greater or equal to 38 visits to uh make
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equal to 38 visits to uh make sure you don’t go over that
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sure you don’t go over that contractual amount we can have
07:13
contractual amount we can have it signed to a personal role uh
07:15
it signed to a personal role uh it was an hourly contract. You
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it was an hourly contract. You could also do the same alert of
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could also do the same alert of hours as well So and do we
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hours as well So and do we charge for this? yes if
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charge for this? yes if quantities over visits over
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quantities over visits over that’s a determination that you
07:24
that’s a determination that you can make there on the fly, but
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can make there on the fly, but the idea is you need the
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the idea is you need the installment billing. Up you
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installment billing. Up you need the name of the contract
07:29
need the name of the contract the invoice line item and hit
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the invoice line item and hit save Now once you have that set
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save Now once you have that set up, you’ve got a live contract
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up, you’ve got a live contract here so I’ve got to select a
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here so I’ve got to select a service here and I’m just gonna
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service here and I’m just gonna call it lawn mowing just for a
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call it lawn mowing just for a time but when we hit save Once
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time but when we hit save Once we have this now, we’ve got a
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we have this now, we’ve got a contract installment building
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contract installment building now the second part of the
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now the second part of the question. I’ve got a um an
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question. I’ve got a um an additional charge of $40 per
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additional charge of $40 per visit on a biweekly basis from
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visit on a biweekly basis from uh November. Through the rest
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uh November. Through the rest of the week, so the idea here
08:03
of the week, so the idea here is you probably wanna go in and
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is you probably wanna go in and add a job and actually thinking
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add a job and actually thinking about this you’d probably have
08:12
about this you’d probably have two master schedules. So let’s
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two master schedules. So let’s do the first one and see what
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do the first one and see what this looks looks out here cuz I
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this looks looks out here cuz I just did this on the fly Uh but
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just did this on the fly Uh but we’re gonna add a reoccurring
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we’re gonna add a reoccurring job and let’s set up the summer
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job and let’s set up the summer uh weekly first and then we’ll
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uh weekly first and then we’ll go in there so we’re gonna do
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go in there so we’re gonna do is. is add. Contract and it’s
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is. is add. Contract and it’s going to be part of our yearly
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going to be part of our yearly maintenance contract, so that
08:37
maintenance contract, so that was the weekly service, but not
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was the weekly service, but not the biweekly and we’re gonna
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the biweekly and we’re gonna select the schedule of our
08:43
select the schedule of our Facebook Live contract, so
08:44
Facebook Live contract, so actually we should be able to
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actually we should be able to do that. so it’s going to be
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do that. so it’s going to be starting the initial start date
08:47
starting the initial start date and I’m gonna say let’s go in
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and I’m gonna say let’s go in and start this next year where
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and start this next year where it should start so March 2021
08:55
it should start so March 2021 on the Monday and we’re also
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on the Monday and we’re also gonna start reoccurring on that
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gonna start reoccurring on that day as well.
09:04
And the service is our.
09:09
Facebook Live weekly
09:11
Facebook Live weekly maintenance and it’s gonna
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maintenance and it’s gonna start on March and be done of
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start on March and be done of the weekly part of
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the weekly part of it. um
09:18
it. um after that, so we’re
09:18
it. um after that, so we’re gonna go in and put in the rate
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gonna go in and put in the rate um so it’s $140 a week for this
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um so it’s $140 a week for this client so you really wanna do
09:27
client so you really wanna do is a lot of people will be
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is a lot of people will be tempted to put a $0 value in
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tempted to put a $0 value in here um so what we’re gonna do
09:33
here um so what we’re gonna do is really going to go in here
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is really going to go in here and take the 140 and divide
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and take the 140 and divide that by uh let’s call it 4.3.
09:41
that by uh let’s call it 4.3. So how many weeks are in a
09:43
So how many weeks are in a month, so it’s $32.33. And
09:47
month, so it’s $32.33. And let’s say our goal per hour 45,
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let’s say our goal per hour 45, so we divide that by 45, it’s
09:52
so we divide that by 45, it’s point. Seven 1 hours so 32.3
09:57
point. Seven 1 hours so 32.3 and .71 man hours is the time
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and .71 man hours is the time that we would want to have in
10:02
that we would want to have in there so
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32.3 .71 man hours the hours
10:09
32.3 .71 man hours the hours are always based on one person.
10:11
are always based on one person. Uh we don’t need to put a start
10:13
Uh we don’t need to put a start and stop time if you’re in the
10:14
and stop time if you’re in the home cleaning industry and you
10:15
home cleaning industry and you wanna put a start and stop slot
10:16
wanna put a start and stop slot in there. That’s where you
10:17
in there. That’s where you would do first time um and we
10:19
would do first time um and we have that in here now what
10:20
have that in here now what we’ve done is we hit save. Um
10:25
we’ve done is we hit save. Um that’s gonna be under that
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that’s gonna be under that contract, so actually you
10:28
contract, so actually you probably can just go in and add
10:31
probably can just go in and add the service right to the same
10:32
the service right to the same line item. Here’s I’m thinking
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line item. Here’s I’m thinking about it. so we’d go in and get
10:35
about it. so we’d go in and get our Facebook live. Biweekly
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our Facebook live. Biweekly maintenance and that is going
10:42
maintenance and that is going to start.
10:47
In November, 1st and start
10:53
recurring November 1st as well.
10:54
recurring November 1st as well. so what you’ve got here and
10:56
so what you’ve got here and that is a $40 per visit charge,
11:01
that is a $40 per visit charge, and I’m gonna take that same
11:04
and I’m gonna take that same forty and divided by 45 bucks
11:05
forty and divided by 45 bucks an hour. if that’s what their
11:07
an hour. if that’s what their goal is, and maybe we’ve got a
11:08
goal is, and maybe we’ve got a .88 budgeted hours here for
11:09
.88 budgeted hours here for that job. So what happened here
11:11
that job. So what happened here now is that we’ve set up a. a.
11:15
now is that we’ve set up a. a. Occurring service um, and if we
11:18
Occurring service um, and if we know what the crew assignments,
11:19
know what the crew assignments, we can stick it in there
11:20
we can stick it in there already, let’s see we’re going
11:21
already, let’s see we’re going in and doing it for maintenance
11:23
in and doing it for maintenance crew on here and maintenance
11:26
crew on here and maintenance crew one as well. It’s
11:27
crew one as well. It’s reoccurring service for both of
11:29
reoccurring service for both of them um there now, if you’re
11:33
them um there now, if you’re consolidating your cruise in
11:33
consolidating your cruise in the winter because you’re not
11:34
the winter because you’re not doing as much work, you could
11:35
doing as much work, you could have a separate crew
11:36
have a separate crew assignment, but the idea is
11:37
assignment, but the idea is your weekly maintenance. Here
11:38
your weekly maintenance. Here is part of the contract, so
11:41
is part of the contract, so it’s going to not fill out the
11:43
it’s going to not fill out the 3233, but the Facebook live by
11:45
3233, but the Facebook live by weekly maintenance is not part
11:47
weekly maintenance is not part of the installment that we
11:48
of the installment that we build up and above that on a
11:50
build up and above that on a daily. By weekly basis,
11:52
daily. By weekly basis, depending on how you set up
11:53
depending on how you set up your set up your billing set up
11:56
your set up your billing set up inside Service Autopilot we go
11:57
inside Service Autopilot we go in and hit save and now you can
12:00
in and hit save and now you can see the start dates going in
12:02
see the start dates going in for that year round contract
12:04
for that year round contract with a different frequency of
12:05
with a different frequency of weekly and biweekly and how it
12:07
weekly and biweekly and how it would line up the billing other
12:09
would line up the billing other than the installment contract
12:10
than the installment contract or not the installment and the
12:11
or not the installment and the key is when you’re in that
12:14
key is when you’re in that contract here.
12:18
Pull up the wrong contract
12:20
Pull up the wrong contract here, so I’ll pull up the exact
12:21
here, so I’ll pull up the exact one so you can see this is an
12:22
one so you can see this is an example, is that service at the
12:25
example, is that service at the bottom on the actions tab is
12:27
bottom on the actions tab is signifying what services are
12:29
signifying what services are included in this contract so
12:30
included in this contract so only the weekly maintenance not
12:32
only the weekly maintenance not the bi weekly maintenance. so
12:34
the bi weekly maintenance. so this will help you create more
12:36
this will help you create more of a Southern model year round
12:38
of a Southern model year round scheduling uh with installment,
12:40
scheduling uh with installment, billing and per visit as well.
12:42
billing and per visit as well. so a lot of times somebody may
12:43
so a lot of times somebody may have a set fixed amount for the
12:46
have a set fixed amount for the landscape maintenance contract,
12:48
landscape maintenance contract, but it doesn’t include maybe
12:49
but it doesn’t include maybe the pruning of trees that are
12:50
the pruning of trees that are ten or fifteen feet or above,
12:52
ten or fifteen feet or above, especially in the southern
12:53
especially in the southern market like Palm trees. That
12:54
market like Palm trees. That can be build up and above the
12:57
can be build up and above the actual installment contract as
12:59
actual installment contract as well, so um that is going to be
13:02
well, so um that is going to be um how you do it on the uh on
13:05
um how you do it on the uh on job contract. This is. Uh
13:09
job contract. This is. Uh what’s underneath that too, so
13:11
what’s underneath that too, so come to questions drop them
13:12
come to questions drop them below Khan’s corner. You ask a
13:15
below Khan’s corner. You ask a questions. We answer them live
13:16
questions. We answer them live right here on Facebook. so uh
13:19
right here on Facebook. so uh always happy to help out
13:20
always happy to help out anybody in the Service,
13:20
anybody in the Service, Autopilot ecosystem or in the
13:22
Autopilot ecosystem or in the service industry in general,
13:24
service industry in general, but uh this one particular came
13:26
but uh this one particular came out of the Service Autopilot
13:27
out of the Service Autopilot user groups so um shortly after
13:29
user groups so um shortly after this live video, I’ll be
13:30
this live video, I’ll be reposting it in that group to
13:32
reposting it in that group to help the individual ask a
13:32
help the individual ask a question Han’s corner. You ask
13:34
question Han’s corner. You ask the questions. We have some
English (United States) – Callahan’s Corner: Creating a year around service that is weekly then biweekly (with installments)