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Welcome back to Callahan’s
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Welcome back to Callahan’s corner, where you ask the
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corner, where you ask the questions we answer them live
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questions we answer them live right here on Facebook so got a
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right here on Facebook so got a really uh important Callahan
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really uh important Callahan corner today based on a
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corner today based on a question that was submitted off
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question that was submitted off the one of the Facebook user
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the one of the Facebook user groups and um as a gentleman uh
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groups and um as a gentleman uh permission to uh basically
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permission to uh basically answer this question. question.
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answer this question. question. Uh I’m it anonymous but um I
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Uh I’m it anonymous but um I think this is a common thing
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think this is a common thing that happens a lot with a lot
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that happens a lot with a lot of service businesses using
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of service businesses using multiple CR Ms um customer
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multiple CR Ms um customer relationship management
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relationship management software so uh this one is
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software so uh this one is particularly around service
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particularly around service Autopilot, but if you’re
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Autopilot, but if you’re watching this could be
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watching this could be happening in. Scheduling and
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happening in. Scheduling and billing software so uh you know
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billing software so uh you know hold on while I read this and
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hold on while I read this and I’m gonna dive in and show you
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I’m gonna dive in and show you on screen. Why um I feel so
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on screen. Why um I feel so passionately about the answer.
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passionately about the answer. I’m gonna give you says my
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I’m gonna give you says my teams are using paper and not
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teams are using paper and not the mobile app. uh we all often
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the mobile app. uh we all often skip the dispatch board and the
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skip the dispatch board and the invoices directly in as a
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invoices directly in as a transaction. so the translate
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transaction. so the translate this basically what this
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this basically what this gentleman is companies are
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gentleman is companies are doing is they are um using non
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doing is they are um using non mobile so they’re printing out
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mobile so they’re printing out the um job and I. If I’m
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the um job and I. If I’m reading between the lines,
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reading between the lines, there is an essential I’m gonna
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there is an essential I’m gonna say critical thing that is
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say critical thing that is being missed that could
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being missed that could definitely lead to some issues
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definitely lead to some issues for this business um and I
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for this business um and I wanna get ahead of this and
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wanna get ahead of this and hopefully help this team and
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hopefully help this team and this gentleman uh understand
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this gentleman uh understand why this extra step even if
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why this extra step even if you’re not using the bubbles,
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you’re not using the bubbles, it’s critical and this is
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it’s critical and this is something that I did in my
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something that I did in my company uh through paper before
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company uh through paper before we adopted the moguls um on two
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we adopted the moguls um on two different software platforms so
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different software platforms so very applicable no matter your
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very applicable no matter your software platform You want to
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software platform You want to know why doesn’t the minimum
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know why doesn’t the minimum service rate engage when using?
01:41
service rate engage when using? Method um he wants to basically
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Method um he wants to basically go right and add a transaction
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go right and add a transaction he wants to add the invoice and
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he wants to add the invoice and doesn’t wanna go into the close
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doesn’t wanna go into the close out day screen to finish the
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out day screen to finish the job and close it up because
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job and close it up because they’re using their mobile. so
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they’re using their mobile. so what I’m gonna do is open up
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what I’m gonna do is open up the screen here and break this
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the screen here and break this down having to take some
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down having to take some comments and questions along
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comments and questions along the way as well. um but this is
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the way as well. um but this is a good one. This is definitely
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a good one. This is definitely uh definitely a good one and
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uh definitely a good one and I’m happy to break this down.
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I’m happy to break this down. Um now this is exactly a uh I’m
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Um now this is exactly a uh I’m gonna say mistake or issue that
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gonna say mistake or issue that we had in my company cuz we
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we had in my company cuz we were really um. Built around
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were really um. Built around tracking time and process and
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tracking time and process and system based estimating so as
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system based estimating so as you look at this test account
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you look at this test account here, I’ve uh basically scroll
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here, I’ve uh basically scroll to the right and showed you how
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to the right and showed you how I’ve narrowed this down to Mo
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I’ve narrowed this down to Mo crew number one and what we’ve
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crew number one and what we’ve had here is with the
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had here is with the gentleman’s referring to is
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gentleman’s referring to is he’s printing it out. so I’m
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he’s printing it out. so I’m assuming he’s going into the
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assuming he’s going into the print icon here and printing
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print icon here and printing out the actual paper copy now
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out the actual paper copy now the paper copy for you to
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the paper copy for you to imagine has a start and stop
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imagine has a start and stop time for each job and you can
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time for each job and you can write down who is is on the
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write down who is is on the crew up If that’s the case what
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crew up If that’s the case what you need to. Take that paper
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you need to. Take that paper copy each and every day and at
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copy each and every day and at the end of that day or the
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the end of that day or the beginning of the next day if
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beginning of the next day if you’re not using the Mos I am
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you’re not using the Mos I am going to strongly strongly
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going to strongly strongly suggest that we go in and click
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suggest that we go in and click in to the service here and type
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in to the service here and type the start and stop time and in
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the start and stop time and in the clock here uh depending who
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the clock here uh depending who is on it we we have that time
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is on it we we have that time for how many guys or girls on
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for how many guys or girls on that crew that is going. Give
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that crew that is going. Give you non emotional data so it’s
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you non emotional data so it’s not enough just to go out and
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not enough just to go out and produce the invoices for the
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produce the invoices for the jobs that were created uh yes,
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jobs that were created uh yes, we do need to get paid, but I
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we do need to get paid, but I think with the value of any
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think with the value of any software platform is is going
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software platform is is going to be is you’re estimating your
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to be is you’re estimating your scheduling and your billing now
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scheduling and your billing now if you’re gonna take the time
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if you’re gonna take the time to manually create the
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to manually create the transaction spend the time to
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transaction spend the time to track this data because this
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track this data because this data is so valuable. So you’re
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data is so valuable. So you’re gonna enter your start and stop
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gonna enter your start and stop times update the crew uh people
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times update the crew uh people by default your cruise settings
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by default your cruise settings will be there um but if
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will be there um but if somebody leaves early starts
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somebody leaves early starts later, we can adjust it
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later, we can adjust it underneath that and then we’ll
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underneath that and then we’ll hit save now why we wanna do
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hit save now why we wanna do this and why this is so
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this and why this is so important is we’ve got budgeted
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important is we’ve got budgeted hours now. so if your jobs
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hours now. so if your jobs don’t have budget hours, we
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don’t have budget hours, we really need budgeted hours and
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really need budgeted hours and we have actual hours so you’d
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we have actual hours so you’d look at this and say well if
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look at this and say well if I’m budgeted for 21 of the guys
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I’m budgeted for 21 of the guys and girls did it 5.41 hours
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and girls did it 5.41 hours then. We kicked butt, but we
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then. We kicked butt, but we really didn’t kick butt cuz
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really didn’t kick butt cuz what cuz what you really go is
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what cuz what you really go is to columns and you need to go
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to columns and you need to go into variant and actual hours
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into variant and actual hours cuz this is a two-man crew, so
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cuz this is a two-man crew, so they actually had spent 10.32
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they actually had spent 10.32 hours so obviously in this
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hours so obviously in this fictitious uh account. We would
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fictitious uh account. We would need to make sure this was
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need to make sure this was updates. I’ve been playing with
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updates. I’ve been playing with this, so there is no actual
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this, so there is no actual hours uh because I’ve been
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hours uh because I’ve been manipulating it for this uh
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manipulating it for this uh Facebook live but the idea is
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Facebook live but the idea is you got you’ve got your budget
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you got you’ve got your budget versus actual hours so how long
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versus actual hours so how long did it should have been taken
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did it should have been taken and how long did it actually
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and how long did it actually take and were you over or under
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take and were you over or under budget that variant of time? So
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budget that variant of time? So what I’m gonna suggest to this
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what I’m gonna suggest to this gentleman everybody else
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gentleman everybody else watching. Is you really wanna
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watching. Is you really wanna use the closeout day screen. It
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use the closeout day screen. It is the most important screen
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is the most important screen and all of service Autopilot
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and all of service Autopilot far as I’m concerned and we
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far as I’m concerned and we wanna make sure this. Good
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wanna make sure this. Good start at times it doesn’t make
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start at times it doesn’t make sense. do they clock in clock
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sense. do they clock in clock out or if you’re doing it in
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out or if you’re doing it in paper? Did they write accurate
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paper? Did they write accurate times? It makes sense. We wanna
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times? It makes sense. We wanna put those in now you physically
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put those in now you physically type it in or loads
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type it in or loads automatically in the mobile so
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automatically in the mobile so that maybe worth the extra $15
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that maybe worth the extra $15 per MO just in time savings
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per MO just in time savings alone. So that’s where I’m I
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alone. So that’s where I’m I may challenge that a little bit
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may challenge that a little bit depending on the size of the
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depending on the size of the organization, but do the start
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organization, but do the start and stop times make sense all
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and stop times make sense all the way down. Do we have
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the way down. Do we have budgeted hours for every job?
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budgeted hours for every job? also very essential and then.
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also very essential and then. Do we have actual um and if I
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Do we have actual um and if I had saved this, it would
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had saved this, it would automatically load in there. so
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automatically load in there. so it’s something you’d probably
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it’s something you’d probably never see but if you are
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never see but if you are physically typing them in,
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physically typing them in, that’s something you wanna keep
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that’s something you wanna keep an eye on and do we have a rate
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an eye on and do we have a rate so I went through and deleted
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so I went through and deleted the rate of this first uh stop
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the rate of this first uh stop here. $0 so you need to have
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here. $0 so you need to have good start Stop times budgeted
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good start Stop times budgeted time and a rate and then under
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time and a rate and then under the columns here we wanna go in
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the columns here we wanna go in and add actual job variants. We
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and add actual job variants. We have very clear transparent um
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have very clear transparent um things here now whether you’re
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things here now whether you’re using a mobile or printed you
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using a mobile or printed you wanna go into the. Tab and hit
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wanna go into the. Tab and hit the same team so you buy
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the same team so you buy default. you’re gonna set up
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default. you’re gonna set up your teams, but if we have a no
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your teams, but if we have a no call no show employer, there’s
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call no show employer, there’s an issue This is going to
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an issue This is going to update your payroll if you’re
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update your payroll if you’re using it your job costing and
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using it your job costing and your production rates and we
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your production rates and we can literally drag and drop
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can literally drag and drop those individuals off the crew
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those individuals off the crew so on Mo crew one If Rick
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so on Mo crew one If Rick wasn’t there today, we could
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wasn’t there today, we could drag him off and drag drag
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drag him off and drag drag somebody back so that’s how
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somebody back so that’s how we’re setting up the dragon
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we’re setting up the dragon drop and that is gonna be as
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drop and that is gonna be as you scroll to the bottom. That
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you scroll to the bottom. That is the update. Got budget hours
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is the update. Got budget hours and assignments here for that
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and assignments here for that particular day only. so that is
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particular day only. so that is one way um that we highly
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one way um that we highly recommend adjusting it on the
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recommend adjusting it on the fly, especially if you before
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fly, especially if you before you print out those manuals.
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you print out those manuals. It’s gonna get you the right
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It’s gonna get you the right people printed out on those
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people printed out on those jobs each and every day we
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jobs each and every day we track who’s efficient who’s not
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track who’s efficient who’s not so the next thing you wanna do
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so the next thing you wanna do is once we’ve got this set up
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is once we’ve got this set up uh insert auto pilot if you’re
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uh insert auto pilot if you’re building daily weekly or
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building daily weekly or monthly those invoices are
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monthly those invoices are gonna automatically generate.
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gonna automatically generate. So then you don’t have the
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So then you don’t have the manual process of going through
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manual process of going through each and every customer and
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each and every customer and creating those invoices. So if
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creating those invoices. So if you’re gonna spend the time to
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you’re gonna spend the time to do it manually anything create
07:09
do it manually anything create the start and stop times each
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the start and stop times each client get all they did and let
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client get all they did and let the system automatically
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the system automatically generate those invoices with a
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generate those invoices with a proper time. Now, we’ve got all
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proper time. Now, we’ve got all the right information in for
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the right information in for our production and job costing
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our production and job costing um reports so as I pop out the
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um reports so as I pop out the screen here again this is kinda
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screen here again this is kinda what we’re diving into so what
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what we’re diving into so what you can do then is pull the
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you can do then is pull the information off that close out
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information off that close out day screen type in a start and
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day screen type in a start and stop time total hours lunch and
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stop time total hours lunch and how many crew members are on
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how many crew members are on that crew. What it’s gonna do
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that crew. What it’s gonna do is get you your gross hours
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is get you your gross hours subtract the lunch if there was
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subtract the lunch if there was some and and get your workouts.
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some and and get your workouts. that’s that payroll Li. Number
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that’s that payroll Li. Number verse um so that’s your work
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verse um so that’s your work hours is your actual hours and
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hours is your actual hours and then the budgeted hours is what
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then the budgeted hours is what you budgeted from all the
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you budgeted from all the budget of time and the sheets
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budget of time and the sheets gonna say, are we over on our
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gonna say, are we over on our budget and that’s gonna give
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budget and that’s gonna give you a percentage of 100% at
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you a percentage of 100% at budget over under budget and
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budget over under budget and then we can go out and take
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then we can go out and take these numbers and give them to
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these numbers and give them to our crew with a quality
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our crew with a quality constraints. We have public
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constraints. We have public accountability and you as the
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accountability and you as the business owner now know, are we
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business owner now know, are we on pace to make money? and
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on pace to make money? and where is the efficiencies on
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where is the efficiencies on each crew and the service so?
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each crew and the service so? If we go directly to to create
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If we go directly to to create transaction, we’re gonna lose
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transaction, we’re gonna lose all of that. so we really need
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all of that. so we really need to go in and make sure we got
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to go in and make sure we got certain times on that close out
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certain times on that close out day screen and don’t worry
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day screen and don’t worry about making the invoices even
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about making the invoices even if you wanna make them daily
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if you wanna make them daily set that on your default to
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set that on your default to service auto pilot
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service auto pilot automatically generate one
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automatically generate one several thousand invoice. So
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several thousand invoice. So that’s a huge time saver um and
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that’s a huge time saver um and then we could take those public
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then we could take those public accountability scores and
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accountability scores and create a sheet here. So this
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create a sheet here. So this was something we had at
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was something we had at Callahan’s where we’ve got our
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Callahan’s where we’ve got our percentage budget a quality
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percentage budget a quality score for each. And then it
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score for each. And then it averages weekly results so we
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averages weekly results so we can go in off the original
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can go in off the original sheet here and take the
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sheet here and take the percentage of budget and
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percentage of budget and transfer each day with the
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transfer each day with the quality score for each crew So
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quality score for each crew So everybody in the company knows
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everybody in the company knows where everybody’s at and use
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where everybody’s at and use the business owner have a very
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the business owner have a very high level of 40000 square foot
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high level of 40000 square foot view of where you’re at budget
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view of where you’re at budget versus actual profitability.
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versus actual profitability. Now, the main thing is now that
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Now, the main thing is now that we’ve done that we can go out
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we’ve done that we can go out and based on the start stop
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and based on the start stop times in this sheet we can go
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times in this sheet we can go in and say. This $54 cut here
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in and say. This $54 cut here these two times 54 and sixty
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these two times 54 and sixty and there’s it goes 5428 6031
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and there’s it goes 5428 6031 on average, we generated $57.30
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on average, we generated $57.30 per man hour revenue Those two
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per man hour revenue Those two numbers are driven from the
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numbers are driven from the start and stop times on the
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start and stop times on the closeout day screen so instead
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closeout day screen so instead of physically spending the time
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of physically spending the time to create an invoice, we wanna
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to create an invoice, we wanna take the time to enter the
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take the time to enter the start and stop time. So now I
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start and stop time. So now I can go back and see all thirty
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can go back and see all thirty lawn mowing how much revenue
09:36
lawn mowing how much revenue did I generate per me an hour
09:38
did I generate per me an hour and I can go in and export this
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and I can go in and export this out or to an automated report
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out or to an automated report that I’ll show you here um and
09:44
that I’ll show you here um and plug in so I wanna make sixty
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plug in so I wanna make sixty bucks per hour and if I’m only
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bucks per hour and if I’m only making $57.30 on this
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making $57.30 on this particular property, the sheet
09:51
particular property, the sheet says you need to raise your
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says you need to raise your price, $2.56 to the T to get
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price, $2.56 to the T to get your $60 an hour threshold.
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your $60 an hour threshold. This is going into the end of
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This is going into the end of the year here that non
10:00
the year here that non emotional way to raise your
10:02
emotional way to raise your prices and not raise the prices
10:05
prices and not raise the prices on the on the um customers
10:07
on the on the um customers they’re above your hourly goals
10:09
they’re above your hourly goals threshold so if they’re losers,
10:10
threshold so if they’re losers, we raise them up. They’re
10:11
we raise them up. They’re making good money. We leave
10:12
making good money. We leave them alone. We don’t want them
10:13
them alone. We don’t want them to shop our competition so Kate
10:17
to shop our competition so Kate V two K and accountability is
10:19
V two K and accountability is we’ve automated this report
10:20
we’ve automated this report service Autopilot, where all
10:21
service Autopilot, where all that data now automatically
10:23
that data now automatically transfers into essay. it checks
10:25
transfers into essay. it checks the clocks time in and out the
10:27
the clocks time in and out the budget of time and the job
10:29
budget of time and the job amount, and it tells you if
10:31
amount, and it tells you if you’re above or below 100% and
10:33
you’re above or below 100% and that’s the number you can put
10:34
that’s the number you can put on the wall and if it shows up
10:35
on the wall and if it shows up in red, you’ll see on the next
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in red, you’ll see on the next screen somebody needs to go
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screen somebody needs to go back into the close out day
10:38
back into the close out day screen and either check the
10:39
screen and either check the manual typing or the mobile. So
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manual typing or the mobile. So it’s a automated KP daily and
10:44
it’s a automated KP daily and we review and the job costing
10:46
we review and the job costing report you see here in the red,
10:48
report you see here in the red, says. Hey, I got some bad. Did
10:50
says. Hey, I got some bad. Did you need to go back to that
10:50
you need to go back to that close that day screen and
10:52
close that day screen and update that? but if you use the
10:53
update that? but if you use the example here up top of these
10:55
example here up top of these three sample uh mowing same
10:58
three sample uh mowing same exact thing if our hourly goal
10:59
exact thing if our hourly goal was $55 per hour in order to
11:02
was $55 per hour in order to hit that threshold, they would
11:03
hit that threshold, they would need to raise the price $5.04
11:06
need to raise the price $5.04 per mowing so now kinda a
11:09
per mowing so now kinda a little outside the scope of the
11:10
little outside the scope of the question, but just to drive it
11:11
question, but just to drive it home. That’s the importance so
11:13
home. That’s the importance so we don’t wanna just create
11:14
we don’t wanna just create invoices for jobs inside
11:15
invoices for jobs inside service Autopilot or any other
11:15
service Autopilot or any other software. We wanna track the
11:18
software. We wanna track the top ten and even if you’re
11:20
top ten and even if you’re putting them out manually type
11:21
putting them out manually type them in manually, I’m gonna
11:22
them in manually, I’m gonna assess the mobile is gonna save
11:25
assess the mobile is gonna save you some time but for the
11:25
you some time but for the amount of time it takes to add
11:26
amount of time it takes to add the start Stop time Service job
11:29
the start Stop time Service job is gonna be about the same time
11:30
is gonna be about the same time It’s physically taking you to
11:31
It’s physically taking you to go in and add the transaction,
11:33
go in and add the transaction, but when you run it from the
11:34
but when you run it from the close out day screen, it will
11:35
close out day screen, it will automatically generate those
11:37
automatically generate those invoices for your weekly daily
11:38
invoices for your weekly daily or monthly based on your setup
11:40
or monthly based on your setup and you’re gonna get a hell of
11:42
and you’re gonna get a hell of a lot more information and the
11:44
a lot more information and the ability to create
11:44
ability to create accountability and daily we.
11:46
accountability and daily we. Reach crew and the ability to
11:48
Reach crew and the ability to raise the prices on just the
11:50
raise the prices on just the account to the penny that
11:51
account to the penny that you’re losing money on or not
11:52
you’re losing money on or not hitting your hourly goals. so
11:54
hitting your hourly goals. so comment your questions drop
11:56
comment your questions drop below Callahan corner. You ask
11:57
below Callahan corner. You ask the questions we have live
11:58
the questions we have live right here on Facebook, very
12:00
right here on Facebook, very passionate about this one as
12:01
passionate about this one as you can tell really need to not
12:04
you can tell really need to not skip the closeout day but spend
12:06
skip the closeout day but spend the time there and let service
12:08
the time there and let service autopilot automatically
12:10
autopilot automatically generate those invoices and now
12:11
generate those invoices and now we have the data to make non
12:13
we have the data to make non emotional pricing decisions and
12:14
emotional pricing decisions and accountability and tracking of
12:14
accountability and tracking of your. On each day and each week
12:17
your. On each day and each week and then down to the specific
12:19
and then down to the specific job at least twice a week or
12:21
job at least twice a week or twice a year, and I’m gonna
12:21
twice a year, and I’m gonna recommend doing your job.
12:23
recommend doing your job. wreath cost based on these
12:25
wreath cost based on these reports in July and end of
12:27
reports in July and end of November beginning December.
12:29
November beginning December. That’s what um the process I’m
12:32
That’s what um the process I’m gonna recommend for a
12:34
gonna recommend for a successful service business
12:35
successful service business lawn care home cleaning pest
12:37
lawn care home cleaning pest control or any other service.
12:39
control or any other service. So comments questions drop
12:41
So comments questions drop below happy to answer live on
12:42
below happy to answer live on the recorded version um Kean
12:45
the recorded version um Kean corner You ask a question. I
12:46
corner You ask a question. I answer live right here on
12:46
answer live right here on Facebook. We’ll see you again
12:48
Facebook. We’ll see you again tomorrow with a pre submitted