Author Archive

0:00
welcome back to Callahan’s corner where
0:01
you ask the questions and some live
0:03
right here on Facebook had a great
0:04
question submitted actually pure
0:06
coincidence over the weekend uh person
0:09
submitted one of the Facebook groups
0:10
here and wanted to know about a new
0:13
employee onboarding and how to actually
0:16
automate and make sure what should
0:18
happen uh can happen seamlessly for a
0:20
great first appearance or impression uh
0:23
for your new hires in your service
0:25
business or really any business for that
0:27
matter so after automating and
0:30
um running two seven-figure businesses
0:32
and about to uh break the seven figure
0:34
Mark any third business here I thought
0:36
I’d kind of lift the hood and actually
0:37
talk about how do we actually go on and
0:40
create a new hiring and onboarding
0:42
process that holds uh the business owner
0:44
accountable to what they should be doing
0:45
and everybody else in the organization
0:46
and hopefully uh alleviate the business
0:48
owner from having to do any of these
0:50
manual tasks
0:52
um so delegation and allow to leverage a
0:54
software program to make sure what
0:56
should happen happens each and every
0:57
time and if it doesn’t it pulls the
0:59
business manager owner to manage that so
1:00
what I’m going to do in similar fashion
1:02
that we do with Callahan’s corner here
1:03
is I’m going to actually go in and open
1:05
up the screen and show you what this
1:07
looks like so
1:08
what we’ve got here in the screen here
1:11
quickly is all the simple growth
1:14
onboarding process so we’re going to go
1:15
in and send the job offer letter uh
1:18
employee confidential agreement
1:19
non-compete or non-solicit employee
1:21
handbook Gmail access payroll Google
1:24
meet for in first invite of training
1:26
core values in timesheet so these are
1:30
the emails that need to be sent and then
1:32
we’ve gone in to find the sent access to
1:35
our training courses and a bunch of the
1:38
products that we use such as Monday
1:39
slack keep ring central service
1:41
autopilot a few other ones uh and then
1:43
the final part here at the bottom as I
1:45
scroll down is our technology needed
1:48
such as laptop monitor headset and other
1:50
uh things that may be needed based on
1:52
the position so what we’ve done is
1:54
clearly defined an onboarding checklist
1:56
process uh this is a manual process
1:59
originally that can be taken care of and
2:01
then
2:02
what we can do is go in and build an
2:04
automated system around it so what we’ve
2:07
done is done this in a product called
2:08
keep used to be Infusionsoft
2:11
um very similar same thing can be done
2:13
in other products such as service
2:14
autopilot but the idea here is that on
2:17
the inside of our automation campaign if
2:19
you’ve never seen this it goes from left
2:20
to right versus from left to right and
2:22
up and down in service autopilot but
2:25
what we’ve got is our new hire
2:26
information here and this is actually a
2:29
web-based form
2:31
it can be filled out by the onboarding
2:33
or hiring person at the company we’ve
2:36
got basic information hourly payer
2:38
salary what the responsibilities would
2:40
include their new hire date and uh to
2:43
process the job offer starts for email
2:45
and then once they’re accepted we can
2:47
manually override this
2:49
um if the process was a little bit
2:51
different based on the situation but
2:52
basically once you fill this in
2:55
um everything that needs to happen
2:56
automatically triggers from this form
2:58
and it creates an automated process so
3:01
once we’ve sent the job offer and
3:03
they’ve accepted it there’s a series of
3:05
things that need to happen
3:07
um and as I back out into this
3:08
automation this is kind of what happens
3:10
here so it’s going to apply a tag or
3:12
several different tags and what we’ve
3:15
got here is the external job offer so
3:18
all pre-templated ready to rock and roll
3:20
you fill out that form this thing
3:21
pre-templates in uh the company
3:23
obviously comes off first impressions
3:25
great
3:26
and it happens in a timely manner so uh
3:29
the individual or individuals actually
3:31
we just hired over the weekend since
3:33
Thursday through uh this week and it’s
3:35
simple growth
3:37
um this was the process basically hit
3:38
here so basically this pre-templeted
3:40
email comes in with the job offer they
3:43
can click here to approve and here is
3:45
the actual job offer so all these custom
3:48
fields or variables are filled in from
3:49
the onboarding form
3:51
um and we go in and actually break down
3:53
compensation benefits employment at will
3:56
and all the other information here in
4:00
addition tied into it is the employee
4:01
secrecy confidentially non-solicitation
4:05
um here
4:06
so once again all the things that a lot
4:08
of times in our service businesses we
4:09
forget to do in the spring or fall when
4:11
we’re hiring and trying to just get the
4:12
work done
4:14
um all this is now systematic it’s
4:16
automated and it’s going to be insured
4:18
to happen so all this information now is
4:20
in here so once that job offer and
4:23
non-solicitation document is taken care
4:25
of by the applicant they’ve now
4:28
basically become an employee so we’re
4:30
now able to uh want to accept or sign a
4:33
tags applied and now we have an internal
4:36
email that actually is basically hooked
4:40
into a web hook into our Monday project
4:43
management board and now uh that project
4:45
management board is going to set some
4:48
things into play to get this individual
4:51
invited into the different softwares we
4:54
have and
4:55
um get the technology from our
4:57
technology department lined up so once
4:59
we’re back in this
5:01
um
5:02
automation here
5:04
this is an internal email that’s sent to
5:07
our HR and payroll person that literally
5:10
says hey this person has accepted it and
5:12
we’re going to give uh Tammy who’s ahead
5:14
of our payroll in HR the ability to have
5:17
quick links to any of the documents they
5:20
may need
5:21
um
5:22
here’s our new hire package
5:24
the
5:26
i9w4
5:27
it2104 and direct deposits now now we’ve
5:31
got this it’s gone internally we’ve
5:32
allowed Tama to know this is it here’s
5:34
some quick links to the documents if we
5:36
haven’t hired somebody in a while so she
5:37
has it and she has a new higher package
5:39
so that’s going to our internal person
5:41
as well as linked to a Monday board
5:43
based on an email that can actually pump
5:45
this data into our project management
5:47
board uh internally as well we’ve
5:50
created a task on Monday to order the
5:52
technology create the accounts and a
5:55
product we call use LastPass so this is
5:56
our internal email to order setup and
5:59
handoff Technology
6:01
um in here for the two different people
6:02
that need to track that so that is all
6:04
now automated and then the final part is
6:07
our external email to send to the new
6:09
hire so one of the biggest issues we see
6:11
uh in my business in the early days and
6:14
other businesses we work with is that
6:15
the collection of payroll documents and
6:18
tax uh things for the end of the year or
6:21
subcontractors 1099s
6:23
um
6:24
the W9 or W4 that’s where it gets kind
6:27
of a little wishy-washy so what we’ve
6:29
done is created a process where a very
6:31
similar email goes out to our new hire
6:33
now that happens automatically and it
6:36
will get them the information they need
6:39
um in that same email here uh what I’ve
6:42
done a little bit different than the
6:44
internal emails I’ve actually included a
6:46
welcome video of myself as the business
6:48
owner I’ll welcome them in there in the
6:51
information they need
6:53
and let him know hey you need an I9 a W4
6:55
it2104 an interact deposit
6:58
um and here is the direct links to the
7:00
state links when you click in here uh
7:02
the actual URL link is actually in there
7:04
or the attachment for them to download
7:06
so that is a great way to go in and
7:08
automate your new employee onboarding
7:11
and then it waits another day here so
7:13
the two individuals today that just came
7:16
on board uh Tuesday or Wednesday
7:18
depending on their higher dates
7:20
um we’ll actually go in and get a copy
7:23
of our core values and what we stand for
7:25
and how we operate so once again we’re
7:26
not only onboarding them and welcoming
7:29
them but we’re starting to indoctrinate
7:30
them to our core values which we hire
7:32
fire and train to
7:36
so great way if you’re in the Civil
7:38
growth masterminds group and you’re
7:39
looking at how do we use these core
7:40
values how do we go in and acclimate
7:42
people to it uh let’s start to
7:43
indoctrinate them to that core values
7:45
that we hire train and fire to right off
7:48
the bat so a lot of people are wondering
7:50
how do we do that this is how we do it
7:52
the second part of going in and not only
7:55
filling out a form to get the job offer
7:58
the non-compete the internal task for
8:01
the technology and all the things that
8:03
need to happen on the internal team and
8:06
the uh external emails for the new hire
8:08
to get that done but the final thing is
8:11
how do we go out and start to train
8:12
these folks if we don’t have the
8:14
bandwidth to train them one-on-one right
8:16
out the gate and how do we track it so
8:17
what we’ve done is gone into the simple
8:19
growth Learning Hub here
8:20
um and this is our test tester I just
8:22
pulled this up uh but right off the bat
8:24
the gentleman that just started today is
8:25
going in and he’s learning our office
8:28
systems for service autopilot workflow
8:31
our sales process how do you slack
8:34
manychat RingCentral Monday G Suite
8:36
these are all the products we’re using
8:37
how we utilize YouTube Infusionsoft go
8:41
to meeting and our essay setup in Deep
8:43
dive training and our product offering
8:45
so basically I can go in and see the
8:48
progress or somebody on the team can and
8:50
this is their now they’re probably the
8:51
first two to three weeks worth of
8:52
automated video training that goes on
8:54
with the one on one so you probably
8:56
wondering Mike what does this look like
8:57
on the inside so this is actually the
9:00
inside of our service autopilot workflow
9:01
training internal training uh if you’re
9:03
a simple growth client and you’ve done
9:06
an essay set up or deep dive you
9:07
actually probably have seen a version of
9:08
this but this is how we train our team
9:10
and actually train our clients so we are
9:13
going in and standardizing training from
9:14
lead acquisition all the way through
9:16
billing and fulfillment
9:18
so we’ve got an overview video how to
9:20
use the course
9:22
here and if they’ve never used the
9:24
process this is how they’ll actually go
9:26
in and use the actual online learning
9:28
course or training and then the final
9:29
most important part is our overview of
9:31
service autopilot if this is what we’re
9:33
training
9:34
and that’s going to go through and give
9:36
a 30 minute overview of lead acquisition
9:38
all the way to billing and how we
9:40
systematically set the system up train
9:42
and support it through our help team and
9:44
then the final part is we break down
9:46
each one of these little areas into its
9:48
own one or two minute video here
9:50
across the left here complete with
9:52
testing
9:54
um so there’s six questions based on the
9:55
six videos you have to get them correct
9:57
to go on to the next unit and what we’ve
10:00
done is standardized our training for
10:02
our internal team as well as our clients
10:04
to be able to go in and systematically
10:06
use the software all the same way be
10:07
able to support it and standardize it so
10:10
if you’re looking at how to automate
10:12
your onboarding process you’re going to
10:14
want to go quick review to a form that
10:17
is going to capture all the clients or
10:19
all the applicants information for the
10:22
job offer and the non-solicit a few
10:24
manual overrides and then we’re going to
10:26
do is drive that process based on some
10:28
tags signatures or clicks to the offer
10:32
once it’s accepted
10:34
um internal processes that the person
10:37
has accepted and to get all the
10:40
information we need set up uh to a task
10:42
to order the technology create accounts
10:44
and finally a document and email to go
10:48
out to the actual applicant of their
10:51
final part of the onboarding before we
10:53
actually do some one-on-one for their
10:54
tax documents and other information they
10:57
need here and these are going to include
10:58
a welcome video and a clickable button
11:01
to download or go to the state provided
11:03
link and the direct deposit forms
11:06
and finally we follow up with some core
11:08
values uh 24 hours later to start
11:10
reinforcing what we hire train and fire
11:13
to so uh this is the workflow that we
11:17
have set up for a lot of our clients as
11:19
well as our internal process so I want
11:20
to give a little knowledge or lift under
11:22
the hood of how we actually go on and
11:24
create a job offer a non-solicit
11:26
non-compete tax document onboarding how
11:29
do we indoctrinate them to the core
11:30
values of our company and then how do we
11:33
actually delegate the onboarding to a
11:34
Monday board where we handle the
11:36
Fulfillment of Technology
11:39
and all the other information that we
11:40
need to be uh basically put in place for
11:43
successful onboarding so Callahan’s
11:45
corner you ask the questions we answer
11:46
them live right here on Facebook Greek
11:47
questions submitted of how do you tackle
11:49
employee onboarding especially in the
11:51
busy season

0:00
welcome back to Callahan’s corner where
0:01
you ask the questions and some live
0:03
right here on Facebook I talked to a lot
0:05
of Industry experts um and people who
0:07
have gone out and scaled if not one but
0:09
multiple seven-figure businesses uh not
0:12
only in the service industry but in
0:13
multiple Industries um and there really
0:15
is one common denominator that I could
0:17
find amongst the success of business
0:19
owners that really break that seven
0:21
figure Mark and get to that three to
0:22
five million Mark and well beyond
0:24
um and the ones that seem to kind of die
0:26
out in that stage three business they
0:28
start bumping up against that seven
0:29
figure marker get just past it
0:32
um and things kind of just fall apart
0:34
for better lack of uh explanation there
0:37
and I think there’s there’s a main
0:39
reason why these businesses tend to fall
0:41
apart
0:42
um and then slide back to a comfort area
0:44
and that Comfort area really is one of
0:46
complete chaos
0:48
um or just really not providing great
0:50
service
0:51
um usually the later the latter it is
0:53
just really going in and um having a
0:55
business that isn’t structured and be
0:58
able to control your time uh so we are
1:00
obviously big proponents of automating
1:02
your business and creating systems that
1:04
are scalable and delegatable such as
1:06
automation through life cycle marketing
1:08
as well as going in and creating systems
1:11
such as production rate based estimating
1:13
job costing
1:15
um how to use several different
1:16
softwares to accomplish that but the the
1:18
biggest thing that I find for Founders
1:21
um and I fell victim to myself in the
1:23
early years is we need to figure out how
1:24
to manage our time
1:26
um but that’s not only the
1:28
uh the solution to part of this but it’s
1:30
it’s only start the start of it because
1:32
really as we’re looking at it
1:34
our team members are falling victim to
1:37
the same issues that we are
1:39
um even if we do figure out how to
1:40
manage our time so I’m going to break
1:41
down some simple examples of how you can
1:43
actually use time management in your
1:46
service business or any business for
1:48
that matter and how you can actually go
1:50
out and coach in um support your team
1:53
members to manage their time more
1:55
effectively so as you’re looking at it
1:58
uh basically there’s really two sides of
2:00
the business on the right hand side
2:02
we’re going to call this working in the
2:04
business as Michael Gerber would say
2:06
Obviously Michael Gerber uh profess that
2:08
we should be working on the business not
2:10
in it but obviously there’s going to be
2:12
some times that we need to work in the
2:14
business especially our team members so
2:17
what I’m proposing is about 80 percent
2:19
of our time is probably in a business as
2:21
it’s scaling is going to be working in
2:23
the business but we really need to do is
2:25
save the other 20 to be working on the
2:28
Strategic objectives and working on the
2:30
strategies setting the vision and where
2:32
we’re going
2:33
um so I’m going to show you some simple
2:34
tips or tricks that I use and how we’ve
2:36
I’ve mentored more than a few people on
2:38
my multiple businesses how to actually
2:40
manage some time and get some
2:41
Effectiveness out of their day and to
2:43
make sure the things that need to get
2:44
done on a daily weekly basis happen
2:47
um but how do we block out some time and
2:49
not be fighting fires all day so without
2:51
any further delay I’m going to pop open
2:52
my screen here and at the end I’m
2:54
actually going to show you
2:55
um
2:56
inside an online calendar such as Google
2:58
Calendar how I actually go out and work
3:00
with my team members to actually create
3:03
structure in their bit their day to
3:05
achieve the 20 of strategic objectives
3:08
in the 80 of being able to work in the
3:11
business with uh getting all those
3:13
things done on a daily weekly basis
3:14
because let’s face it folks especially
3:16
in the spring rush in most service
3:18
businesses
3:19
um it’s near impossible to get all these
3:21
things done so if we don’t guard our
3:23
calendar
3:25
um hey we’re not getting a run but B our
3:26
customer service is well it’s probably
3:28
gonna suck
3:29
um but by going in and blocking the
3:30
calendar not only are you going to have
3:32
better productive days that are
3:34
predictable and you and your staff will
3:35
be more happy but be your clients are
3:37
going to be more happy because they are
3:39
going to get a predictable service
3:42
um Debbie sardone who runs cleaning
3:45
business fundamentals CBF
3:47
um
3:47
and one of her talks I thought was crazy
3:49
at first but I love Debbie and Debbie is
3:52
um just a mad genius when it comes to
3:54
business
3:55
um but Debbie said
3:56
in one of her talks while I was sitting
3:58
and we split a day doing a talk I
3:59
believe it was a Savannah Georgia uh
4:01
teaching lawn care and business owners
4:03
another service business Industries how
4:04
to go out and automate and run a
4:06
business
4:07
um she talked about your client only
4:10
um requires the demands 80 percent now
4:13
we obviously business owners want to
4:15
give 100 110 but really what she was
4:17
getting to is they want consistency and
4:20
if you can get them 80 percent
4:22
consistently on-time predictable
4:24
Services
4:26
um that’s the same each and every time
4:27
that’s where you’re going to win
4:29
um so same kind of methodology here uh
4:31
we your clients if you are not running
4:33
around with a chicken like it’s head cut
4:35
off are going to be more happy so I’m
4:37
going to show you how to really build
4:39
this into your schedule and actually
4:40
delegate this I’m going to do this as
4:42
two uh admin examples and then I’m gonna
4:44
open up my calendar our test calendar to
4:47
show you how to actually start to build
4:48
this out for yourself and your team
4:49
members and let me tell you uh if your
4:51
team members have never been introduced
4:52
to this this is instrumental so it’s not
4:54
just enough to go out and block your
4:56
calendar and teach this but we need to
4:58
go out and start to support our team
4:59
members with this it’s how we grow and
5:00
scale a business and start to delegate
5:02
with predictable results and like Debbie
5:04
said we need to do 80 consistently and
5:07
that is going to win the game uh don’t
5:09
strive for 110 each time because it’s
5:10
not going to happen so this process will
5:12
create predictable results and it may
5:15
not be an immediate um
5:17
jumping on an issue when as soon as it
5:19
happens but it’s going to be consistent
5:21
predictable and that’s what people want
5:22
not
5:24
um reactive every time something happens
5:26
so without any further delay I’m going
5:28
to pop open the screen here and uh take
5:30
a look at it so this is uh potentially
5:32
an admin position here
5:33
and what I’ve done is broken out a scope
5:35
of work of how they can actually uh
5:38
break this down here and what we’re
5:40
looking at here is I’m setting up a
5:42
daily Cadence okay and we’re going to
5:44
talk about what should be done on daily
5:45
Cadence on a regular basis and then
5:47
we’re going to break it down on each day
5:49
of the week what we should be doing so
5:50
create predictable results that are
5:51
measurable actionable and it’s very
5:53
clear at the end of the day and the end
5:55
of the week if this person has done
5:56
their job now the issue comes up is we
5:58
get an aggravated client a truck breaks
6:00
down we need emails to return and we’re
6:03
constantly working those things those
6:05
are going to be distractions I’m going
6:06
to show you how you break those into
6:07
your day for consistency as well but
6:10
what we’ve got here is a basic example
6:11
is uh daily this admin is going to be
6:13
doing uh social media so basically on my
6:17
team this person will be going in
6:19
uh we’re gonna be doing a Facebook live
6:21
by myself the team
6:22
um essay weekly we’re going to go and
6:24
take that video and create a podcast out
6:26
of the video that I’m making today we’re
6:27
going to post that video
6:29
um
6:30
in different areas based on live or post
6:32
recorded and it’s based on the cell
6:33
cycle working on our marketing document
6:35
they’re going to go into Instagram and
6:37
repurpose that video uh Twitter
6:39
and then on the sales Focus so that is
6:41
our social media area of the Day sales
6:44
follow up on hot leads
6:47
um go in communicate with the sales team
6:49
has things been updated uh has the data
6:51
been loaded into our sales
6:53
um Monday morning meeting agenda so we
6:55
can review that every Monday with the
6:57
team cover live chat
7:00
um YouTube they’re going to be creating
7:01
some thumbnails in canva to stick on
7:03
these videos that we’re making here to
7:04
actually get them in so we’ve got some
7:05
Cadence here
7:07
so that’s what we’re going to be doing
7:08
on a daily basis to make sure all the
7:09
social and sales are taken care of for
7:11
this position obviously
7:14
um we’ve got another admin probably
7:15
handing AR on a daily or twice a twice a
7:18
week Cadence uh weekly we’ve broken down
7:21
the things they may be doing every
7:22
Monday Tuesday Wednesday uh notice
7:24
Wednesday work on strategic objectives
7:26
so those are some of the things we’re
7:27
setting in for our quarterly and
7:28
annually goals what are the things they
7:30
have to do to do to get that done so we
7:32
need to block some time out on that uh
7:34
Thursday
7:36
Friday and then monthly
7:38
so now we have a clear Cadence of what
7:41
needs to be done
7:43
um on those days now if we go into
7:45
another admin position in the team uh
7:48
Monday the returning calls and emails
7:49
enter new sales and the install
7:51
documents post social media on sites
7:53
above on 9am
7:57
meet with Mike I’m in the financial team
7:59
to do overdue invoices on 11 to 12 team
8:01
meeting
8:02
once again Tuesday return calls and
8:04
emails so we’re going to start blocking
8:06
out the consistent things that need to
8:07
happen on a daily basis I’m going to
8:08
show you how we actually do that but
8:10
you’ll notice that this position here
8:12
has return calls and emails first thing
8:14
in the morning
8:16
um and each day there’s a different
8:17
Cadence that needs to be tackled here as
8:19
we continue to scroll down so the idea
8:21
is drop it into a Google doc block out
8:23
what it looks like what do you need to
8:24
do every day and then what are the
8:25
objectives we’re doing uh each day of
8:27
the week and then if there’s something
8:28
monthly or quarterly we’ll put that into
8:30
the calendar but uh this is really I
8:32
wanted to lay that as a foundational
8:34
piece but this is really where the
8:35
rubber hits the road here folks
8:37
um so
8:39
I was going to pull up my personal
8:40
calendar but we’ve got a lot of clients
8:42
names on there and different means that
8:43
I don’t really want to share on a
8:44
Facebook video but let’s say we’re
8:46
breaking this down for an admin or
8:48
um a manager of the cruise so really
8:51
what I’m looking at here is let’s say
8:52
we’re getting the cruise out at 7 00 a.m
8:56
um or maybe 8 A.M so maybe we’ve got a
8:59
Time block for the admin to go in every
9:02
day here and
9:04
from seven to seven thirty they are
9:06
going to go in and review uh
9:12
yesterday’s work
9:17
and update
9:19
routes
9:21
so that’s something there that that’s
9:23
going to happen in a service business
9:24
pretty much pretty much every day we
9:26
need to make sure we’ve got actual clock
9:27
in and clock out budgeted time and if a
9:29
job was skipped or there was issues they
9:31
couldn’t get into a backyard couldn’t
9:32
get into a house it was locked out at
9:34
the end of the day we need to put that
9:36
in there so this would be now assigned
9:38
to a particular person or if it was on
9:41
my calendar
9:42
um I would go in and then
9:45
potentially hit save here if it was a
9:47
meeting we could do a video recording so
9:49
this is great whether you’re in the
9:50
field on an iPhone iPad or in the office
9:52
but if we go to more options here uh
9:54
what we’re going to do is go in and does
9:57
it repeat yes it does and this is going
9:59
to be
10:00
um pretty much daily here or we could do
10:03
every day of the week Monday through
10:04
Friday so that would probably be the
10:06
plan there
10:07
um I would potentially say let’s go in
10:09
and put it daily because if we’re
10:11
delayed with rain or different issues
10:13
this would pop up on a Saturday or
10:15
Sunday if need be but now what we’ve got
10:17
now is we’ve got a daily Cadence that
10:19
this person is reviewing yesterday’s
10:22
work and getting
10:23
um
10:24
this work ready now we could be going in
10:27
uh at 8 am
10:29
once they’re already in the office and
10:32
this could be our time slots I would say
10:34
we would probably block out on this
10:36
methodology here maybe a half hour to 45
10:38
minutes now depending on the volume but
10:40
this would be uh return
10:43
emails now 8 AM maybe a little bit early
10:46
in some areas to return in phone calls
10:49
um so we’d probably go in or email
10:51
returning phone calls so we would
10:52
probably go in and say okay we’re going
10:54
to go in repeat
10:56
Monday through Friday and hit save
11:01
and we would probably go in and say
11:03
every morning by eight from 8 30 to 9
11:05
we’re returning phone calls now
11:07
obviously if there’s no phone calls from
11:08
the night before we’re good we move on
11:10
to the next objective uh that we need
11:12
but more options we’re going in now this
11:14
is how we’re going to go in and start to
11:16
build out a Cadence for our admin or
11:19
ourselves based on the roles and
11:21
responsibilities that we’ve highlighted
11:23
out on these Google Docs
11:25
so now that we have this we’re going to
11:27
go in and add this feature and we’re
11:30
going to do this
11:32
Monday through Friday
11:37
so now we’re starting to build some
11:38
Cadence in here so on Monday mornings
11:41
we’re probably going to have a team
11:42
huddle if you don’t I would highly
11:44
recommend it uh so this would be our
11:46
leadership role so in our business it is
11:48
usually from 11 to noon so this would be
11:49
just our Monday so this is our Monday
11:53
morning meeting
11:57
leadership
12:00
and what I would also recommend is we’re
12:02
starting to block this time here
12:05
we’re starting to make some of the
12:07
colors of these different so our
12:10
leadership meetings may be one color our
12:12
daily tasks or things that we need to do
12:14
are going to be uh in this default blue
12:17
color so we’re going to start to time
12:18
block this calendar as well to start to
12:20
guard it um now if we are
12:24
um potentially
12:26
a project manager or someone like in the
12:29
field we could potentially say okay at
12:31
one o’clock on Monday Wednesday Friday
12:34
this could be our
12:36
QC and site
12:43
and slash complaints
12:47
so as we’re starting to get this idea
12:49
here then we would go into more options
12:51
and we’re going to go into a custom
12:53
repeat and go in and actually start to
12:55
block this out so I’m going to do Monday
12:57
Wednesday Friday so the idea here is if
13:00
a complaint came in over the weekend it
13:01
came in on
13:03
um Tuesday whenever that is within 24 to
13:06
48 hours that complaint is now addressed
13:08
so we have good customer service but
13:10
we’re not leaving the office and running
13:12
out to deal with the complaint unless
13:14
it’s catastrophic like a lawnmower drove
13:16
through the side of a house or something
13:18
um this is now going to create
13:20
predictable ability for an admin or
13:21
yourself to block that time and actually
13:24
go out and manage those issues without
13:26
running around
13:28
um crazy this is where we’re starting to
13:29
build time and build Clarity and
13:31
consistency in the business so as you
13:33
can see here I’m kind of overlapping
13:35
some some roles but honestly uh
13:37
depending on the size of your business
13:39
this actually could be really applicable
13:43
um so with drive time that could
13:44
actually potentially be driven out maybe
13:46
to an hour and a half or two hours
13:48
once you update one they can update this
13:50
in following events or that events now
13:52
we’re starting to build some Cadence in
13:54
here uh so let’s
13:56
you kind of get the idea here but we’re
13:58
going to go in and then these are daily
14:00
activities that are responsive uh
14:02
leadership activities are probably going
14:04
to be in a different color quality
14:07
control and things like that probably
14:08
would be in a different color now where
14:10
I find a lot of value in this is Tuesday
14:13
Thursday are actually my strategic
14:15
blocks to work on the business and not
14:16
in the business so uh the team pretty
14:19
much knows unless I’m helping cover a
14:20
deep dive or on the road
14:23
um
14:23
from nine to probably about 3 P.M
14:29
I’m going to go in and color block that
14:31
but that is a
14:34
strategic block and this is where we
14:37
start to actually work on the business
14:38
not in it
14:40
um and this is really the instrumental
14:41
part so you can see I’m going in now I’m
14:44
blocking that out and then I’m going to
14:46
go in and repeat it
14:50
custom every Tuesday Thursday
14:55
and hit save and now that time block for
14:57
my strategic block to work on the
14:59
business and not in it is blacked out
15:01
now my admin
15:03
um and honestly to myself that’s my time
15:05
to work on the business now something
15:07
comes up or an emergency I’ve got that
15:09
built out every other day here Monday
15:11
Wednesday Friday so if there’s a massive
15:14
issue that
15:15
as far as quality control or customer
15:17
could service I’m still going to be
15:18
responsive but now I’m doing it in a
15:20
controlled time that’s going to create
15:22
predictable results and it’s going to
15:24
give me time to actually go out and
15:26
manage that issue on site with the
15:27
client if I need to in my service
15:29
business so these are the things that we
15:31
really want to be doing now
15:33
let’s assume that your business has
15:35
grown to a size and you’re a state that
15:36
does sales tax or quarterly taxing or
15:40
just something that needs to be done uh
15:42
what we can do then is go in
15:45
and say let’s say the sales tax is due
15:47
the 20th of every month which it was in
15:49
New York state
15:51
um
15:52
here actually still is we could say the
15:55
17th of every month
15:57
we’d go in and say okay at 9 00 A.M
16:02
this is our
16:04
sales tax obviously once you get to a
16:07
size of business you’re filing monthly
16:09
you’ll probably have someone doing this
16:10
but Tammy and my business would actually
16:12
go in and do this now if I’m happy
16:13
helping Tammy she’s more than capable
16:15
but in the early days let’s say Tammy
16:17
was having issues with this I would go
16:19
in and go under other and add the
16:22
calendars and then go in in a screen
16:24
share and you need with this person help
16:26
them build out their calendar but what I
16:27
would do then is say this is my time for
16:30
an hour to file a sales tax and then my
16:32
options is
16:33
uh going in and does not repeat and then
16:36
I can do monthly on the third Friday
16:39
or monthly on a certain date
16:43
um
16:44
in there so this is the idea is we can
16:47
set custom recurrences in here now uh a
16:51
service like service autopilot will have
16:53
tickets I’m going to recommend using
16:55
this because tickets are not going to be
16:57
able to block and manage your calendar
16:58
now you can use them in correspondence
17:00
with tickets but if you’re looking to go
17:03
out and literally
17:05
manage your calendar here and get this
17:08
done the ability to manage and own your
17:11
time is going to be instrumental in the
17:13
ability for these strategic blocks very
17:16
similar to my business when Amanda or
17:19
Andrea now are two full-time admin are
17:21
going to be able to go in and say hey
17:23
Mike you’ve got your 93 block does this
17:25
fit in can I override it or
17:27
traditionally they’ll just block outside
17:29
of it this is where you’re going to own
17:30
your schedule this is the way that you
17:32
can create predictable results from your
17:35
team members now you can notice we’re
17:37
turning returning emails and phone calls
17:39
only once in the beginning of the day
17:41
now if you’ve got an admin
17:43
or manager uh obviously this is probably
17:46
going to happen need to happen uh
17:48
obviously more than just the beginning
17:49
of the day so what I would recommend is
17:51
this is what we did uh with my team is I
17:54
clicked into those and said okay if
17:56
that’s the case let’s customize that
17:59
um
18:01
and add that in so right after say their
18:03
lunch hour if 11 to noon was their lunch
18:06
we could go in and I’ll create a process
18:09
there to create
18:15
return email
18:18
and calls
18:22
and we’d go in and set that in with more
18:24
options and now that would also repeat
18:27
on Monday through Friday
18:31
and then
18:33
we would go in and hit save
18:35
so once again we could start blocking
18:37
these and actually setting the colors
18:39
here so everything in blue is in the
18:41
office uh everything here for QC could
18:45
be set up so if I know if I’m on the
18:47
road that’s going to be say a purple
18:48
color obviously you pick the colors you
18:50
want but this is the idea and then your
18:52
strategic blocks are in this yellow or
18:54
something that’s completely different so
18:55
you then once we updated all of these
18:57
these on sites would be all in blue or
19:00
purple we’ve got the blue that’s in the
19:02
office so now we’ve hit our returner
19:04
emails uh in the morning after lunch and
19:08
then I would go in and say okay between
19:10
4 30 and 5 o’clock same idea return
19:13
emails and phone calls
19:23
we’re gonna go into more options and
19:25
literally
19:27
block that out so this is this is really
19:29
it’s very very basic stuff but it can be
19:32
game changing if you’ve never done it
19:35
um on a consistent basis so now
19:37
our admin would have the ability to know
19:40
the returning emails and phone calls
19:42
first thing in the morning at 7am
19:43
they’re reviewing and updating
19:45
um the schedules and getting updated
19:47
before the crews get in at 7 30 and
19:49
maybe we’re driving this to if they’re
19:51
starting at seven they may be ending at
19:52
four
19:54
from
19:56
that time there now they’re returning
19:58
emails and phone calls
20:00
and we’d want to click in if we hadn’t
20:02
actually create a reoccurring
20:06
process
20:08
so now we’ve actually started to time
20:10
block some consistent results for any
20:13
position in our business uh now
20:15
obviously your crew leaders your
20:16
technicians these things are not really
20:18
going to happen on a Google Calendar but
20:19
anything above a in the field operator
20:23
right up to the business owner should
20:25
have their calendar blocked out this way
20:26
to be able to focus on at least 20
20:29
percent of that business working
20:30
strategically and then the 80 percent
20:33
that we’re working in the business being
20:35
controlled and creating persistent
20:37
results and be able to get 80 percent of
20:40
whatever we’re doing consistently
20:41
predictable
20:43
um by doing so here this is going to
20:45
hopefully alleviate your temptation to
20:49
go out and firefight and run around and
20:52
be reactive let’s go in and be proactive
20:56
and set times into Cadence and structure
20:58
to the things that happen in our
21:00
business by managing the Google Calendar
21:01
setting it up after we’ve gone in and
21:05
scoped out what is
21:08
our weekly cadences of each day and one
21:11
of our daily cadences and monthly and
21:14
build those into the calendar so they
21:15
should happen and then every day when we
21:17
go into our Monday morning meeting for
21:20
leadership or the core group
21:22
um we can have those things reported out
21:24
for clarity and every time you clock in
21:26
on Monday by the time you clock out on
21:27
Friday you know you’ve done your job
21:29
because now there’s a clear expectation
21:31
of when it should happen and the
21:32
customer is going to be happy because
21:33
you set a clear uh repeatable system
21:36
that is not going to be chaotic but have
21:38
consistent services and customer
21:40
satisfaction Callahan’s corner you ask
21:42
questions we had some live right here on
21:44
Facebook we’ll see you again tomorrow

0:00
were you ask a question to answer live
0:01
right here on Facebook got a question
0:03
submitted here uh by Gerardo in the
0:06
service autopilot’s Misfits group um
0:08
first of all I want to congratulate Eric
0:10
who uh manages that group breaking a
0:13
thousand members great place to provide
0:15
value and help members using service
0:16
autopilot and other business questions
0:18
so happy to answer this question here
0:20
and um help out a member of The Misfits
0:23
group um uh Gerard I want to know could
0:26
someone give me Insight or steps into
0:27
making an estimate template it seems I
0:29
have to make everything which isn’t a
0:31
big deal but trying to figure out it
0:33
trying to figure it out is beyond me
0:35
look up videos and topics but can’t seem
0:37
to figure it out thanks Gerardo so great
0:39
question uh we’re gonna break this down
0:41
live as we normally do here
0:43
uh for you so first I’m going to do is
0:46
open up my screen and uh go in and
0:49
actually show you how to create an
0:51
estimate template uh before we actually
0:53
go dive into the template though there
0:55
are some key things that we probably uh
0:57
want to understand in setting up the
0:59
system so I’m guessing um uh Gerardo
1:01
that had this question is like I’ve got
1:02
a lot of these elements but how do they
1:04
actually work together uh so as you’re
1:06
going in and making an estimate document
1:08
inside service autopilot there’s a
1:10
couple key things we want to look at uh
1:12
one is an estimate signature
1:15
similar to a DocuSign no extra price on
1:17
that the actual estimate document how to
1:19
get the pricing to actually merge into
1:21
the document and if we’re emailing out
1:23
the estimate how to get the estimate
1:25
email and acceptance email all tied into
1:27
that estimate document or template as
1:29
he’s talking about the question so I’m
1:31
going to open this up here
1:32
um and drive this literally from stem to
1:34
stern to the pieces that you need before
1:36
you actually make the estimate document
1:38
then we’ll bring all those pieces
1:39
together with best practice and as an
1:41
added bonus here if you got some time
1:42
I’m going to show you actually embed
1:43
videos to play live inside your
1:46
um
1:47
estimates to overcome any sales or Price
1:49
objection and create basically a 24 7 uh
1:52
sales person so you can actually send
1:53
these estimates and we can address any
1:55
sales or Price objections up front and
1:57
create more perceived value on the
1:59
estimate so before we dive in and
2:01
actually create this estimate uh we want
2:03
to go in and actually create
2:06
a job estimate template now this is uh
2:09
going in and we’re going to go under job
2:11
estimate templates and service autopilot
2:13
here if you have a comments or questions
2:14
feel to feel free to drop them in the
2:16
comments here as well what we’re going
2:18
to do is going to add a template
2:20
and what this template is going to do is
2:23
going to be associated with the estimate
2:25
document in the email on the front and
2:26
the back end of it so what we’re going
2:28
to do here is we’re going to do our
2:33
actually we’ll enable this our Misfits
2:36
Facebook live template
2:40
and we’re going to go in and Tackle in
2:42
uh both jobs or estimates I’m going to
2:45
tackle into both and what that’s going
2:46
to do is go in and actually
2:48
um give the ability to tie this into an
2:50
estimate document here so we’re going to
2:52
go in and actually grab
2:54
uh an estimate document here and this is
2:57
the part that when we make this is how
2:59
we connect it all so I’m going to show
3:00
you how to make the estimate document
3:01
but I wanted to at least show you this
3:03
is where I think the piece of the person
3:05
that asked the question is probably a
3:06
little confused at so once we connect
3:09
that there in the estimate template and
3:11
we would load in all our services we
3:13
have a template to go from
3:15
um all this stuff loads in so we’re
3:16
going to take this piece and have that
3:19
connected and we need this estimate
3:20
docket to make this actually work so I’m
3:22
going to leave that in a tab right there
3:23
just so I can kind of connect a DOT so
3:26
when we go to build an estimate document
3:28
we’ve actually got three pieces we’ve
3:30
got the email the estimate document and
3:32
the acceptance email so once again we’re
3:35
going in under the gear icon and we’re
3:37
going to go under documents so the first
3:39
thing we want to do is probably make out
3:42
the estimate document or the estimate
3:44
email so we’re going to do is go in and
3:46
make this a client email
3:50
and this would be our
3:55
Misfits
3:59
estimate email
4:01
complete with some typos today but we’ll
4:03
fix those up and we’re going to go in
4:06
your this is our email subject line
4:09
estimate
4:15
uh so it could be your estimate
4:18
um so we go in as we’ve got that’s our
4:19
last line of email sub your clients
4:21
we’re going to hit save and that’s going
4:22
to open up our email document so this is
4:24
how we’re going to send out the estimate
4:25
template that I’m going to show you how
4:26
to make here in a minute
4:28
um so what we’re going to do is we’re
4:30
going to go in and actually just use a
4:31
blank template this is going to be a
4:32
breakdown of how uh the estimate
4:35
document the estimate emails are
4:36
actually going to work inside service
4:37
auto pile so it’s a drag and drop
4:39
Builder we’re going to go in and
4:42
probably
4:46
drag this out here and we can
4:49
go in and then we’re going to go in and
4:54
just drag one more up top so first in
4:58
the content area I’m going to go in and
4:59
drag an image if we want that logo and
5:02
then we’re going to go in and grab some
5:04
content and actually I’m going to
5:05
probably grab
5:08
that and drag that over here you can
5:10
kind of see this block here that’s how
5:12
it sits so if we scroll in and click
5:14
into that we can actually delete that
5:15
block and then the content here is
5:17
actually going to be
5:19
a text block so what we’re going to do
5:21
is first of all go in and upload some
5:23
pictures if you’ve got them in here
5:25
I’m going to go in and grab a logo so
5:27
I’m going to use the one from Callahan’s
5:30
Lawn Care my lawn care company that I
5:32
previously had had and we’re going to go
5:34
in and go in and
5:37
put beer
5:41
and then you use the ad symbol and if we
5:43
went into
5:45
start typing client name that would
5:47
actually put client first name now if
5:49
we’re unsure of what those merge fields
5:51
are we can go into merge tags and find
5:53
them here but that’s a shortcut if we
5:54
eat the at symbol so we’re going to go
5:56
in
5:58
foreign
6:03
below to view your estimate obviously
6:09
you’d want to add some more in there
6:10
I’ll give you some best practice but I
6:11
want to show you really on the Fly
6:12
making this how this would work
6:14
um and then we’re going to go in and put
6:16
at and this is going to be
6:18
I believe it’s actually quote link not
6:20
estimate link
6:22
and it may not be so let’s take a look
6:24
here this is how you’d find it on your
6:26
own we go to merge tags
6:28
and
6:32
it is estimate link
6:36
and that’s going to put quote Link in
6:38
there
6:40
and we can go in and uh probably
6:42
eventually put a footer in here so we’d
6:44
go in and grab
6:46
um
6:48
company name company logo but we’d want
6:51
to go in and grab all these merge fields
6:53
and that’s going to be best practice
6:54
because as we build this out
6:57
um we want to be able to if we ever
6:59
change our name phone number email that
7:01
is the things we want to be able to do
7:02
so once we have that we’re going to hit
7:04
save and this is obviously a base
7:05
example the big thing here is we want
7:07
quote link
7:08
so I’m gonna hit save and close that’s
7:09
the first email that we need we’re going
7:12
to build the second email which is our
7:13
acceptance email because you need both
7:15
of those to connect it to your estimate
7:17
document so we’re going to add another
7:18
document
7:19
and this is going to be a client email
7:21
this is our
7:22
Misfits uh
7:25
acceptance and I’ll show you the actual
7:27
emails or an example of something we
7:29
used in my exact company this would be
7:32
email subject line again thank you for
7:37
accepting
7:39
uh
7:41
oh
7:49
and once again drag and drop Builder we
7:51
can go in use the template here and we
7:54
can drag in a couple rows
7:58
and I’m going to show you here in a
7:59
second what we actually used in my
8:00
company but I want to show you for the
8:02
question how to actually build this out
8:04
so we’re going to go in and grab that
8:06
logo again and grab some content uh if
8:10
you’re thinking about putting video in
8:11
your emails you cannot put any videos in
8:14
the email to play live you can put an
8:16
image that links back to a video to land
8:18
a landing page
8:20
um
8:21
and I’m going to show you how to get
8:23
those videos in there
8:26
thank you for accepting
8:37
quote we will
8:40
call you
8:43
schedule
8:50
so the idea is we’d put something in
8:51
here we’d obviously put a footer in
8:53
there but now we’ve got a email sent an
8:55
acceptance email we’ve got the two
8:57
pieces we need to actually build an
8:58
estimate document so those are the two
9:00
main things that we need to get going
9:01
here before we build this um we also
9:03
have a template we built and I’m going
9:05
to kind of connect the dots how that all
9:06
goes together here in a second
9:10
somehow
9:12
Okay so we’ve got a email that goes out
9:15
um to send it and now we’ve got an email
9:17
for acceptance so now what we do is we
9:18
build the estimate document right here
9:20
so this is where Gerardo probably had a
9:22
question so this is going to be we’re
9:23
going to call this our uh Misfits
9:27
estimate
9:30
document
9:32
just join us want to give Eric the crew
9:34
over there at sa Misfits group breaking
9:36
a thousand users here so pretty cool
9:38
stuff what we’re going to do is go in
9:40
the estimate email now we’re going to go
9:41
and connect that to the uh The Misfits
9:46
estimate email oh
9:51
Maybe
9:53
all right so ask him an email
10:00
and our confirmation email so that sends
10:04
it and then once they accept it that’s
10:05
it so we wanted to build those two
10:07
emails before we build the estimate
10:08
document so we’re going to hit save we
10:10
can include a PDF by default
10:13
and drive that through the process so
10:15
this is once again going to be a blank
10:16
document and like I said here in a
10:18
second I’ll show you how we we built it
10:20
out in my company but I’m going to show
10:21
you just an example of what you can do
10:24
um
10:27
that features in here
10:29
so we’ve gone in now and we’re going to
10:31
build this drag and drop Builder
10:33
uh once again we can go into content we
10:35
can drag that image over there browse we
10:37
can put our logo
10:42
so we’ve got the simple growth logo
10:43
content wise we’re probably going to
10:45
drag over
10:47
some text
10:55
made the process simple
10:59
please
11:03
possible
11:05
these select
11:10
your services below
11:17
obviously we’d want to make that a
11:18
little bit more advanced but I’m just
11:21
kind of going to give you the idea of
11:22
how we can break this in here so we’re
11:24
going to go in and probably Drive some
11:25
content in here as well
11:28
so we have text in here we’re gonna have
11:31
some text in here
11:32
and uh
11:36
step one
11:43
select your
11:46
services
11:51
do
11:56
and sign at the bottom
12:02
obviously you want to make this a little
12:03
more professional but you kind of get
12:04
the idea here so uh if I’m going in here
12:07
I’d probably click in here I’d grab my
12:09
columns
12:13
here and I’m going to select my color
12:16
so I would recommend matching those up
12:18
so I have the simple growth colors in
12:19
here
12:20
and
12:26
grab that color right there
12:29
and once we’ve got that we’ve got the
12:32
ability almost like a word or Google doc
12:33
here we can go in
12:35
and bump that up
12:43
and depending how it looks
12:45
you may want to even play with the color
12:47
of the number the lettering
12:50
so obviously this is kind of up to
12:52
graphic designs I’m not going to give
12:54
you a lesson on that but this is we want
12:57
to make sure these fonts are equal and
13:00
probably bold but this is some of the
13:03
options that we would be building out if
13:04
we did it for you next thing is we’re
13:06
going to go in a rows we’re going to
13:08
drop a additional roll here and probably
13:10
another roll here at bare minimum uh
13:12
this one right here is going to be
13:14
content-wise is dynamic content that’s
13:17
what the price is actually in display so
13:18
that’s one of the biggest questions that
13:19
Gerardo probably had so if you’re in
13:22
essay
13:23
um
13:24
I probably should have thought about
13:25
this as well under the gear icon this is
13:28
where Dynamic content lives bit
13:30
confusing to be honest with you it’s
13:31
really not um called Dynamic content it
13:34
is called an estimate grid so when we’re
13:37
in our academic grid this is the format
13:40
that that price is going to populate in
13:42
here so we’d go in and create our
13:45
Misfits grid
13:52
and I’m going to probably go in and make
13:54
this um estimate description
13:57
drag that over here and I’m going to get
14:01
rid of the quantity and I’m going to get
14:02
right over it right and I’m going to get
14:04
rid of these guys here as well so
14:06
there’s no sticker shock that’s how
14:08
we’re driving it
14:10
and then once we have that set we’re in
14:12
our estimate dock if we click in
14:14
and grab our Misfits grid
14:19
and we’re gonna have to save that and
14:21
come back out to make sure we get the
14:22
right grid
14:24
but the idea is you’ve got to be able to
14:26
have that grid so you want your emails
14:28
set in your estimate grid set before you
14:31
actually do this unlike what I just did
14:33
here but if you’re doing it you run
14:36
across it this is how you
14:38
you do it so I’ve got our Misfit
14:40
estimate document we’re going to hit
14:42
edit and now we’re going to grab our
14:43
Dynamic content to actually build out
14:45
this estimate piece here
14:48
and this is this can be tricky so this
14:51
is where a lot of times simple growth
14:53
will come in and just help people build
14:54
this out so we’ve got our Misfits grid
14:56
right there if you’re editing this
14:59
document the master document only we
15:00
want to make sure that we go in and
15:03
um
15:04
research reinsert that Dynamic Grid or
15:06
estimate grid every time we added the
15:08
master document or it will probably not
15:12
uh show your pricing it’ll be a line of
15:14
code so this would be our terms
15:17
uh conditions
15:21
and what I would recommend obviously
15:22
you’d fill that in with your information
15:27
and then there’s some cool things in
15:29
here so if we went in and grabbed two
15:30
other rolls we could go in and drag some
15:33
content so we’re going to drag a button
15:35
over here
15:37
just give you an idea of the things you
15:38
can do
15:40
call now
15:42
and this guy here is going to be
15:45
text
15:47
now so we’re behind that we can go in on
15:50
the button we’re going to make an SMS
15:51
which is text messaging and this guy
15:54
here is going to be making a phone call
15:55
so that could be all live on a mobile
15:57
best practice let’s make it easy for
15:59
folks so we’re going to go in and drag
16:01
another row in here
16:04
we can insert some videos possibly so
16:07
let’s go in and drag a video here
16:09
so content we’re going to drag some HTML
16:11
code in here
16:13
and here
16:14
get to that in a minute and then the
16:16
last thing here you probably want to do
16:18
is add some text
16:20
here this is where you would add your
16:21
footer
16:25
with
16:29
business info
16:33
once again that would be at
16:44
foreign
16:46
we’ve got a lot of things in this test
16:48
account here but your company name
16:51
company address that would be the footer
16:53
final thing is here is we want to go in
16:55
and
16:57
put in the signature line
17:06
and that’s where they’re going to be
17:07
able to click to sign accept and
17:08
actually accept that so that is going to
17:10
be one of the things that you really
17:12
want to have in here to build that out
17:15
so now you’ve got all your pieces you
17:16
got your logo some instructions you got
17:18
your Dynamic content you got some
17:20
clickable buttons here
17:21
um I’m going to kind of lift the hood
17:22
how to work these HTML blocks here so if
17:25
we went into
17:27
um YouTube and you got some videos about
17:29
your lawn mowing fertilizing all the
17:31
different Services uh you would go in
17:33
grab your video here hit share and
17:35
there’s going to be an embed code
17:38
and you’re going to scroll down and hit
17:39
copy
17:40
and we’re gonna go back to your estimate
17:42
document and click in the block and go
17:45
to the to right here paste that in
17:47
that’s going to start bringing that in
17:49
so what you’re going to see is a width
17:50
and height here so the width
17:52
it’s a little bit high so let’s go
17:55
um 275 see what that looks like okay it
17:58
doesn’t look too bad and then we’re
17:59
gonna go height of 225 and that’s on the
18:02
right of the screen here so you can you
18:04
can continue to play with those but
18:06
literally
18:08
and then I would type in it’s going to
18:10
be the same video here just so I don’t
18:11
waste time in the video but you could
18:12
have two videos side by side there
18:16
um in there so that’s what we did in our
18:17
company uh we had the top six or seven
18:19
services and talked about what was
18:20
included what was included any sales or
18:22
Price objections we created a perceived
18:24
value but that’s really now that we have
18:26
this document here we hit save and close
18:29
you’ve got everything you need to go
18:31
into your estimate template so we would
18:33
go in now and go into our estimate
18:36
template and this is where we create
18:37
speed and simplicity we add all of our
18:39
services
18:41
here
18:42
so they load with pricing matrices
18:44
behind them hopefully
18:47
the final part is we got a description
18:48
we’re going into the estimate document
18:52
and we also want
18:56
so as we go in here
19:01
grab our Misfit estimate document
19:10
right there and then connected or S to
19:11
new email the estimate document we just
19:13
finished and the acceptance email and
19:15
we’re going to show when creating both
19:16
jobs and estimates so really the work is
19:18
we got to get that estimate grid field
19:19
dialed in so we have the estimate
19:21
document we can pull that in which would
19:23
be the same thing as our Dynamic content
19:24
we are estimate email as an acceptance
19:26
email and then we can pull that all
19:28
together when we make our estimate
19:29
document so those are all the key parts
19:31
that we would want to put together
19:33
for an estimate document and the final
19:35
thing here uh projecto is just really
19:37
we’d go in we’d add a lead in here and
19:39
this is what it looks like fully put
19:41
together so we’d go in and lay our load
19:45
our first name last name of the client
19:47
in here we’re going to use our friend
19:48
test tester and we’re going to type in
19:55
our address
19:57
so we should be able to use this
19:59
estimate document process that we just
20:00
put together to do live quotes over the
20:02
phone with speed and simplicity so we’re
20:04
just asking the client some questions uh
20:06
when’s the last time you hired a lawn
20:07
care professional how soon do you need
20:09
that service
20:11
um and is there anything you’re looking
20:12
for so we’re going to qualify them
20:14
and we’re going to make sure we get
20:15
their email address and now that
20:17
estimate document with template and
20:19
everything else we’ve just built is
20:21
going to be utilized here in a really
20:22
quick fashionable process so got all the
20:25
main information in here we want to fill
20:27
out the details and sales tab but not
20:28
applicable to this video we hit save now
20:31
we go and make a live estimate right
20:32
over the phone
20:36
so we’d go in
20:38
we would hit more
20:40
property measurements got some pricing
20:43
behind the scenes
20:47
and if this is something you’re not
20:48
looking to do yourself let us know here
20:50
at simple growth we have got over 10
20:53
people have owned multi-million dollar
20:54
companies and use this software at least
20:57
five or year five or more years so this
20:59
is uh something we do on a daily basis
21:00
to help members get up and running
21:03
um we double click that we are going to
21:05
go in and label that our turf square
21:07
footage color it and this is going to
21:09
drive right into the estimate question
21:10
template that he had
21:12
receives every time we pull this up we
21:14
know what area that we are actually
21:16
Servicing
21:17
and uh once the saves are going to go in
21:20
and grab our custom field you would
21:22
never have this many but in our test
21:23
account we’ve got a couple uh Pro tip
21:25
here is throw some emojis next to it
21:27
and hit save
21:29
and we’re good to go
21:32
so we go in and add an estimate and that
21:35
price for the long square footage is
21:37
just going to go in and drive into the
21:39
estimate document which I’m about to
21:40
preview for you that we either just
21:42
built but I’m actually probably going to
21:43
use the one of the ones that we used in
21:45
my company or a version of it just to
21:47
give you some best practice of all the
21:49
elements I put together in here so you
21:50
can see it live so we’re going to go to
21:52
templates and this is where it actually
21:53
comes together
21:54
right in this header we’re going to
21:56
click that template and that’s going to
21:57
pull that SM email estimate document
21:59
acceptance estimate and the grid that we
22:01
put together all together on this
22:03
template
22:05
so computers running a little bit slow
22:07
here let’s see if we can get this guy to
22:08
work
22:09
not let’s just refresh it and we’ll pull
22:11
that template up here
22:16
so as we’re waiting for this to reload
22:18
we really want to think about all the
22:20
pieces before we get to the end because
22:21
that is going to be the main thing here
22:25
so let’s see if we can just go in here
22:26
and pop in here maybe it’s the browser
22:29
all right so we’re in here
22:31
you’ve got it reloaded we’re gonna go
22:32
ahead add an estimate and we’re going to
22:35
select that template that we uh just
22:37
made or an example of that and show you
22:40
from the square footage that we just
22:42
measured uh on the maps Pro
22:46
inside the system we’re going to go in
22:48
and grab a template and this should
22:51
highlight 99 of the things that we
22:53
talked about here in the how-to video
22:54
but based on the square footage
22:56
fictitiously it’s 30 bucks a cut point
22:58
four man hours the cost of 14.75 or six
23:01
profit margin of fifty percent
23:02
fictitiously and if we wanted to charge
23:04
for drive time I could put any one in
23:06
there that’s going to come out to about
23:07
another eight dollars and change so now
23:09
the customer is going to see 38.9 cents
23:11
which she knows it should take long
23:13
on-site and drive time 0.56 man hours
23:16
with a projected profit margin of 45.7
23:18
so I’m going to click draft to quote
23:21
scroll down here and hit save and then
23:24
we’re going to send out that estimate
23:26
with the template we just showed you how
23:28
to build out with some additional
23:29
features that that we did not highlight
23:31
but I’ll give you some best practice on
23:33
here
23:34
so we’re going to hit email and we’re
23:37
going to send this to my email and I’ll
23:38
pull this up so you can finally see the
23:40
the final product and if you have any
23:42
comments or questions while I’m doing
23:43
that feel free to put it in the chat
23:44
here there is our templated email
23:47
with quote links some clickable buttons
23:49
as we talked about and we included a
23:51
lead letter these the five or six main
23:53
reasons why the business is different
23:55
and some customer testimonials so we’re
23:57
gonna hit send and I’m going to pop over
23:59
the other screen and grab my email
24:01
and walk through the actual estimate
24:03
document
24:04
um but he had a gentleman had a great
24:06
question but uh there’s there’s more
24:08
than one piece to it I think he felt
24:10
like he probably had all the pieces
24:12
um
24:13
but they weren’t connected and that is a
24:16
very very common problem people are
24:17
going to build these out so we want to
24:19
do in a very systematic process of
24:21
creating both estimate emails front and
24:23
back the estimate document and the
24:24
estimate grid which is now becoming the
24:26
dynamic content and
24:29
without any further delay here I’m going
24:31
to swing over
24:34
our email
24:35
so this is our finalized email that
24:38
we’re looking at here so we’re going to
24:40
click to view my proposal and
24:43
more of a polished look but I gave the
24:45
step-by-step directions here we’ve got
24:46
the logo estimate number date valid 2
24:50
code
24:51
billing and property information select
24:53
one step to service step two accept and
24:55
sign the screen so we’re going to go in
24:57
and click the lawn mowing
24:59
and scroll down
25:01
and wait for this to load we’ve got our
25:03
invoice details general contract terms
25:05
more clickable buttons and we’ve got
25:07
some videos that will now play live with
25:10
inside the actual estimate itself that
25:12
can be played um so that’s that HTML
25:14
code we talked about earlier in the
25:15
video so if you’re joining us late go
25:17
back to this video and watch those step
25:19
by steps uh if you’re in New York state
25:21
you got a link to MSD labels and things
25:23
like that
25:24
um that is a great way to not have to
25:26
include all the labels with a clickable
25:27
link to a website that hosts them we’re
25:29
going to go in and click to sign
25:31
with our mouse or our finger on a
25:34
iPad or phone and we’re going to print
25:37
our name
25:38
right here
25:41
and we’re going to scroll down and hit
25:43
accept now we’re going to get that
25:44
automated email that comes back in
25:47
for our client and we talked about how
25:49
to make that and now uh what we’re doing
25:52
is we’re gonna go back to this lead and
25:54
hopefully I will be not too fast and
25:56
catch it but it should have updated the
25:58
status right here and that little bubble
26:01
up here is telling me it’s a one
26:02
estimate so when I click in now
26:04
um and I’ll show you the last step here
26:05
for the estimate settings we’re going to
26:08
have a date time stamped IP address of
26:10
the signature information in the upper
26:11
right right here and under attachments
26:14
we’re going to click this here in the
26:16
exact estimate with just the service
26:17
they selected are in here
26:19
and we’re going to go in and now have
26:22
all included that estimate document that
26:24
the gentleman asked about is a signature
26:27
that can be printed out for collections
26:29
or contracts uh there so the final piece
26:32
is uh if you haven’t connected the Dots
26:34
here as far as the signature it’s not a
26:36
paid feature it’s included uh basically
26:38
it’s a DocuSign but if we go to estimate
26:41
settings under the gear icon it’s about
26:43
halfway down we want to enable
26:46
signature proposal and we need that
26:49
merge field to be able to do that here
26:50
so comments questions drop them below uh
26:53
Callahan’s corner you ask questions we
26:55
answer them live right here on Facebook
26:56
uh with a question from the service
26:59
autopilot Misfits group and
27:00
congratulations Eric and team over there
27:02
for breaking the Thousand member mark

0:00
back to Callahan’s Corner we asked the
0:01
questions handsome live right here on
0:03
Facebook got another question submitted
0:04
through the Facebook users group here uh
0:07
Amanda says when billing for weed spray
0:09
by the gallon uh how are you putting
0:11
this through service autopilot as a
0:13
product or a service in the past we’ve
0:16
always done this as a service but it
0:20
seems to be better if processed as a
0:23
product included with the existing
0:25
Service uh both in amp on the dispatch
0:27
board uh would love to hear how others
0:29
are processing this through service auto
0:31
pilot as I’m trying to build out our
0:33
estimate slash jobs for the upcoming
0:35
season thanks in advance well Amanda
0:37
great question we’re going to break this
0:39
down step by step uh expert workflow as
0:42
we always do here at Callahan’s Corner
0:44
um very very common question especially
0:46
going into the season here uh how do we
0:48
actually get job costing for
0:50
fertilization granular and liquid in
0:53
there so I’m going to break this down
0:54
how to handle the product how to get the
0:56
uh information in there and ensure that
0:58
you’re making profit and as an added
0:59
bonus I I’m gonna actually go in and
1:00
show you how to do a price break model
1:02
because the general uh base price with
1:05
overages usually does not play out well
1:07
for a fertilization we control
1:08
application now if Amanda’s question is
1:11
around maybe southern Florida or
1:14
different areas out in Arizona where
1:16
we’re doing the lawn mowing with say a
1:18
post-emergent weed spray uh this example
1:21
actually play out just as well for her
1:23
so I’m going to pop the screen open here
1:25
and I’ll show you what it looks like
Overview
1:29
all right so what we’ve got here is
1:31
we’re going in the service autopilot
1:32
we’re going to build out this service
1:33
with our liquid and granular product
1:35
before we do that we’re going to want to
1:37
go into the simple growth blueprint uh
1:39
if you’re joining us in Upstate New York
1:41
on a few weeks for our live event uh
1:43
we’ll be going through this uh
1:45
extensively how to get this in the
1:46
system but this is going to be the uh
1:48
example that we’re going to be looking
1:49
at here so uh fertilization with a ride
1:52
on spreader is the service I’m going to
1:54
be pulling from my master template here
1:56
uh please don’t copy the production
1:58
rates in here they are fictitious
2:00
um you need to figure out your own
2:01
production rates or use some industry
2:04
standards which you could provide for
2:05
you so what we’re going to do is do
2:07
round number one that would probably be
2:09
in most areas are pre-emergent I’m going
2:12
to show you on the base area how we do
2:14
this with a base price and some overages
2:16
and then I can actually show you a price
2:18
break model how do we take this out all
2:22
the way out to an acre or maybe even two
2:25
acres of uh price breaks with product in
2:27
there but before we get into that
2:29
monster we’re going to break it down
2:30
simple stupid here so we can understand
2:32
the methodology in the workflow uh so
2:35
before we really get into the actual
2:36
matrices itself here and then we’ll
2:39
stick this in service autopilot we
Pro
2:40
really want to talk about the pro this
2:43
is really the most confusing part when
2:45
working with hundreds and well hundreds
2:47
of businesses every year uh with the
2:49
simple grow team simple grow team is
2:50
actually up to about 28.29 full-time
2:52
team members on about 13 of them
2:55
ballpark have been uh business owners
2:57
using service autopilot three to five
2:59
years and most of them are cut people
3:00
that have actually worked with us and
3:01
then sold their businesses so
3:03
um this is not just Theory folks we’re
3:05
actually using this in businesses that
3:07
we own
3:08
um and then after acquisition the team
3:10
has continued to grow and refine this
3:11
process so uh if Amanda was talking to
3:13
me on a essay setup or deep dive I’m
3:15
going to say Amanda what is your cost
3:17
per bag for round number one
3:19
so maybe Amanda is at uh 20 bucks a bag
3:22
and that’s a 50 pound bag so these are
3:24
the data points you want to get from
3:25
your site one Ewing wherever you’re
3:26
getting these products uh we’ve got a
3:28
cost per bag the pounds per bag and then
3:30
right on that label there
3:31
um it should tell you the bag coverage
3:33
so let’s say this bag covers 11 000
3:35
square feet obviously this is fictitious
3:37
you need to call your vendor and get the
3:40
um area here uh product murder markup
3:42
I’ve got an option here I wouldn’t
3:43
suggest marking the product here uh
3:45
we’re gonna Encompass it over here and
3:47
the coverage for that granular product
3:48
is I’m going to say 100 so my cost per
3:50
thousand for that granular product is
3:52
2.55 cents well uh what if we’ve got a
3:56
liquid application as well like Amanda
3:58
talked about and her question so it can
3:59
be a little confusing so the way we’re
4:01
going to tackle this here is let’s say
4:03
our jug is 125 bucks and we’ve got 120
4:07
ounces in that Jug on it that jug will
4:10
cover 110
4:11
um thousand square feet and obviously
4:13
I’m making these numbers up but these
4:14
are in the ballpark of a normal product
4:16
you see as a post-emergent or even a
4:18
preemer depending if you’re doing bed
4:20
maintenance liquid application
4:22
uh no markup here but Amanda’s situation
4:25
here I’m going to throw a a basically a
4:29
an option in here so if it was 100
4:30
coverage blanket uh that 255 and 114
4:34
would come out here to be 3.65 per
4:38
thousand square feet to cover the cost
4:39
what happens though if we’re really
4:41
going out and after uh our post-emergent
4:43
application or pre-emergent application
4:45
we just want to do a spot spray we’re
4:47
focusing in on IPM integrated Pest
4:49
Management uh like I said most people on
4:51
the team have done this as a living so
4:53
we get and understand where you’re going
4:54
uh so let’s say per thousand square feet
4:56
we’re only doing a post-emergent for
4:59
probably 30 percent of the lawn so we’re
5:01
going to do is dial this back to 30
5:03
coverage now obviously it’s not going to
5:05
be 100 perfect but we want to capture
5:07
that on an average so it to 255 to the 3
5:11
34 cents now the sheet has got us at a
5:14
cost per thousand of 2.89 we’re charging
5:17
289 with zero percent markup so that’s
5:19
the key Amanda if you’re diving in to
5:21
set the foundation it is we want to
5:23
build that matrices in
5:26
and working with service autopilot now
5:28
for probably seven or eight years and
5:29
running all their Regional shows with
5:31
Scott Howard up before covid
5:33
um this is what we’ve discovered with
5:34
their development team
5:36
so now that we’ve got our product
5:37
granular and liquid spot spray or
5:39
blanket depending how you want to do it
Example
5:41
um that simple blueprint is going to
5:43
pull that all in here and let’s go in
5:45
and the first thing I’m going to ask
5:46
Amanda is Amanda what is the the maximum
5:48
area that your base price covers so she
5:51
said Mike that’s going to cover seven
5:52
thousand square feet
5:55
um what I’m going to tell Amanda based
5:56
on the production rate that I built into
5:58
this that the minimum you can charge uh
6:01
right now for a 21 net profit margin is
6:04
37.70 and that was derived by uh her
6:07
potential cost of wanting to charge 125
6:10
an hour and an expense Break Even fully
6:13
loaded at 67.32 so in order to preserve
6:17
that margin that she was looking at she
6:19
would have to at least charge 37.40 so
6:22
uh Amanda I’m assuming you’re probably
6:24
charging maybe nine or ten dollars per
6:26
thousand here so let’s say Amanda’s at
6:28
seven eight seventy five per thousand
6:30
times seven Parts uh that base price
6:33
would be 61.25 so that gets her up to
6:36
about a 51 percent net profit margin
6:38
which is going to be in the area of our
6:40
industry production or industry
6:41
standards for net profit margin with
6:44
product and overhead
6:46
and then every 7 000 is an additional
6:49
7.89 based on the production and her
6:52
cost and that gets her at about 30
6:54
percent net profit margin when you round
6:56
that up or profit of 2.31 so uh not
7:00
knowing Amanda but I’m assuming Amanda
7:02
wants to make some average prices here
7:04
uh based on the industry so I’m going to
7:06
assume that Amanda is probably going to
7:08
be around 575
7:11
and that would not be probably a good
7:13
move for her because it’s costing 5 58
7:16
per thousand right now on the actual
7:18
cost now uh if we did the first seven
7:21
thousand we might be able to dial this
7:22
back on a ride on spreader to drop cut
7:24
that production rate in half and that
7:26
gets her back up to 26 so she’s probably
7:28
got to be at least uh somewhere in that
7:32
six dollar per thousand range based on
7:34
the cost here so it gets a 37 percent
7:36
net uh probably between 40 and 45 is
7:39
where she’s going to want to be so we’re
7:40
going to bump that up to seven dollars
7:42
here and it gets her right around 40 net
7:44
and a profit of 2.77 per thousand so
7:47
once we have that we’re going to build
7:49
that out into a service inside service
7:52
autopilot uh before we do that though
7:55
I’m assuming that a lot of people
7:56
watching this including Amanda may want
7:58
a price break model uh so this is how
8:00
we’re going to tackle this we’re going
8:01
to take the original 7000 at 61 dollars
8:04
that she was charging
8:06
and go in and say okay seven thousand
8:08
dollars covers our base price of
8:11
61 let’s round it up to 62 bucks and
8:15
we’ll do that same on the uh original
8:16
one here so they they even up
8:19
and we’ve got 125 and 67.32 so revenue
8:23
is 125. break even for labor overhead
8:26
and Recovery is 67.32 uh what we need to
8:29
do then is bring in Amanda’s product
8:32
just like we did on the other sheet and
8:34
for Simplicity here I’m going to copy
8:36
that in but we’ve got a granular and we
8:38
have
8:40
foreign
8:42
spot spraying at 30 percent of the area
Price Break
8:46
so we’re going to drop that into the
8:47
price matrices uh price break here so
8:51
now we’ve got the ability to take a look
8:54
at here and Amanda according to the
8:56
calculations is charging 886 per
8:58
thousand
8:59
um we’ve got that production rate set
9:01
here
9:02
um and then we can go in and manipulate
9:03
this so if we’re going to do the same
9:05
exact production rate that Amanda had
9:06
before we’re going to drop that down
9:09
and as we continue to change the price
9:11
per thousand this is going in here so if
9:14
she wanted to be at seven dollars per
9:15
thousand
9:17
those numbers are going to continue to
9:18
change and as we roll down the sheet
9:21
here we went for seven dollars a six
9:23
dollars per thousand to five dollars per
9:24
thousand
9:25
450
9:27
and as we continue to go down we can see
9:29
these price breaks I’m going to go in uh
9:32
and make an assumption as we normally do
9:33
we’re going to cut this right around 42
9:35
to 43 000 square feet in our price break
9:38
model
9:39
um
9:40
and go every thousand thereafter so
9:43
every thousand after forty two thousand
9:46
uh Amanda’s gonna need to make a
9:48
decision here well it’s costing your 423
9:50
so uh that price can’t be any lower than
9:54
that so as we’re going in we probably
9:56
don’t want to be any lower than five
9:58
dollars per thousand
9:59
um probably a little bit higher
10:02
and we can go in and update these here
10:08
and as you can see as I update this the
10:11
profit percentage continuous drive down
10:13
so this is going to keep Amanda
10:14
somewhere around a 30 net margins my
10:16
guess without doing the math once she
10:18
hits about an acre but this is how we’re
10:20
going to go in and drive a price break
10:21
model if you’re just joining us we’re
10:23
building out our calculation cost cost
10:25
per bag pounds in the bag the coverage
10:27
uh would be 100 so that granular
10:30
products is 2.55 and we’ve got a liquid
10:33
product of a jug of 125 dollars cost 120
10:37
ounces and that jug is covering 110 out
10:40
uh 110 000 square feet and we’re only
10:43
going to cover 30 percent coverage so
10:45
we’re spot spring 30 percent of the area
10:47
for a post-emergent IPM treatment so uh
10:50
if we’re going in we would drive in get
10:52
our dollar per man hour expense per Mana
10:54
or set our base price the lowest we
10:56
would charge to show up and the maximum
10:58
coverage and as we update our production
11:00
rates and our charge per thousand the
11:02
sheet will get us a production rate
11:03
based estimating system so the final
11:05
part here is taking this blueprint and
11:07
driving this into a product like service
11:10
autopilot so I’ve got a smaller version
11:12
here with these top five lines
11:15
um as they work down
11:17
are going to
11:20
um line up identically so these top five
11:22
lines or going to go into these five
11:25
lines as we work down and then every
11:27
thousand over the last number
11:30
um is going to give us the next five
11:31
lines and that’s going to be down at the
11:32
bottom of our price break template here
11:35
um driving that in now the one thing
11:37
you’re going to notice in uh the complex
11:39
version with price break here is I’ve
11:41
got profit profit percentage
11:43
um and even the other smaller version
11:45
I’ve got profit profit percentage uh the
11:47
one thing that none of the softwares
11:49
have is a projected profit profit
11:51
percentage if you’re wondering why are
11:52
we taking this into a Google sheet and
11:54
then transferring it a it’s our
11:56
blueprint it shows us what to build it
11:57
confirms that our assumptions are
11:59
correct it allows us to enter the
12:00
product and product markup and coverage
12:03
liquid and granular and it confirms our
12:06
profit margins uh the software does not
12:08
do that so the profit the software is
12:10
assuming
12:11
um that you’ve already calculated and
12:13
assumed your profit margin so after
12:15
working with hundreds of companies a
12:16
year doing this
12:18
um unfortunately what we find is that a
12:20
lot of companies will put the
12:21
information inside the matrices here but
12:24
actually we’ll be losing money because
12:25
they have not used a blueprint like the
12:27
simple growth blueprint to confirm the
12:29
profit profit percentage on a base model
12:31
with product or on a price break model
12:34
all the way up to to an acre
12:36
with our granuary and liquid products
12:38
Amanda great question if anybody has not
12:41
built one of these out I’m going to give
12:42
you the quick rundown how to actually do
12:43
this first step is go into the gear icon
12:45
we want to build out a custom field
12:49
and uh we’re going to be suggesting we
12:51
work as this video is being made in V2
12:53
not V3 I’m going to go in and
12:59
put a couple hashtags in front of this
13:01
just so I can find it but that’s going
13:02
to be our Turk square footage and we can
13:04
measure that online it’s going to be
13:06
Associated to the customer not the
13:07
property and the text is going to
13:10
actually turn into a number so I’m going
13:11
to do some calculations on that I’m
13:12
going to hit save then we’re going into
13:14
the gear icon we’re going to create that
13:17
service and then drop that service into
13:18
a template and probably in Amanda’s
13:21
situation that’s the question we’re
13:22
going to drop that into a master package
13:24
so we’re going to go into services
13:27
I’m going to add the service and I’m
13:29
going to use the um simple model here
13:41
we got our fertilization round number
13:43
one
13:45
and this is how we’re breaking this down
13:47
here I’m going to put that right into my
13:49
fertilization account and put it
13:51
probably into my summer class
13:53
and
13:55
submit description and create a rate
13:57
Matrix so it’s going to be quantity rate
13:59
times visits I’m going to grab my custom
14:01
field that we just created of Turk
14:04
square footage
14:06
and I’m simply going to go to the
14:08
blueprint here either the top lines and
14:10
drive all the way down
14:13
um or we’re going to go into the basic
14:16
model the same methodology if you’re
14:18
building this out here we’re going to go
14:20
in to take our round number one preamp
14:21
one to seven thousand is our base price
14:23
of 62.
14:28
and it is going to be budget hours of
14:31
0.14 and it’s going to cost us labor
14:33
overhead and materials liquid and
14:35
granular 29.63 so we’re going to drive
14:38
that 0.14 man hours in at 29.63 and then
14:41
every thousand square feet over the base
14:43
price of 7000 is
14:45
an additional
14:47
seven dollars point two point zero two
14:50
man hours in 423 that’s going to get
14:52
Amanda a profit per thousand two dollars
14:54
and seventy seven cents or a basically a
14:56
39 or basically 40 net profit margin
14:59
that’s gonna be right in that industry
15:00
average we’re looking for 40 to 50 46 47
15:03
net so we’re gonna drive those numbers
15:05
in here and round that up and I’m just
15:07
going to show you quickly how that now
15:08
ends up into a master package and we
15:12
pull that into an actual template so
15:14
Amanda this is going to be the best
15:15
workflow
15:16
um that we used in my company and
15:17
working with hundreds of other companies
15:19
here uh as well so now that we’ve got
15:21
that service we want to go into gear
15:22
icon
15:24
we’re going to pull in a
15:27
Master package
15:30
and we would go in and
15:35
add our package
15:38
and this would be spring
15:42
pre-m treatment
15:45
and we would grab our service
15:50
and we put a start round so if we’re
15:52
running in Upstate New York uh we’re
15:54
probably going to be running somewhere
15:55
around April 1st through
15:58
the desired range of probably April 20th
16:02
that’s this is hired round
16:04
um and we’re going to put in a name and
16:06
description there we aren’t going to put
16:08
minimum day our minimum days is how many
16:09
days in between rounds is the minimum
16:11
day so probably 20 days no default
16:13
budget hours or rate we’ve taken care of
16:15
that on the pricing Matrix we don’t want
16:17
it here because there is a hierarchy of
16:19
the job the package and the template and
16:23
they can override each other so we’ll
16:24
leave these blank and then we’d add in
16:25
our other four or five Services here and
16:28
hit save changes so if you’re wondering
16:30
what this looks like
16:31
um in the back end here this test
16:33
account
16:34
we would be able to go in
16:36
and pull out our test account
16:40
and someone calls live over the phone in
16:42
your office or with a virtual assistant
16:43
we’re going to go in and go into
16:44
property measurements
16:46
and measure that property out now this
16:49
one probably has a measurement already
16:51
which is perfect but we would go in and
16:53
measure the area
16:56
and save that to
16:58
our turf square footage
17:03
hit save and now we’d be able to do an
17:07
estimate of any service that has Turf
17:08
score footage in a matrices whether it’s
17:10
a simple uh base with overage or a price
17:13
break model as complex as this guy here
17:17
and most fertilization you’re going to
17:18
do a price break model up to about an
17:20
acre and then every thousand over
17:22
same methodology but once we have that
17:25
we’re going to go in and add an estimate
17:26
and we’ll be able to pull that data
17:28
right through that service that we’ve
17:30
incorporated into a package so we’re
17:31
going to go into templates and drive in
17:34
and grab one of our templates here
17:37
hit apply
17:41
and there we go
17:43
first application second grub third and
17:46
these are all here we have a price a
17:48
budgeted time a cost before profit and
17:51
in this test account uh fictitiously
17:53
it’s at 19 but you really want to see
17:55
that somewhere uh in the mid 40s is a
17:57
net profit margin after all overhead but
18:00
that’s the idea we’ve got this in here
18:01
we can hit draft a quote and that’s a
18:02
live asset we can sell over the phone
18:04
and email out where somebody can click
18:06
and sign for there so hopefully that was
18:07
helpful Amanda great question
18:10
um driving in how do you incorporate a
18:12
production rate based estimating system
18:14
and include products liquid and granular
18:16
with overhead recovery and profit uh
18:19
built into the system for scalable
18:21
delegatable system
18:22
hopefully that helped we’ll see you
18:24
again on Callahan’s corner where you ask
18:26
the questions we answer them live right
18:28
here on Facebook

0:01
welcome back to Callahan’s Corner were
0:03
you asking questions we had some live
0:04
right here on Facebook got a User
0:06
submitted question from the service
0:08
autopilot User Group uh Chris wanted to
0:11
know
0:12
um where a certain column in a report
0:14
populated so I’m going to do is open
0:16
this up and Chris is referring to direct
0:18
costs um and this is a massive and
0:21
massive confusion Point inside service
0:22
autopilot so uh this is Chris’s thing I
0:25
give up where does the column populate
0:27
he’s looking at direct cost uh Chris
0:29
you’re going to be looking at actually
0:30
direct cost and indirect costs there’s
0:32
two different areas that will be
0:33
populating there and how they populate a
0:36
lot of people have the misconception
0:37
that it actually drives from the
0:39
estimate but actually that is going to
0:40
be driving from the actual employee
0:43
setup and the mobile or tablet when
0:46
they’re clocking in and out of the job
0:47
so uh Chris we’re gonna be messing with
0:49
you the direct cost and the indirect
0:50
drive time cost effect here so in order
0:54
to set that up we need to go into
0:55
service auto pilot we’re going to go
0:57
into team teams not or actually team and
1:01
employees my bad
1:03
and we’re going to go in and go into our
1:06
employees and we need to set up under
1:08
the edit we need to go in and look under
1:10
the edit tab under labor
1:13
um job costing so if you are looking at
1:17
your
1:18
um user settings for your role you need
1:21
to have access to payroll job costing
1:24
now uh this fake employee here in my
1:26
test account uh let’s say they’re making
1:28
20 bucks an hour this year we’re
1:30
updating that what we need to do is go
1:32
into something like the simple growth uh
1:34
essay setup or deep dive blueprint that
1:36
we actually provide with that we need to
1:39
go in and actually set in their
1:42
um their FICA their unemployment
1:46
and obviously I’m making these numbers
1:48
up here as we go
1:49
um as a percentage of the dollar
1:52
and workman’s comp
2:01
and let’s say this is 0.03 so all these
2:04
need to be as a percentage of the dollar
2:06
if they apply you’re looking things such
2:07
as uh fic unemployment workman’s comp
2:10
Unemployment Insurance liability
2:11
insurance vacation holiday pay if any of
2:13
these apply they need to be figured out
2:15
uh but what we’re doing is taking that
2:17
and then plugging in
2:19
the 20 an hour net 23 and 35 are the
2:24
number that we need to put inside
2:25
service autopilots we’d go in and put
2:28
twenty dollars an hour the labor with
2:30
labor burn is 23.80
2:33
right here
2:34
and over time with overtime rate is now
2:39
35.70
2:44
and when you hit save that will now
2:46
automatically calculate the cost that
2:49
Chris asked about here of the direct
2:51
cost so that is the labor with labor
2:53
burden for the employees specifically
2:56
clocked into that specific job and Chris
2:58
must have highlighted or de-highlighted
3:00
it there’s another one of drive time
3:02
cost effect that’s in there and that
3:03
will actually calculate the drive time
3:05
all the particular employees clocked
3:07
into the drive time or shop time or
3:09
non-billable time on there so that’s how
3:11
you attack it we go into our employee
3:13
settings under the edit we need to go to
3:16
payroll job costing
3:19
right here if you don’t see it you need
3:21
to set up your user rolls rights hourly
3:24
rate goes in here labor with labor
3:25
burden normal time and over time so
3:28
that’s how you tackle it Chris and when
3:30
you do such you will have your direct
3:32
and indirect costs and it will let you
3:34
know where you’re hitting your cost on
3:36
your on-site and off-site time
3:38
Callahan’s Corners you ask the questions
3:39
we answer them live or right here on
3:41
Facebook

0:00
welcome back to Callahan’s corner where
0:01
you ask the questions handsome live
0:02
right here on Facebook got another User
0:04
submitted question uh in one of the
0:07
Facebook groups for service autopilot um
0:09
actually the client asking the question
0:11
is actually a simple growth client so
0:13
good news is we’ve already gone into
0:15
taken care for him after reaching out
0:16
first thing within uh probably about 20
0:19
minutes this morning before uh 9 A.M so
0:22
uh the question is a good one though so
0:23
I wanted to actually go in and answer
0:25
the question live here so I’m going to
0:26
do is open up the screen and dive into
0:28
this quick question
0:30
um but sometimes a little tricky so if
0:32
you’re not a simple growth client uh
0:34
where we actually take care of manage
0:35
update and provide all the content that
0:37
you can customize inside your
0:38
automations TurnKey uh this is probably
0:40
a good question that you would actually
0:42
want to see so uh question here is uh
0:45
does anyone know how I can change the
0:46
name that is showing up where the blue
0:48
line is in
0:49
um
0:50
parentheses uh the name of the
0:52
salesperson is no longer with us and
0:54
she’s not listing the sales person or
0:55
CSR an account can’t figure out where
0:56
it’s populating so a great great
0:59
question here what we need to actually
1:00
do is go into the actual automation
1:03
itself and click on that email and as we
1:06
go in here it’s actually the user first
1:09
name and last name
1:11
um so that is what we’re going to do is
1:12
go in and update that good news is I
1:14
talked to Chap and I’ve had the simple
1:16
growth development team actually go in
1:18
and update that for him if you’re
1:20
looking to find the actual codes if
1:22
you’re doing it yourself we’d select
1:24
select into an email document and body
1:27
um otherwise we would go in and Link
1:30
that in and then all the edits are
1:31
happening on the document itself so it’s
1:33
going to avoid you and your team having
1:34
to go into the automations risking the
1:36
chance of breaking them so once again if
1:38
you’re looking to update on an email
1:40
being sent out of an automation uh where
1:42
who it’s being sent from we need to go
1:44
into the automation itself see the email
1:47
document body that is connected to but
1:49
user first name and last name that’s
1:51
being sent to is going to be updated
1:53
there not on the actual document level
1:55
so questions or comments please drop
1:57
below uh Callahan’s corner you ask the
1:59
questions we had some live right here on
2:01
Facebook

0:00
welcome back to Callahan’s corner where
0:01
you ask the questions we had some live
0:03
right here on Facebook got a User
0:04
submitted question uh by Jose here I’m
0:07
going to read this out actually going to
0:08
pull this up on the screen here uh Jose
0:10
and one of the user groups says I
0:12
created a form so all my texts can fill
0:14
out uh on the field after a service
0:17
created V2 since I believe I was told it
0:19
worked better on V2 and linking services
0:21
and forms on mobile uh so before I go
0:24
farther into that question Jose is
0:25
correct if we’re using it in the field
0:27
and we’re using the Legacy app on our
0:30
phone that is we want to be working with
0:32
V2 forms V3 forms uh will not show up in
0:36
the Legacy app
0:38
um
0:39
uh got it to work but I have uh
0:41
questions on the Forum uh with four
0:43
multiple answers I have linked to custom
0:45
uh list field with same list in answers
0:49
when I fill out the answers on the
0:50
mobile app the answers don’t link spend
0:52
a good amount of time troubleshooting it
0:54
cannot seem to get it to work called sa
0:57
but they are confused like I was I also
0:59
tried to do this on V3 form but I cannot
1:01
even get the form to show up on the
1:03
mobile so I’m back to V2 any helps
1:04
appreciate it so
1:06
um Jose wanted to actually dive in and
1:08
break this in there no need to give us a
1:09
call or drop us a DM for the answer uh
1:12
here in the mindset of abundance on
1:14
Callahan’s Corner we’re actually going
1:15
to show you how to do this so uh Jose’s
1:17
got a couple screenshots just to put
1:18
some context in here
1:20
um
1:21
first of which is he’s using some radial
1:23
buttons uh with the field selection so
1:27
um not too sure without looking at your
1:29
account but these if you’re using these
1:31
custom Fields they need to be mapped to
1:33
the customer and they also need to be
1:35
mapped to text not a list
1:38
um so that’s the first thing I’m looking
1:39
at but I’m going to break down and
1:40
actually show you a a form that we used
1:42
at Callahan’s lawn care Mike my lawn
1:44
care company how we actually did this
1:46
and as we go in here there’s the other
1:49
picture of the custom fields of
1:53
um the areas here back only front only
1:55
and how we actually put that together so
1:57
uh Jose I hope you don’t mind showing
1:59
that but I want to actually put some
2:01
context this question because it’s a
2:02
great question uh so as we dive into
2:04
this here we’re going to go into service
2:06
autopilot forms this is a form that we
2:07
used in my lawn care company
2:10
um right up to the day we sold
2:12
and I’ve made a copy of it and put a
2:15
little tweak on it just so it fits
2:17
Jose’s question a little bit better so
2:18
first thing as we’re talking about it
2:20
here we’re going to be going in node in
2:21
the service autopilot and we’re going to
2:24
go in and just so everybody’s on the
2:26
same page here on my phone uh you’re
2:28
going to be pulling up the Legacy app
2:31
there that is the app that you want to
2:34
have okay and when we dial in there
2:37
we have the ability to go in and uh
2:41
click into that now there’s a drop down
2:42
area for forms we’re going to go in and
2:46
fill out a form and when we click to
2:48
fill out a form I’m going to click on
2:51
the 50 dot commercial inspection form
2:53
and that is the form that we’ve got
2:55
right here haven’t figured out how to
2:56
cast this on my computer it’s on the top
2:58
of the listings to do but if you’re
2:59
looking at it I’ve already filled this
3:00
out to show you how the data flows over
3:02
so first thing we’re doing then is going
3:04
into marketing marketing forms or adding
3:07
a V2 form this is my pre-built form so
3:10
there’s certain things Jose I’m not sure
3:12
if you had on there or not but we really
3:14
want to tackle is the client’s name and
3:17
we did that by adding a field the name
3:19
and then address these two things need
3:21
to be mapped back in the V2 form so when
3:24
we click in there it is listed to
3:26
client’s name first name last name
3:28
service address is going to be the
3:30
service address before we get into the
3:32
custom fields and how to map this this
3:34
into uh bonus work that I got you I’ve
3:37
actually got report that’s going to
3:38
report out on this for your Jose so
3:40
pretty cool stuff
3:41
um form settings
3:43
um
3:44
right now we want to make sure it’s Auto
3:46
proof create and submit and we want to
3:49
create update the lead or I guess you
3:51
can create and update the client because
3:52
this is an existing client for a
3:54
follow-up form uh we also want to show
3:56
on the mobile and the mobile option is
3:58
on the client so when those are set
4:01
um we also probably want to show it on
4:03
the timeline so we have a receipt of
4:05
that basically or a view of that on the
4:07
timeline uh but basically what we’ve got
4:09
here is first name last name service
4:12
address or map back we’ve got our
4:13
manager’s name we’re mapping that back
4:16
um potentially to another custom field
4:19
in the date of inspection so you’ll see
4:21
a naming convention here of zero four
4:23
kpi inspection uh what we did is
4:26
actually went in
4:28
and created these custom fields and I’m
4:30
going to hit this real quickly because
4:33
this is part of the problem that
4:34
intentionally Jose or anybody else
4:35
watching this that may be confusing so
4:37
we’re going to go to the gear icon and
4:39
we’re going to go to our custom field
4:41
dive into the custom Fields here we’re
4:44
going to go in and add a custom field so
4:46
o4 was my naming convention that allowed
4:49
me to find it and that’s a profile tag
4:51
or profile custom field
4:54
um and this could be managers name for
4:59
the kpi that I did we want to associate
5:02
it to the customer not the employee not
5:05
the property reason being is when I show
5:07
you the bonus report how to pull this
5:09
quality control report up from the
5:11
manager property is not going to be
5:12
available
5:14
um so hey what’s up Jose watching right
5:15
now brother great question
5:17
um and I’ll send you a link to this as
5:18
well
5:19
um and I’m actually going to show you
5:21
how to create a report on this as well
5:22
value type here on most of these is
5:24
going to be a text so in Jose’s instance
5:28
um not a list but a text is where we’d
5:30
want to go
5:32
um and then in addition uh what I’ve
5:34
done in my form is for the first couple
5:37
examples I did a net promoter scores on
5:40
the quality so lawn mowing uh rate the
5:44
lawn mowing performed at the last visit
5:46
this includes even cut no turn marks on
5:48
the grass trash was not run over and the
5:50
grass was direct away from beds blown
5:52
off prior to finishing the job and then
5:54
zero is the worst 10 is the best so
5:58
we’re gonna have a ranking score of this
6:00
so the manager now uh just like Paul did
6:02
at Callahan’s and a few others Jordan uh
6:04
went through on the mobile and filled
6:06
this out and then this triggered a
6:07
report that we could actually go through
6:09
and take action on and eventually add
6:11
some tags to and actually create some
6:13
automations to create an automated
6:14
ticket not going to get into the
6:16
automation part today but I will later
6:18
in another video
6:20
um but obviously just trying to set the
6:21
mindset of abundance here great
6:23
Community around sa um these are things
6:24
that all users need to know how to do
6:26
you shouldn’t have to pay somebody to
6:28
show you how to do this if you need some
6:29
help obviously we’re here but the idea
6:31
is if if this is something you need you
6:33
should be able to do it yourself if you
6:35
need to be do it so uh what we’ve done
6:37
here is we go into lawn mowing
6:39
and I’ve created a custom field 04 lawn
6:42
mowing kpi and the way I did that was
6:45
just like this o4 allowed me to easily
6:48
find them and I’ll show you how easy it
6:50
made that’s o4
6:53
lawn mowing
6:55
kpi customer Associated value type is
6:59
actually a number and we’d hit save so
7:01
that’s how when we went in we would go
7:04
in and select custom field and go in
7:07
and type o4 Dot boom and now all the o4
7:11
profile tags for my kpi here are all
7:14
connected together so you’ll see uh
7:17
shrubs on property KPM managers names
7:19
sucker growth lawn line trimming blowing
7:22
weed for appearance kpi instruction date
7:24
and then the notes was a text field so
7:26
that’s kind of what Jose was asking
7:28
about but what I’ve got here is we’ve
7:30
got the ability to go in now and rank
7:32
the lawn mowing the line trimming the
7:34
blowing We Fear Weed Free appearance and
7:37
Landscape that sucker growth on trees
7:39
shrubs on property other inspections do
7:42
so these can trigger by tags automations
7:45
and we’ll talk about that in another
7:46
video and then inspection notes and
7:49
inspection notes is exactly what Jose
7:50
you were trying to actually do so your
7:53
custom view was uh in my instance o4 kpi
7:56
notes and when we look at the 04
8:01
this is kind of the cool thing is when
8:03
we search for that now everything’s all
8:05
together
8:06
o4 kpi nodes and we can tell is a text
8:10
field and that’s the missing thing we
8:12
really don’t want that as a list
8:13
probably wanted a text field
8:16
um
8:17
so once we get all that literally we’re
8:20
either going to go into the mobile like
8:21
I previewed here under the client
8:24
and we’re going to fill this out which
8:27
we did and I tested it on this client
8:31
and if I go under edit and custom fields
8:34
we can indeed see that these numbers on
8:37
my fictitious inspection came in right
8:39
from the form or from the mobile so that
8:41
does work it’s a V2 form and it’s a
8:44
legacy app those are the key things we
8:46
want to be looking at
8:48
so how that’s going to play out on the
8:51
desktop or if we got a throwaway
8:52
Chromebook where we’re using the desktop
8:54
uh version in a Chromebook would be we’d
8:57
want to go to the a for auto assist and
8:59
create a quality control forms
9:03
go to our summer QC form
9:07
and fill in
9:09
the manager’s name
9:11
so Mike the manager
9:14
and I would go in and now click in the
9:17
radio buttons
9:19
as I walked around the property either
9:20
in the mobile
9:21
or on the desktop version
9:25
and is it to do recruit required for X
9:28
to work if it is we could click this and
9:29
that could create ticket or to do
9:31
automatically and we could say
9:34
um
9:35
a landscape beds need to be
9:42
rereaded
9:45
nine six eight slash 2023 and put my
9:49
initials there so all that information
9:51
now is in the automated report so we’d
9:54
hit submit all that data now would start
9:56
to flow in so the final thing that I
9:58
want to leave you guys with here is uh
10:01
two things actually one other thing that
10:03
you may not be aware of
10:05
um Jose asked the question anybody else
10:06
when you have the visibility level of
10:10
this question set to office only most of
10:14
the time it will not appear in the
10:16
report
10:17
not exactly sure to buy to be honest
10:19
with you but when I tested it as office
10:22
only the custom field did not come in
10:24
the report when it was set to everyone
10:26
it showed up in the report so the final
10:28
thing that I’m going to suggest we do is
10:31
go to the service autopilot report
10:33
Center
10:34
and we’re going to go in data hit client
10:36
simple and we’re going to grab probably
10:39
not account balance but I did that
10:40
because I have so many test accounts so
10:42
I could confirm which test account was
10:43
what which
10:45
um but basically we’ve got client name
10:46
client sense service address City and
10:49
postal code and you probably also have
10:51
type residential or commercial so we
10:53
could segment that the next option is
10:55
going to be custom field so once again
10:57
we we broke it into o4 that’s our
10:59
profile tag and we were able to go in
11:02
and say all the op4 profile tags here is
11:05
what we needed so we checked them all
11:07
then we scroll down and hit OK
11:10
when we did that it populated some data
11:15
now the next thing we could do is
11:17
actually put in a date filter
11:19
um and I’ll show you how to do that but
11:20
the idea here is we have not
11:23
um
11:25
updated any more of these test accounts
11:27
and I filtered down the just the test
11:28
accounts in this account
11:30
um but uh Testament Jagger and test 887
11:34
um
11:35
one of them ones right here was done
11:37
Mick Jagger was done through the mobile
11:40
and then the other one here was done
11:41
through the desktop through the a for
11:43
auto assist but now what I’ve got is
11:45
I’ve gone in and averaged
11:48
the ranking
11:50
of the scores per service
11:54
and any notes
11:57
so sucker growth needs to be cut back an
11:59
entire property at 6 8 20 23. so this
12:02
thing here actually is a custom field
12:04
that now can also be tied into
12:07
um an automated email or other
12:08
confirmation information that needs to
12:10
be pulled into a work order uh later
12:12
down the line and this could also
12:14
automatically trigger a ticket or a
12:16
to-do as an event for someone to
12:18
actually be on the hope to do that
12:20
um probably wouldn’t want account
12:21
balance but some of the things I would
12:22
want to look at is okay when had they
12:25
been a client since
12:27
and when was the inspection date and
12:31
what I’ve done has gone in and grouped
12:34
and I’ll remove the group but I’ve
12:36
actually grouped it by the manager’s
12:38
name so each manager now is chunked
12:40
together
12:42
to go in group
12:44
by managers names each manager has their
12:46
own chunk of inspections there or if we
12:49
had a signed resource we could have uh
12:51
the ratings by each signed crew
12:54
but this is going to give you uh this
12:57
information so the final piece is we’d
12:58
want to go in and hit the home button to
13:01
get back out and save it
13:03
now remember these custom Fields every
13:05
time we do this inspection are going to
13:06
get overwritten so we probably want to
13:08
create an automated
13:10
um report to go in and click in the
13:14
thing here and you only get
13:18
um five of these so you need to
13:20
obviously use them sparingly but I would
13:22
take the analysis and bucket it up into
13:24
a report to save some of those but once
13:26
we have the analysis of the report we
13:27
would literally go in hit from to two
13:30
whoever’s sending it to the subject
13:32
would be uh
13:36
monthly
13:38
property reports
13:41
and we’d probably want to put it in
13:43
landscape and we’d want to schedule this
13:45
on a say a weekly basis
13:49
and it would go out
13:53
maybe every Monday
13:56
and the start time we’d have that go out
13:58
probably at say 5 a.m so it’s their
14:00
first thing and then we would start it
14:04
um
14:05
the following Monday here
14:07
so once that’s set we hit done that’s
14:10
going to automatically trigger that PDF
14:13
email so if the custom Fields do end up
14:15
getting it overwritten month after month
14:17
we now have an email copy or hard copy
14:20
or refer back to as well on the client
14:21
record uh when we go into view client
14:26
uh essays compress this for Speed when
14:29
we go down to the bottom here where it
14:31
says details
14:35
all the custom fields are viewable and
14:38
we can open up and take a look at the
14:40
form submissions as well
14:43
um in this area so that will give us all
14:45
the data that we need on a historical
14:47
basis so remember if you’re updating
14:50
these don’t override the existing form
14:52
submission update and enter a new form
14:55
submission and that’ll get you the data
14:57
so
14:58
um once again this is how we tackle it
15:00
we go in we create our form we map them
15:02
back to the customer in a text field or
15:05
a number field it’s going to be Auto
15:07
create prove on submit update the client
15:09
or lead and we want to map back the
15:12
client’s name here and the service
15:13
address
15:15
and when we get to the client we want to
15:17
add under the auto assist
15:19
make sure when you build your your form
15:22
it’s also set to Mobile on client but we
15:24
want to go in and put our quality
15:25
control forms and our shortcut there
15:29
and when it’s on the forms we have under
15:31
form settings we have show in Mobile and
15:35
we want to update that to the client and
15:38
finally we want to go back into the
15:39
report Center and once we make the
15:42
report we automate the scheduling of it
15:43
and when we go into the property
15:45
inspection report
15:47
we want to be able to go into client
15:49
simple pull out the custom fields we
15:52
have client name service address that
15:54
we’ve already put in here and then we
15:57
want to aggregate these guys on top to
15:59
average them and then we want to sort
16:01
from lowest to highest so the worst uh
16:05
offenders would be here
16:07
and any notes would be here so I can
16:10
systematically go per crew or per
16:12
manager for quality control with a
16:13
weekly or monthly report based on your
16:15
quality control inspections and I
16:17
recommend taking those quality control
16:18
inspections and assign them as a ticket
16:21
event with a deadline assigned and
16:24
dispatched through the closeout day
16:25
screen do not make it a service because
16:28
a zero dollar amount service and zero
16:30
budgeted amount service will screw up
16:32
your data for your job costing and price
16:35
raising reports uh whether you’re
16:36
building yourself or especially if
16:37
you’ve done it through simple growth so
16:38
you want to use those tickets to be able
16:40
to filter out anything that’s not in
16:42
actual Revenue generating job and use
16:44
them as a ticket it can be scheduled
16:46
through the closeout or through the
16:47
dispatch board track through the
16:49
closeout day screen budgeted time can be
16:51
tracked but it’s not going to show a
16:52
zero dollar for Revenue when we go to
16:54
run a report so Callahan’s corner you
16:56
ask the questions we had some live right
16:57
here on Facebook Jose appreciate the
16:59
question and um if anybody has any
17:01
questions or you’d like a free analysis
17:03
of your service autopilot or any other
17:05
software you’re using www Dot
17:08
sgscall.com and you can grab a three 30
17:11
minutes
17:12
um call it myself or one of our uh seven
17:15
figure business experts on the simple
17:16
growth team so
17:18
sgscall.com to book a free call and feel
17:21
free to submit your questions here in
17:22
the messages or on the private user
17:25
groups that uh we are in where we answer
17:27
the questions uh free of charge to help
17:29
you run your business uh easier without
17:31
trying to have to take the guesswork and
17:34
try to create these things that have
17:35
already been created

0:00
first ever office hours here with um
0:03
simple growth it looks like Dylan has
0:05
taken over the main screen and I am
0:07
hanging down to the bottom here let’s
0:08
see if we can even this up a little bit
0:10
there we go uh sorry about the delay uh
0:13
we were trying to start about 15-20
0:15
minutes ago but uh had some technical
0:17
difficulties getting in here but uh
0:19
happy to announce we’re gonna be doing a
0:20
weekly at least once if not twice a week
0:22
open Office hours and myself Dylan and
0:25
other people from the simple growth team
0:26
are going to be coming in live and
0:28
answering your questions around service
0:30
autopilot around job costing workflow
0:34
um automations other things in there and
0:37
we’re going to actually open up the
0:38
screen and show you how a lot of these
0:39
things are done as we continue to evolve
0:42
in uh some other crms such as co-pilot
0:44
these will also open up to your
0:46
questions around the different crms
0:48
we’re working with but right now this
0:49
will be a Facebook live that we’re doing
0:52
at least once or twice a week
0:53
pre-announced and we’re gonna be putting
0:55
in
0:56
um a set schedule but if you’re just
0:57
joining us we had some technical
0:58
difficulties here so it’s gonna be an
1:00
abbreviated version today but rolling
1:02
into holiday weekend I don’t I can’t
1:04
think of anything better that I would
1:05
want to do is uh hang out with some
1:06
business owners ask them some questions
1:08
and build some clarity going into the
1:10
holiday weekend so if you’re just
1:11
joining us and you haven’t pre-submitted
1:13
any of your service autopilot questions
1:15
drop them in the comments um and Dylan
1:18
and I are going to answer them live if
1:19
we don’t get to them live in this one uh
1:21
like I said once or twice a week we’ll
1:22
be doing live office hours it no cost
1:25
for the users of service autopilot
1:29
um and eventually some of the other crms
1:31
that we work with so Dylan I know you
1:32
had a couple pre-submitted questions off
1:34
the service autopilot Facebook group
1:37
um if you want I can uh show your screen
1:40
here it looks like and we’ll see what
1:41
happens here so it looks like we’ve got
1:43
five or six people piling in here even
1:44
the late notice so uh welcome to the
1:46
first office hour here that uh we’re
1:48
gonna be rocking and rolling with and I
1:50
think we’ve got some new screen options
1:51
here Dylan so this might actually uh
1:53
this
1:55
oh wow we might be able to make it big
1:57
what let’s not get crazy but maybe
2:01
it’s questionable hold on
2:04
what do we got going on here oh that’s
2:07
that’s that’s better the better all
2:09
right let’s see if I hide myself bring
2:12
myself back this might work
2:17
there we go wow Helen
2:21
all right and the screen what could be
2:24
going right this is good we’re good it’s
2:26
as close as we’ve ever had on a screen
2:27
share so I want to thank a couple more
2:29
people piling in here simple growth
2:31
office hours uh if you put your comments
2:34
in the chat we will answer them live
2:35
here um Dylan has some pre-submitted
2:37
questions so Dylan I’ll let you take the
2:39
wheel and um let’s go
2:43
cool all right well yeah the first one
2:46
um long time friend of the show Steve
2:47
Delaney uh had a good question and yeah
2:52
what’s that he also goes by sevi
2:55
it’s heavy I forgot how to spell his
2:57
name so that’s what printed out on the
2:59
name tag
3:01
gotcha gotcha yeah it was a good
3:03
question uh so Steve said I want to know
3:05
how to create or where to find a report
3:07
that tells me how long a client has been
3:10
with us I have one that uh I he has a
3:13
report that shows if they cancel how
3:16
long they were with us but he wants to
3:18
know specifically if they’re with us
3:21
what is the average time that they have
3:23
been with us so hopefully that makes
3:25
sense
3:26
um but yeah I took a took a stab at it
3:28
this might I don’t think this is a
3:31
pre-built report in essay like I don’t
3:33
think that report exists so I just
3:35
started kind of playing with
3:37
um some of the formulas in the report
3:40
Center here so it’d be clear Dylan
3:41
you’re uh you’re going into the uh the
3:43
third party bolt on the the Reporting
3:46
Center
3:47
um you don’t need to go in there under
3:48
reports reports and then uh you are
3:50
building out an analysis unlike the
3:52
toaster oven off on the left we’re going
3:54
over to the little guy with a square and
3:56
the plus create analysis and this is
3:58
where we’re going to access those data
3:59
tables inside uh service autopilot so I
4:02
will let you roll there I just want to
4:03
put some clarity to that because a lot
4:04
of people have no idea this even exists
4:07
yeah and and to be perfectly honest this
4:09
was a little bit of trial and error but
4:11
it ended up you know there’s I think
4:12
it’s worth the 15-20 minutes that it
4:14
took um because I think this could be a
4:16
valuable report for for quite a few
4:18
people
4:19
um so
4:20
yeah it’s called Steve test for now
4:23
um I was thinking about going into
4:24
Steve’s file and just building it right
4:25
in there for him but I figured this
4:27
might be better
4:28
um so first things first is I just use
4:31
like the clients detailed section here
4:33
and I just brought in the least amount
4:35
of information that I thought might be
4:37
applicable so client name client sense
4:39
date and then the termination date
4:41
didn’t really end up using that but not
4:44
a huge deal
4:46
and then I just pressed OK down here
4:49
and it brought in quite a bit of data
4:50
this is kind of like our demo account so
4:53
I just filtered out
4:55
um everybody who’s not didn’t have
4:57
Callahan in the name so we’re just
4:59
looking at Mike in here so we just got
5:01
basically two examples we got client
5:04
name Mike Callahan client send state is
5:08
looks like
5:10
I don’t know what kind of format that’s
5:12
in maybe it’s November 6 2016 or
5:16
June 11th yeah we can change the
5:19
formatting but yeah that’s perfect so uh
5:20
apparently halfway decent I’ve been
5:22
around since uh 2016 and the other me
5:24
was around uh 2018 so I have to lipstick
5:28
yeah yeah 100 so the next thing and this
5:32
is where I took most of my time and if
5:34
someone’s like already has this formula
5:36
I would have taken them two seconds but
5:37
some of these formulas in here
5:39
can get pretty complex and I guess you
5:43
can’t see it on the screen here but if I
5:45
click into this little formula section
5:47
there’s some very complex formulas there
5:49
at least in my opinion
5:51
um so the one that I ended up choosing
5:53
that I think solves what Steve was was
5:56
hoping for
5:57
is there’s a formula called Date diff
6:00
and I know you can’t see me clicking in
6:03
here but if you go to the date diff
6:05
formula and you just kind of hover over
6:06
it
6:08
and we’ll give it a second on my screen
6:11
it says computes the difference between
6:13
two dates
6:14
so I’m like I think that’s kind of what
6:17
Steve wanted I’m pretty sure so I put in
6:21
and honestly I had to click into this
6:23
formula help thing here to just kind of
6:25
see what were the variables that it’s
6:27
actually requesting for with a couple
6:29
attempts at trial and error so D equals
6:32
days
6:33
and here is the
6:36
um basically the column that we’re
6:39
referencing so this is the clients since
6:42
date
6:43
and then this last part here just
6:46
basically Compares it to today’s date so
6:49
this will be a rolling number
6:51
so that’s how I got the number of days
6:54
in here now Steve might be looking for a
6:57
number of months or number of years or
6:59
something like that but this is kind of
7:00
the the first iteration does that make
7:02
sense yeah it looks really good Dylan
7:04
I’m glad you talked about the formula
7:05
the formula help this product is
7:07
actually called Low G l-o-g-i it’s a
7:10
third party bolt-on so the first couple
7:11
years of this service autopilot did not
7:14
have the formula help or the
7:15
availability of some of these formulas
7:18
that they’ve just added so if there’s a
7:19
formula you’re looking at and it’s not
7:22
there if you look up logi logi into
7:25
their help
7:26
um desk a lot of the additional stuff
7:29
that’s not visible in essay will be
7:32
visibly from their help site you can
7:33
copy and paste some of that stuff over
7:34
or kind of iterate it off like Dylan did
7:36
bases days or years with the operators
7:39
so it makes complete sense Dylan awesome
7:41
work on this one yeah so I titled the
7:44
column days as clients it was the first
7:46
thing that came to my mind maybe Steve
7:48
you might call it something else but
7:51
you’ll basically be able to just if you
7:53
want I can actually even just kind of
7:54
send this over to you after but if you
7:56
copy this formula exactly you’ll arrive
7:59
at this and then
8:01
this would be optional but I clicked on
8:04
the column header here
8:06
and I did Aggregate and then I did
8:10
average
8:11
I figured that would probably be at
8:14
least one of the numbers that you’re
8:15
looking for here is the clients that are
8:19
still with us what is the average number
8:22
of days that they have been with us so
8:24
in order to do that you might need to
8:26
filter out the clients that have a
8:29
termination date
8:31
so if you only want to look at the
8:32
clients that are still active any client
8:35
the termination date needs to be
8:36
filtered out
8:37
and maybe you want to have two analysis
8:40
analyzes
8:42
um
8:43
one with clients with with no
8:46
termination dates or active clients and
8:48
then ones a different one for clients
8:51
that have actually canceled what’s like
8:52
that final
8:54
um
9:03
Dylan has froze here so we’ll give him a
9:05
minute to get back but hopefully that
9:07
makes sense
9:08
um what uh Savvy or Steve is looking for
9:11
over there uh the other thing too is
9:12
you’re looking at it exactly oh yeah I
9:15
was just you froze up there for a minute
9:16
so I was just talking there um but yeah
9:18
the the other thing that um we may need
9:20
to be aware of is uh when you update
9:23
those we do not want to go in and add
9:25
them we want to be able to hit that
9:27
replace button and update it so if it’s
9:28
an update to the current existing
9:30
formula uh that will lock up your report
9:32
Center in ways that sa cannot even
9:34
untangle it so uh kind of a pro tip
9:36
there
9:37
yeah um and you can hear me okay now yep
9:40
you’re good yeah listen to you well
9:41
you’re coming from what Auto is it
9:43
Ottawa yeah I’m not in New York so
9:45
you’re a little long distance over the
9:46
internet here it’s all right
9:48
yeah but no that is a good point like
9:50
when I was doing my trial and error I
9:52
was clicking right here with my mouse
9:54
and then I was editing the formula here
9:57
and I wasn’t adding it I was just
9:59
replacing it
10:01
um and I mean it’s such a simple report
10:04
that even if you did lock it up
10:06
um it wouldn’t be the end of the world
10:07
to rebuild but yeah that’s a good point
10:09
you want to try to minimize
10:11
um having to start from scratch because
10:13
a report is totally locked up awesome
10:16
um so sevi we will send you the code
10:17
here and uh you’re gonna owe me a Corona
10:19
at the uh the poolside Cabana at the
10:22
masterminds uh event in Nashville so uh
10:25
and move a beer we’ll send you that over
10:27
for you and Dylan you got any other
10:29
questions that were submitted I’m
10:30
looking right now on my phone it doesn’t
10:32
look like there’s any other in the live
10:33
chat but I think you got a few more
10:35
yeah I do have one other one and Mike I
10:38
just sent you the formula I don’t know
10:39
if you want to put that in the uh in the
10:41
chat um yeah I’ll message it right over
10:44
to sevi okay
10:46
um so yeah the other question it looks
10:48
like Leslie is going to get us a uh
10:51
expert level report question for next
10:53
week which should be interesting all
10:55
right
10:55
um but PJ post um had a pretty good
10:58
question here so
11:00
he said what is a good workflow for
11:03
employees to know how much material they
11:05
will need for a job mulch is easy for
11:08
him because he separates the actual
11:10
installation of the mulch in a template
11:12
and he budgets one hour per yard so we
11:17
know the material amount to purchase
11:18
based on the budgeted hours produced in
11:21
the Matrix but for a service that one
11:23
budgeted hour doesn’t coincide with a
11:26
certain unit amount is there a easy way
11:29
to figure this out of course I can do
11:31
the math each time and communicate that
11:33
in job notes but I was hoping to find
11:35
something better
11:37
so there definitely is a better way 100
11:40
percent
11:41
really you shouldn’t in a perfect world
11:44
you should not really be basing the
11:45
quantity of how much mulch you need even
11:47
in that kind of simplistic example
11:50
based on the amount of budgeted hours
11:54
yes I agree with separating out the
11:56
labor and the product 100 percent but
11:59
really you should be telling your Crews
12:01
how much
12:03
how much of a quantity of a product that
12:05
they need to bring by the quantity of
12:08
product that’s associated with the job
12:11
so that might sound super super basic
12:13
but it is a common error that people
12:16
make with service autopilot where the
12:19
products that are getting hopefully
12:21
you’re using products some people don’t
12:23
even use products but when they do use
12:25
products sometimes the quantity or the
12:27
amount of the actual product from the
12:30
estimate that gets transferred over to
12:31
the job
12:32
doesn’t actually correlate with anything
12:34
so it’s
12:36
I see sometimes people will calculate
12:38
for example mulch based off of mulch bed
12:41
square feet well that’s great but the
12:44
unit of measure that that will use is
12:46
square footage so I don’t know about you
12:49
Mike but if I told my guys hey you need
12:52
875 square feet worth of mulch that
12:55
could be potentially a little bit
12:57
disastrous I’m just a simple man that
12:59
mows Lawns over here I don’t have that
13:00
many fingers to do the mass that would
13:02
probably uh that would definitely be an
13:03
issue for me
13:05
but you know x amount of yards they can
13:08
go and pick that up you know or whatever
13:10
that is so
13:12
PJ what I would recommend without going
13:15
too deep into the weeds is how they
13:18
should be figuring out
13:20
how much product they need and I took a
13:23
couple screenshots from the mobile app
13:25
on the Legacy version of the app
13:28
it’s not the greatest they do need to
13:30
basically click into the job
13:32
and I’ll kind of highlight it right here
13:35
this would be like a 10
13:37
yard mulch example and in our demo
13:40
account here brown mulch doesn’t have
13:42
the word yard in it which it should
13:45
but you would see
13:46
a yard of brown mulch or brown mulch
13:50
with yard in Brackets and then a
13:52
quantity of 10.
13:54
but in the Legacy app they actually do
13:56
need to click into the job so if you got
13:58
like five mulch jobs for the day they
14:00
would need to basically click into each
14:02
one I believe to view the quantity
14:05
on the team app it’s actually a little
14:08
bit better and I personally didn’t use
14:11
the team app that much but in this
14:14
specific scenario and I’m curious to
14:16
hear your opinion Mike once I show this
14:17
but I do think it’s a little bit of a
14:20
simpler workflow
14:21
so
14:23
so I took a couple screenshots from the
14:25
team app and this is a
14:27
just like that single mulch job with 10
14:30
yards well in the t-map you click menu
14:32
up here on the top left
14:37
and then there is a load list right here
14:43
and that leads into as you would expect
14:45
the load list with the products that
14:48
we’re going to actually need for the day
14:49
so if you got 10 mulch jobs rather than
14:52
having to click into 10 specific jobs if
14:55
you do use the tmap you can hit this
14:57
load list and see all the products that
14:59
you need for the day whether that’s
15:00
loading up at your shop or driving to a
15:03
mulch yard and picking up the correct
15:05
quantity and correct color of mulch
15:09
awesome awesome explain explanation
15:11
there Dylan so I I’ll be honest I’m kind
15:13
of on the fence in this one
15:14
um we’ve been I’ve got a really good
15:16
relationship with Tara over at uh sa
15:18
that had a product and Tara has been
15:20
very uh candid and honest about the road
15:22
map and and publicly uh talking to
15:24
everyone uh she’s even gone out and
15:26
worked in a lot of our clients offices
15:28
need to need with him to understand the
15:29
workflow and how people are using sa
15:32
um so at the current time I do like that
15:35
option Dylan
15:36
um there is a couple of major things
15:38
that essay I do believe from what Tara
15:40
is telling me I can’t guarantee it but
15:42
from what I’m hearing from essays are
15:43
going to be some additional
15:45
um advancements to the new app there not
15:47
the Legacy app uh one of the fallbacks
15:49
right now is your V2 forms are not
15:51
available there
15:53
um that’s something that they’re
15:54
actually going to probably be working
15:55
um on to actually make those available
15:57
so with that a few of the other little
15:59
minor tweaks
16:00
um that at that point I think my
16:01
recommendation is go to the new app
16:04
um but depending on whether you’re an
16:06
estimator or a crew leader there may be
16:09
some pros and cons of both so it’s kind
16:11
of explore the options but if you’ve got
16:13
a design build or install Crew That’s
16:15
strictly doing a lot of material stuff
16:16
uh this would probably be the app I’d
16:18
have that team use uh based on on this
16:20
functionality you’re showing us
16:22
yeah 100 the only way that I’m aware of
16:25
in the Legacy app that I think the
16:28
majority of users are still using
16:30
um is you can view job notes for the day
16:33
in bulk so like if you wanted to just
16:37
kind of keep everything status quo PJ
16:40
um there is a scenario where actually
16:42
putting the quantity of product in the
16:43
job notes might honestly be the cleanest
16:46
workflow for you right now because
16:49
before at least I instructed my guys
16:51
before they left in the morning hit view
16:53
all job notes on the mobile app and if
16:55
it says oh you need an aerator at this
16:58
specific property for the day like that
17:00
was their cue to actually load that up
17:02
in the morning if it was in a regular
17:04
piece of equipment that they needed
17:07
so if you are kind of dead set on
17:09
continuing to use
17:11
um the Legacy app until all of V3 is out
17:15
and you’re happy with it then I would
17:18
probably recommend just keeping things
17:19
in the job notes if you have started to
17:22
dabble with V3 and the tmap then I say
17:27
go for it and just try to make sure that
17:30
the pro the unit of measurement that
17:32
you’re using in the products on the
17:34
estimating template is going to be the
17:36
unit of measurements that actually makes
17:38
sense to the guy guys in the field 873
17:41
as a quantity for mulch
17:44
they’re going to still have to do some
17:45
division there and say well
17:48
how many feet can a yard cover and then
17:50
they got to call the mall chart and say
17:51
hey do you have
17:53
5.39 yards of mulch that’s not a super
17:57
clean workflow I’d prefer for the
17:58
estimator or the owner to do that math
18:01
when they’re doing the estimate
18:03
so that the crew just has a simple
18:05
number here such as yeah and what a pro
18:09
trip trick when we do these essay setups
18:10
or deep Dives if you’re using an
18:12
industry standard of a budgeted hour per
18:14
yard the budgeted hours can be your
18:17
cheat sheet of how many full yards you
18:19
need for the jobs you take the budget
18:21
hours and transfer that five hours of
18:23
budgeted time into the product and that
18:25
would be five yards of black mulch or
18:27
brown mulch whatever that is so there
18:29
are some ways that when we dive in a
18:30
little bit deeper with these deep Dives
18:31
or essay setups that we uh we’ll put a
18:33
standardized workflow to some of these
18:35
things if it’s available based on some
18:36
of the standards and averages we have
18:38
um Dylan can’t thank you enough for
18:39
coming on today and just crushing it out
18:41
for the last 20 minutes obviously we had
18:43
some technical difficulties
18:44
um but we’re going to be announcing here
18:45
shortly next week at least once or twice
18:48
set times each week where you can
18:50
pre-submit your questions or live like
18:52
Leslie did we’re going to dive in and
18:54
answer your questions and uh no need to
18:57
wait on chat or phone for support
19:00
um if you want actual live workflow
19:02
industry expert approach for guys and
19:05
girls that have done this in the field I
19:07
think we’re up to nine or ten full-time
19:08
people now the team Dylan that Naval
19:10
owned seven-figure businesses past
19:12
current or past simple growth clients
19:14
that have sold their businesses now on
19:16
the team so uh not only do we get sa but
19:18
we get how it works in your business on
19:20
a day-to-day basis
19:21
um and we understand how you probably
19:23
should be using it or how you do use it
19:24
and how we can make it work for you so
19:26
uh Dylan can’t think enough any closing
19:28
thoughts here on simple growth office
19:30
hours the first time uh in 2023
19:33
ah yeah just I mean submit some
19:36
questions I think Leslie’s going to have
19:37
a tough one for us next week so whether
19:39
it’s simple or expert level uh we’ll try
19:42
our best to answer them I wouldn’t
19:44
expect anything less from Leslie quite
19:45
the power user herself so uh we’ll see
19:47
if we can tackle that one head on
19:49
um well everybody out there have a great
19:51
holiday weekend coming up here in the
19:52
states and uh Dylan you enjoy your your
19:54
non-holiday Monday off uh in Canada and
19:57
we’ll see you guys uh again next week
20:00
here at our set hours that we’re gonna
20:01
be announcing in the simple growth page
20:03
and the sa users Facebook group so we’ll
20:05
see again simple growth office hours
20:07
2023 Dylan Mike and the simple growth
20:09
team coming at you Dylan thanks a lot
20:11
brother have a good weekend

0:00
the questions we had some live right
0:01
here on Facebook so had a lot of
0:03
questions this weekend over the holiday
0:05
weekend uh Memorial Day to be exact if
0:07
you’re watching this live or just
0:09
recorded uh Mike Andy’s co-pilot CRM has
0:13
just released uh what I believe to be
0:15
the first AI assistant for copywriting
0:18
built in natively inside their document
0:21
editor so a lot of questions via private
0:24
message and Facebook uh reaching out to
0:27
myself at simple growth uh asking Mike
0:30
can you give us some insight how to
0:32
actually use the AI assistant inside
0:34
co-pilot to help generate
0:37
marketing copy for us inside copilot so
0:40
what we’re going to do is actually
0:41
opening up uh copilot CRM and breaking
0:45
down how do you actually use the AI
0:47
assistant uh to generate marketing
0:49
copies so uh it’s simple growth that are
0:52
done for you automations we’ve got well
0:53
over 200 Services way before AI that we
0:56
went through and actually wrote expert
0:58
content in here so uh one of the cool
1:01
things with this tool is it’s not going
1:02
to necessarily replace a copywriter 100
1:04
it’s going to get you about 90 percent
1:06
of the way there
1:08
um but I’m going to open up copilot CRM
1:09
and actually show you how this works uh
1:11
but we did have a lot of conversation so
1:13
I just want to heed the warning uh this
1:15
is a great tool it’s groundbreaking love
1:17
it
1:18
um but as the AI continues to season
1:21
itself and get more advanced
1:23
um the marketing copy is going to be
1:25
even better but we need to make sure
1:26
that we are thinking about our client
1:28
Avatar and that is the um ideal client
1:31
that we are trying to serve or Market to
1:33
and once again your marketing copy is
1:36
going to be a little more effective if
1:39
it’s personalized but automated now this
1:42
is an automated tool to do that I highly
1:44
recommend diving in if you’re using
1:46
copilot and that’s why we’re making this
1:47
video to show you but I just want to
1:48
give you a little bit of warning uh with
1:50
this this will not completely replace a
1:53
marketing person or copywriter but it’s
1:55
going to get you at least 90 95 percent
1:57
of the way you’re there and then you go
1:59
and customize it so without any further
2:00
delay I’m going to open this up
2:02
um pretty stoked about showing this here
2:04
and let me pop the screen over here so
2:07
you can see it so uh if you haven’t been
2:08
into copilot CRM uh by Mike Andes this
2:12
is actually the the cockpit here of the
2:15
screen so we’re going to go into
2:16
marketing right here and we’re going to
2:19
go into the emails area uh when we click
2:21
in there
2:23
right now is making the video there’s a
2:24
V1 and a V2 my understanding from Mike’s
2:27
videos uh the shortly after this video
2:29
there’ll only be a V2 Builder but if
2:31
you’re in the system today and you’re
2:32
saying Hey how do I use the AI assistant
2:34
this is where you actually find the AI
2:36
assistant so once again marketing emails
2:38
we want to go to the V2 Builder which is
2:40
going to be according to Mike put into
2:43
Legacy and basically removed in your V1
2:46
estimates or s or V1 marketing documents
2:49
will be transferred into V2 from what
2:50
Mike said um so what we’re doing is
2:52
we’re going in here
2:53
um this product here is a bolt-on called
2:56
be free and what we’re going to do is
2:58
it’s a drag and drop Builder made a
3:00
video about this last week how to
3:01
actually utilize this but basically
3:03
you’re going to go in and build some
3:04
rows as we have here we’re going to drag
3:06
in the paragraph area and once you’re in
3:09
there and you click into it off to the
3:10
left it will updates what you can see
3:13
here says write with AI so this is a new
3:15
AI assistant inside copilot so we’re
3:17
going to click in here and it gives you
3:19
some examples how to do this I’m going
3:21
to kind of click off this
3:23
um
3:24
there we go and we can go in and put
3:25
what would you like to write about so
3:28
what we’ve got is I’m going to show you
3:29
some examples and I’m actually going to
3:30
do one live here uh but before the
3:32
Facebook live to answer the questions
3:34
here I wrote In
3:37
um why hire a lawn care professional uh
3:41
so basically it gave us four or five
3:44
reasons of why you would want to hire a
3:47
lawn care professional so these could be
3:49
the five or six steps of why to hire a
3:51
lawn care professional so expertise lawn
3:53
care professional has the knowledge and
3:54
expertise to maintain your lawn properly
3:56
Time Savings Lawn Care takes time in
3:59
hiring a professional could save you
4:00
time and focus on other important tasks
4:02
equipment Lawn Care Professionals have
4:03
the necessary equipment to get the job
4:05
done efficiently and effective for
4:07
consistency professionals will maintain
4:09
your lawn regularly ensuring that it
4:11
looks great year-round number five cost
4:14
effective hiring a professional they
4:15
save you money in the long run for
4:16
preventing costs and mistakes or damage
4:18
to your lawn and six a healthier lawn
4:21
professionals know how to keep your lawn
4:22
healthy by using the right fertilizers
4:24
we control products watering techniques
4:25
and finally number seven increase
4:27
property value a well-maintained lawn
4:30
care can increase your property if you
4:32
are planning on selling it in the future
4:33
so these are types of of marketing
4:36
things that we can start to take this
4:37
and actually really formulate a
4:39
marketing piece the next one I’ve got
4:41
here
4:42
was really good so write a holiday email
4:45
for Callahan’s lawn care which is going
4:47
to be my lawn care company which
4:49
maintains landscapes for the Fourth of
4:50
July so coming off the holiday let’s
4:53
think about how do we communicate any
4:54
monthly newsletter to provide value
4:58
um in there and if we’re going to rate a
5:00
Fourth of July holiday letter this was
5:03
the prompt up here that I put in to
5:05
write an email for Callahan’s Lanka
5:07
which retains landscapes for the 4th of
5:08
July and when we hit apply it actually
5:11
plugs that in there and then we’re going
5:13
to manipulate it but the AI copy that
5:16
came in
5:17
here as we hope we find this email finds
5:20
you well and a happy and health uh happy
5:23
and healthy as we approach the Fourth of
5:24
July holiday as a company takes pride in
5:27
maintaining beautiful landscapes we
5:28
understand the importance of a
5:30
well-maintained lawn for your
5:32
celebrations our team at Callahan’s Lawn
5:34
Care has been working hard to ensure
5:36
that Lawns are looking their best for
5:38
this special occasion we have been
5:39
mowing trimming edging to make sure the
5:42
outdoor spaces are ready for all your
5:43
gas we know that the Fourth of July is a
5:46
uh a time for celebrating with friends
5:48
and family we want to help make your day
5:50
stress-free as possible this is why
5:53
we’re offering special discounts on our
5:54
services for this holiday whether you
5:56
need a one-time mower would like to sign
5:58
up for an ongoing maintenance program we
6:00
have you covered thank you for
6:02
entrusting us with your lawn care needs
6:04
we wish you a happy and safe Fourth of
6:08
July regards Callahan’s lawn care so
6:10
obviously we would go in and chunk this
6:13
out
6:14
uh with some proper
6:17
formatting to really have this uh work
6:20
but this is all generated from AI so
6:22
basically you need to create a prompt uh
6:25
like we did
6:27
and we paste it in here so hopefully
6:30
everybody’s starting to see the power of
6:31
this it’s not perfect but it is an
6:33
amazing starting point so if you’re
6:34
looking
6:35
to write a newsletter for Fourth of July
6:38
that is the prompt right there and what
6:41
we did here is took write a holiday
6:44
email for and you enter your company’s
6:46
name which what do you do maintain
6:49
Landscapes and lawn care for what
6:51
holiday Fourth of July Annie call to
6:54
action request an estimate and this is
6:55
the actual copy
6:58
that we copied and pasted right in here
7:00
so I want to do one of these on the fly
7:03
if I can
7:05
um
7:06
we’re going to write a welcome email so
7:08
the prompt I have is write a welcome
7:10
email for your product name which does
7:12
the following services
7:14
uh with the benefits and has the
7:16
following
7:17
so I’m going to copy and paste this in
7:19
here
7:20
um so I wrote write a welcome email for
7:22
Callahan’s lawn care which does
7:25
uh the following most Lawns with the
7:28
benefits of Time Savings and has the
7:31
following request for an estimate uh and
7:33
what we’re going to do is stick that in
7:35
there and actually take a look to see
7:39
what goes on here with copilot so this
7:41
will actually take a few minutes as this
7:43
takes to the um the prompt but what it’s
7:46
doing is actually building marketing
7:48
content and sweeping through
7:51
um
7:51
the internet and actually generating
7:53
copy and once that’s done as that’s
7:56
thinking you’re going to hop back if
7:58
you’re just joining us
7:59
uh this was the prompt I put in here why
8:03
hire a lawn care professional so take a
8:07
look back we haven’t got one in here yet
8:09
so sometimes you got to tweak with it to
8:10
actually get it to go the way you want
8:13
um
8:14
but here’s one that we I tested a little
8:16
bit earlier so we’ll clear that out and
8:18
actually
8:20
go in and we hit right with AI we paste
8:22
that in write an email to follow up on
8:24
an overdue invoice
8:26
um and that will go in and actually
8:28
generate marketing copy you can tweak
8:30
for your business so as this Ai and chat
8:33
GPT and the different products out here
8:35
get a little bit stronger and more
8:37
seasoned uh it’s going to be pumping
8:38
these things out probably a little bit
8:39
quicker but if you had to write uh as
8:42
we’re waiting for it this entire thing
8:44
for Holiday email uh this took maybe a
8:46
minute and a half to maybe three minutes
8:48
ballpark but we literally just wrote in
8:50
and took our prompt
8:52
right here of write a holiday email
8:56
for Callahan’s lawn care which maintains
8:58
landscapes for Fourth of July and the
9:00
the call to action was to request an
9:03
estimate so uh what we’ve got here is
9:05
the overdue invoice so it took maybe a
9:07
minute minute and a half seems a little
9:08
bit longer here live on Facebook but it
9:10
would take twice as long so this is the
9:12
uh The Prompt was to write an email to
9:15
follow up and overdue invoice and this
9:17
is what it came out with so I’m going to
9:19
hit apply
9:21
and it actually has a subject line in
9:24
here
9:27
so
9:28
we’ve got it here
9:31
um and I hope you find this email I hope
9:34
this email finds you well I’m writing to
9:35
follow up on an overdue invoice for
9:37
services provided to you now what we
9:38
would do
9:40
is take this date and use our merge tags
9:43
and go and actually uh pull in some of
9:45
the specific invoice numbers and due
9:48
dates and that and this will actually
9:52
give you the merged information in based
9:55
on it so
9:56
that would that’s where we would merge
9:58
that in uh we have yet to receive your
10:00
payment for invoice number and we’d put
10:02
in the merge tag for invoice number
10:03
which was due on this due date
10:06
so we probably hit return as a valued
10:08
client we appreciate your prompt
10:09
attention to this matter we understand
10:10
that sometimes delays occur and we’re
10:12
happy to work with the resolve any
10:14
issues that may have been preventing
10:16
this timely payment uh please let us
10:18
know if there any problems or concerns
10:20
regarding the invoice I’d probably go in
10:22
and hit return again we would be happy
10:25
to discuss payment options or provide
10:26
additional information needed we kindly
10:28
request that you settle the outstanding
10:30
amount as soon as possible
10:32
and if payment has already been made
10:35
please disregard this message and accept
10:38
our apologies for any inconvenience
10:39
caused we’d probably break this out here
10:41
not perfect grammar but this is probably
10:43
how it would play out in your email
10:45
um and then we’ve got our close with the
10:47
signature here
10:51
so you can see with AI uh you can go in
10:55
and tweak this and set some formatting
10:57
and merge in
10:59
um the due date here and you can date
11:01
the invoice amount in these areas and we
11:04
can do that all through the merge tags
11:05
here but really cool product up
11:08
enhancement copilot CRM right with AI
11:11
and that’s going to be under your
11:13
marketing emails and we want to use the
11:15
V2 Builder not the V1 and when we drag
11:17
over a row
11:20
here and we’re going to go in content of
11:23
paragraph
11:24
we click into the paragraph and write
11:26
with AI and that opens our sidebar to
11:28
paste in any of the prompts that we’ve
11:30
made here so the ones we did was write
11:32
an email the follow-up and over invoice
11:34
uh write a welcome email for Callahan’s
11:37
lawn care which does the following lot
11:39
Mo’s Lawns with the following benefits
11:41
Time Savings and has the following call
11:44
to action request an estimate and the
11:47
final one we did was write a holiday
11:48
email
11:50
for Callahan’s lawn care which maintains
11:52
landscapes for the Fourth of July and uh
11:55
request an estimate is your call to
11:56
action so those are the prompts or some
11:58
ideas of problems that you may want to
11:59
be going in with the AI
12:03
um
12:04
assistant here inside copilot CRM so
12:07
really excited to answer these questions
12:09
that were submitted over the weekend
12:10
with the latest update of copilot CRM if
12:12
you have any other questions feel free
12:14
to drop me a private message
12:16
um or comment on the videos and we come
12:18
to you at least two to three times a
12:20
week where we answer questions live on
12:22
Facebook Callahan’s corner you ask the
12:23
questions we had some live right here on
12:25
Facebook

0:00
welcome back to Callahan’s corner where
0:01
you ask the questions and some live
0:03
right here on Facebook had a User
0:04
submitted question inside the service
0:05
autopilot Facebook group regarding uh
0:09
web-based forms and tracking lead
0:11
sources far as uh whether they came from
0:13
a Facebook ad or they came from your
0:16
website or maybe they came from a
0:20
um email blast and you sent them to an
0:23
actual form so the question really was
0:25
around how do we set up lead Source
0:27
tracking uh and forms to actually track
0:30
the lead source for your marketing so
0:32
I’m going to show you how to set that up
0:34
as well as how to set up the campaign
0:36
within the lead source track and
0:37
actually get the data out automatically
0:38
so this is a piece that a lot of people
0:40
miss so I want to make sure we spend
0:42
some time and something we take
0:44
um time and actually look at uh when we
0:47
do our essay setups and deep Dives as
0:49
well as part of the training so what
0:51
we’ve got here is service autopilot
0:52
first place we want to actually go is
0:54
into the gear icon and go into client
0:58
source
1:02
and what we’re going to do is create a
1:05
lead Source here
1:10
and once we set up this lead Source
1:12
we’re going to be able to set up the
1:13
lead source so it is applied to either
1:15
the intake inside the office a web form
1:20
or if you’re driving them through an
1:21
email so I’m going to call this our
1:25
Facebook
1:27
Lawn Care ad uh with
1:31
picture
1:33
or with pick
1:37
and what we’re going to do here is add
1:39
this and we’re going to come back later
1:40
but we’re going to add the marketing
1:42
campaigns in here so let’s say if we’re
1:44
going in from June 1st to uh June 30th
1:48
and we don’t have a distribution
1:50
quantity but we know we’re going to
1:51
budget
1:52
um
1:53
three thousand dollars we would set that
1:55
in by doing such it would give us the
1:58
ability
2:00
um
2:01
here to track the attribution of that
2:05
area here so we put that in now if this
2:08
was a door hanger we could say hey we
2:10
put out
2:11
ten thousand door hangers for three
2:13
thousand dollars that’s the first thing
2:15
we want to do is set up the lead source
2:17
and if there’s any campaigns around that
2:18
so we’re going to say it’s a Facebook ad
2:21
and uh we don’t know the distribution
2:24
quantity but we know it’s going to run
2:25
for the whole month and we’re going to
2:26
hit save so now that that’s set up
2:28
there’s two different ways of actually
2:30
setting this up so the first of one is a
2:32
V2 form
2:34
and we want to have a couple things set
2:37
up here so we’d want to show on timeline
2:39
send internal email to notify probably
2:41
any tags on submit and auto proof create
2:44
on submit is one of the most important
2:46
ones the final one here is you want to
2:48
create an update delete and select the
2:50
source so that is our Facebook ad
2:54
for lawn care and you can see in this
2:56
account we’ve had quite a bit here
2:58
because this goes all the back to 2018
2:59
we’ve been doing this but uh if that was
3:01
the actual source that we had set
3:03
originally that would be the one we
3:05
would tie it to so we’d go in and grab
3:08
the Facebook lead Source in there
3:11
and hit save and close and that would
3:13
actually take care of that the second
3:15
option here is if we’re in a V3 form we
3:18
would scroll down and click into how did
3:21
you hear about us
3:22
and we would set in the settings the
3:25
different lead Source options where the
3:27
client can click in so if we’re driving
3:29
Facebook ads or things that we want to
3:31
not emotionally track I’m going to wreck
3:33
probably a V2 form where it
3:35
automatically sets it
3:37
and when we go in and save and close
3:40
that we can go in and publish
3:45
here and the version of the form we
3:48
would give to our webmaster would be the
3:50
strip form and they could take this code
3:52
and customize it to make it friendly on
3:54
your website and brand it to your brand
3:56
awareness so we’re going to set up the
3:57
lead Source we’re going to go in under
4:00
sources and set up the campaign
4:04
then we’re building the form and tying
4:06
in the actual lead source
4:10
on here and then I will show you the
4:12
final step here but if we had our form
4:15
in the V2 we’re setting it to Auto
4:18
create on submit
4:20
and submit on and connect to the lead
4:22
Source in V3 once we get into settings
4:24
and edit edits here we would set up a
4:27
lead Source tracking here as a drop down
4:28
extra steps it may not be as effective
4:31
final step here is if we’re going in
4:34
workflow wise we should be training our
4:36
team and this is what we do in a lot of
4:37
our live or virtual training is we
4:39
should be going into the gear icon
4:40
adding a lead-in when they call filling
4:43
out all the main information here second
4:45
tap details the account type commercial
4:47
residential and finally sales how did
4:49
you hear about us
4:51
the door hanger by doing such now all
4:54
the data comes in so when you want to
4:55
know your lead Source tracking how many
4:57
people came from each lead Source your
4:58
average closing ratio and with some math
5:01
or custom a report inside the report
5:04
Builder which is low G we can probably
5:06
get our client lifetime value per lead
5:08
source so uh Callahan’s corner you ask
5:10
questions we had some live right here in
5:12
Facebook lead Source tracking forms and
5:14
proper workflow to track and capture
5:17
that lead Source inside your office on a
5:19
day-to-day basis