Author Archive

0:00
back to kellahan corner where you ask a
0:01
question answer some live right here on
0:02
Facebook got a User submitted question
0:04
in uh one of the service autopilot user
0:07
groups talking about going in and
0:09
setting up discounts on a grid and
0:11
actually having it show on the estimate
0:14
itself um so I’m going to dive into the
0:15
question here this question was asked by
0:17
Ted uh we create a dollar amount
0:20
discount for specific uh services using
0:23
a percentage Buton on the right hand
0:24
side of the estimate Builder the
0:26
estimate client sees um now shows the
0:30
discounted price is there a way to have
0:31
the estimate show the original price
0:33
than the discounted amount thereafter we
0:35
want them to see what they would
0:36
normally play and the discount they are
0:38
receiving is there a way to show the
0:40
discount in the same line item on the
0:43
estimate
0:44
form um and he has some other questions
0:46
regarding that of ways he could possibly
0:48
do it what I’m going to recommend is for
0:50
Ted to go down to the foundational parts
0:52
to actually uh build this out so what
0:54
I’m gonna do is go in in normal fashion
0:57
to Callahan Corner open this up for Ted
0:59
um and actually just let them see how to
1:01
do it so the first thing you want to do
1:02
is go into our gear icon here and go
1:07
into discount so first place we’re going
1:09
to go in looks like Ted’s got this set
1:11
up but if you’re watching this for the
1:12
first time ever uh we need to go in and
1:14
add a discount so I’m going to go in and
1:16
put this our Facebook
1:18
live discount uh could be a prepaid
1:21
discount could be a ton of different
1:23
discounts but whatever that discount is
1:26
uh we’re going to put that in for
1:27
today’s example we’re going to make this
1:28
the Facebook live discount um and I’m
1:30
going to make this a
1:32
10.5% uh discount very similar to one we
1:34
just did for deep dive earlier this week
1:37
and our account uh we’re going to put
1:39
that in as
1:41
uh we’re just going to put this
1:43
accounting and we’ll class that out for
1:46
the summer months once we have that
1:48
discount set up uh we’ve got a discount
1:51
that can be set up so what we’re going
1:52
to do is go into our templates here and
1:55
I’m going to grab a pre-built template
1:57
probably should have done this uh before
1:58
the Facebook live but we’re going to go
2:00
in and grab one here that looks
2:03
like we may have one
2:09
for Holiday
2:12
Lights All right so this will work so
2:14
let’s say we have a prepaid discount of
2:16
10 a half% for Holiday Lights uh I don’t
2:18
necessarily recommend prepaid discounts
2:20
but uh if you’re going to do some kind
2:21
of discount uh this is how you would set
2:23
it up so what we would do is go into the
2:25
job estimate template here and go to the
2:28
left just like Ted talked about but
2:29
we’re going to go in and grab the
2:31
percentage icon we’re going to select
2:32
the Facebook live discount that’s 10 and
2:34
a half% and we can put an expiration
2:37
date for today’s conversation we
2:39
won’t uh once again we’re selecting
2:41
these discounts we just did this with a
2:43
current client uh doing an actual CRM
2:45
setup with service autopilot to be
2:48
actual set this up so this was actually
2:51
uh
2:52
pretty uh recent of what we just did
2:55
with a client so now that we’ve got the
2:56
discount set
2:58
appropriately on the actual job estimate
3:00
template we can see the Green version
3:02
here uh we may in this example want to
3:06
double this up and actually show the
3:08
prepaid discount versus the actual non-
3:11
discount but this does not actually that
3:13
would not answer Ted’s question uh but
3:15
for best practice if you want you can
3:16
actually show uh the discount here so if
3:19
we go
3:22
in 15 linear feet of um C9 bulbs it is
3:31
755 with the discount it comes out to
3:34
654 so if we did the same exact holiday
3:37
like demo here and added the package um
3:40
this is one way of displaying it not the
3:41
way the Tad asked but I’m going to show
3:43
you what that would look like so if we
3:45
had the same 150 linear feet of C9 for
3:47
Holiday Lights uh the consumer could
3:50
definitely see at a very easy level that
3:52
the discounted price is 6 6757 three uh
3:57
we got 7 and a half man hours between
3:58
setup and takedown it’s cost you 600 and
4:02
profit margin is 11.2 now obviously in a
4:04
real scenario we want to see that
4:05
upwards about 80 to 85% net um and what
4:08
we’ve got here is the same exact example
4:12
here uh but Ted would be able to show
4:14
them very simply what the discount is
4:16
compared to each package and they need
4:18
select the discounted or non- prepaid um
4:21
discount prepaid or non- discount prepay
4:25
so that’s how we would tackle that on
4:26
one level but to answer Ted’s question
4:28
directly uh we set out the discounts
4:31
here and I’m going to hit save and close
4:34
now one thing we need to do before we
4:35
set this up for Ted is go into the gear
4:38
icon estimate grids so this is going to
4:41
be go in gear icon estimate grids we
4:44
need to set up the display to show the
4:46
granular area that Ted wants to see so
4:49
what we’re going to do is go in and call
4:51
this our
4:53
uh Ted example if you don’t know Ted Ted
4:57
also goes by the name of baby boss so
4:59
just a stud uh but we’re going to do is
5:01
set this up for Ted here um so we’re
5:04
going to add in the estimate description
5:05
traditionally remove service invoice uh
5:08
drag this bad boy
5:09
over and in Ted’s example I would
5:12
probably get rid of the rate in quantity
5:14
uh and what we’ve got here subtotal
5:17
sales tax total total uh one thing that
5:20
is not highlight by default is Show
5:23
discount so that’s what we’re going to
5:24
do to show Ted’s example so that should
5:27
do it here and this is the uh
5:30
0000 Z Ted example all right we’re going
5:33
to hit save then we’re going to go to
5:35
our estimate document here I’ve got one
5:38
right here so this one is our Misfits
5:42
estimate example and we’re going to go
5:45
in and I’m going to refresh this to pull
5:47
in the new area so hopefully we can get
5:50
that new area so we’re going to go into
5:52
our Dynamic content and we got Ted’s
5:54
example here so this is where the price
5:56
is going to be displayed for the
5:57
discount and we’re going to go in and
6:00
hit
6:02
save and
6:04
close
6:06
yes and just so I don’t forget we have
6:11
the template we just worked on for
6:13
Holiday Light demo I am going to connect
6:16
that now
6:25
to if it’s estimate demo so we’ve
6:27
connected that in with the grid now that
6:30
we have this we are going to go in and
6:32
see if we can’t make some magic happen
6:34
here on Facebook so all we’re going to
6:36
do first thing is we’re going to add in
6:37
a
6:39
lead first name last
6:48
name type in our
6:58
address
6:59
and determine that we would put our
7:01
email in
7:08
there number in the cell phone field we
7:11
want to go in and go into details
7:13
commercial or
7:14
residential and sales how’d you hear
7:16
about us I heard you about from the
7:17
Every Door Direct mailing with the
7:18
picture all right now that we’ve got
7:20
that lead in there it’s time to work a
7:22
little magic on this grid for Ted
7:25
here traditionally we are going to go
7:28
into
7:30
the gear
7:32
icon and go to our holiday lights
7:35
form and plug that in and put in the
7:39
linear feet of roof line now full
7:43
transparency I don’t know if this is a
7:44
custom field we’re working with but
7:46
let’s just put
7:48
uh 225 linear
7:51
feet and one wreath you submit that now
7:55
with that working in the way we’ve built
7:57
this out we would now hit and add an
8:00
estimate so Ted is actually on site he’s
8:02
measured that roof liner online he’s
8:04
going to go to templates and
8:06
grab is template of holiday light
8:11
demo and look at that so we’ve got our
8:15
150 linear feet for 755 and we’ve got
8:18
our discount here uh so this is the one
8:21
we would want to show so we’re hit the
8:22
checkbox here go up to the upper header
8:24
and hit quote scroll down and hit save
8:28
probably if we’re just getting used to
8:29
system want to do a preview to make sure
8:32
this works and then we’ll email it out
8:33
and I’ll show you what the live copy
8:34
could look
8:38
like all
8:40
right this is what Ted’s looking for
8:43
Holiday Light demo installation C9
8:46
removal 775 discount of 7928 and the
8:50
grand total uh so Ted that’s how you
8:52
handle that adding a discount we want to
8:54
get the appropriate Grid in there uh
8:56
like I said the other way of of
8:58
potentially tackling this here as we
9:00
went side to
9:02
side um I would suggest not putting a
9:04
total in the bottom we could show them
9:06
based on the 750 the 650 675 versus 755
9:13
it’s going to clearly show the prepaid
9:14
discount or the non- discount that way
9:16
as well so that’s a way to do both back
9:17
toback that would be my recommendation
9:19
but based on Ted’s uh question this is
9:21
how we’d want to do it um get that grid
9:24
and set that up and once again that grid
9:26
um in Ted’s example is pulling in the
9:30
discounts
9:32
here on here um and then if you want it
9:36
to be really stealthy with it if it was
9:37
a prepaid discount or
9:41
early sign
9:44
up you can actually type it in there so
9:47
once again Kellan corner you ask
9:49
questions we answer them live right here
9:50
on Facebook answering your questions
9:52
around CRM setup job costing automations
9:55
uh if you have any questions you like to
9:57
see how we can help you uh make sure you
9:59
hit sgsc call.com to book a free
10:02
consultation for 30 to 40 minutes with
10:04
one of our seven figure business experts
10:06
where simple growth is your trusted
10:08
advisor for all things automations CRM
10:11
setup and coaching scaling to seven
10:14
figures and then eight figures and
10:15
Beyond so Kellan corner you ask a
10:17
questions answer some live right here
10:18
Facebook answering Ted’s question live
10:23
from Facebook how to go out and provide
10:25
estimate grids and provide that on the
10:27
estimate and two different options for
10:28
best practice we’ll see you again in K
10:30
hands corner

0:00
hey welcome back Mike Callahan here with
0:02
Andrea Holmes my personal assistant
0:04
everything simple growth masterminds uh
0:07
you may recognize Andrea from our first
0:09
run through our Nashville live event uh
0:12
rocking the shades and showing us the
0:13
Cabanas the live event and all the
0:15
networking uh so Andrea and I got
0:17
together and we’re thinking what can we
0:19
possibly do to outdo the Nashville event
0:22
the Shreveport event the memorial event
0:25
the Phoenix event
0:27
um and the Dallas event from last year
0:28
so in Dallas when we do these Live
0:30
Events uh simply with rice tries to take
0:32
it to the next level so Andrew and I
0:33
were just kind of beating our heads
0:34
against the wall
0:36
um and we’ve lined up the simple growth
0:38
team that you know and love gonna be
0:39
there speaking at the live event for the
0:41
simple group masterminds all in a tight
0:42
intimate room uh where we can learn and
0:45
network and workshop uh but what we do
0:47
traditionally is we have two days of
0:50
um teaching with a shop tour in this
0:52
case two shop tours and then the second
0:55
day we go out and uh have some kind of
0:57
team building event where we have
0:58
transportation to the event food uh and
1:01
some cocktails if you’re into that type
1:03
of thing so what I’m going to do is
1:04
break it down Andrea of the five
1:06
speakers that we have lined up uh from
1:09
my inner circle national leaders and
1:11
then I’m going to give you the pleasure
1:12
of literally reviewing
1:14
um what we’re gonna be doing
1:16
in uh Dallas Texas here on the 7th and
1:20
8th particularly the eighth for the
1:21
after party networking event so I’m
1:24
going to cut right to the chase if you
1:25
have not heard the lineup outside of the
1:27
simple girl team that you know love and
1:29
Trust speaker number one jonathoshnick
1:32
of the lawn care millionaire co-founder
1:34
service autopilot and owner of City Turf
1:36
uh going well intent Beyond 10 million
1:38
in annual sale it’s going to be there
1:40
live in the room uh for Q a and you can
1:42
ask him how he built those businesses
1:44
and business advice number two Josh
1:46
Latimer the founder of two different
1:48
service businesses bought out by private
1:50
Equity uh he then actually took off to
1:52
Costa Rica for a private podcast where
1:55
he had over a million downloads uh then
1:58
ended up coming back to Michigan buying
1:59
something here to look like a freaking
2:01
castle and started the company called
2:03
send Jim uh where he now has a CEO
2:07
running that company as he’s an absentee
2:09
owner and he now uh owns several other
2:12
companies uh that he runs out in Dallas
2:14
Texas now uh speaker number three Den
2:16
sardone one of the biggest influences if
2:19
not the biggest influencer in the
2:22
service industry specifically cleaning I
2:24
had the pleasure of sharing the stage
2:25
with Debbie several times I’m going to
2:27
tell you I’ve learned uh just as much if
2:29
not more from Debbie than I have um from
2:32
some of the people in the lawn care
2:33
industry so excited that Debbie is
2:35
actually going to be there as well live
2:36
in person
2:38
um she owns a cleaning service called
2:40
buckets and Bows a company called
2:42
cleaning for a reason for non-profits to
2:45
help people going through cancer
2:46
treatment uh speed cleaning for the pros
2:48
and CBF cleaning business fundamentals
2:51
where she teaches cleaning companies to
2:53
scale to a million and well beyond uh
2:55
and she’s gonna be talking about one of
2:57
many things how to fire the CEOs if
2:59
you’re watching this and you’re a CEO
3:01
Debbie’s going to show you how to
3:02
potentially fire yourself and let that
3:04
business run on its own uh speaker
3:06
number four Libby dilution owner and
3:09
founder of War recruit
3:11
um and organize it in a third-party
3:14
software that she just uh launched uh
3:16
where it is using spatial AI to actually
3:18
produce automated estimates for the home
3:21
cleaning industry so if that wasn’t
3:23
enough Libby is a certified CBF coach
3:25
with Debbie sardon and is her native
3:28
Geniuses going out and how to actually
3:30
perform job descriptions in job ads that
3:33
actually go out in align with your
3:35
company’s purpose and your core values
3:38
we teach inside the service or I mean
3:40
the simple growth masterminds group so
3:43
Libya has agreed to actually not just
3:44
teach it but help us Workshop it on the
3:46
walls um so you can walk out with an
3:48
executable takeaway for your hiring uh
3:51
Fifth and La definitely not least uh or
3:54
last but least is
3:56
um EJ McCoy uh former uh former former
4:00
founder excuse me of chorby Andrea you
4:03
make me a little nervous here on this
4:04
live video
4:05
to your presence but
4:09
jorvy scoop soldiers and several other
4:12
service businesses uh that were going to
4:15
not just one but two shop tours day
4:18
number two uh with Transportation two
4:20
and from those shops uh EJ has been uh
4:23
gracious enough to actually come back to
4:25
the hotel and speak to us about his
4:27
business Endeavors there and answer any
4:29
of your questions how to grow and scale
4:30
your service business finally the
4:33
pressure’s off me of the last five or
4:34
six days announcing all these things on
4:36
Facebook live Andrea’s appearance here
4:38
is definitely making me a little nervous
4:40
uh but Andrea you’re up I don’t want to
4:42
steal your thunder uh let us know what
4:44
we’re doing for the live event on day
4:47
number two Dallas Texas simple growth
4:49
masterminds 2023.
4:51
yes okay I know no pressure a little
4:54
nervous that’s all right uh so every
4:56
quarterly Mastermind events I try and
4:58
play in a super fun networking event and
5:00
dinner normally on the last evening uh
5:03
we’ve done anything from X throwing to
5:05
Topgolf to uh as you said the water park
5:08
at the Opryland Resort so when it came
5:10
to Dallas I really thought long and hard
5:13
about what we could do and looked into
5:15
several different activities that just
5:17
didn’t seem big or flashy enough to go
5:19
along with the flashy and up the
5:21
flashiness of all of our guests speaker
5:22
lineup That You arranged Mike
5:25
so then I got to thinking what could we
5:27
do in Dallas that’s local that we can’t
5:30
do somewhere else
5:31
somehow that eventually led me to
5:34
connecting with the Dallas Cowboys
5:36
Cheerleader on the phone I felt so
5:38
honored so for our group in Dallas in
5:41
November we’re going to end this event
5:44
with a bang and we are going to spend
5:46
the evening doing an exclusive VIP
5:48
owners experience tour of ATT Stadium
5:52
home of the Dallas Cowboys we’re going
5:55
to check out the field the Owners Club
5:57
the player’s locker room the
5:59
cheerleaders locker room we’ll get to
6:01
see where Jerry Jones himself sits
6:03
during the games this is the most
6:05
exclusive tour they offer so we are
6:08
getting the direct Cowboys experience
6:10
and as if that’s not enough after the
6:13
tour we are all going to enjoy a catered
6:16
Cowboys dinner and drinks in The Stadium
6:18
Club inside the stadium
6:21
I personally think this event tops all
6:23
the other ones which were obviously
6:25
truly amazing as well after I got off
6:28
the phone
6:29
um and booked this event I remember
6:30
calling you Mike and was like oh hey
6:32
this is what we’re doing I booked it and
6:34
I think what you were actually
6:35
speechless for maybe like a whole second
6:38
there
6:40
I was wondering where I left my pom-poms
6:42
I want to hang out with the cheerleaders
6:43
but I mean
6:45
same players cheerleaders who knows who
6:47
we’ll see it’s it’s gonna be football
6:49
season never know
6:52
I am super excited
6:54
um like I said I looked for like
6:56
different things different activities
6:58
for days and days and days and then
7:00
somehow I came across this and I was
7:02
like okay we have to go out with a bang
7:04
we have to end this in Dallas with the
7:06
Cowboys so here we are love it awesome
7:09
job amazing you didn’t stumble like I
7:11
did on this live video so everybody
7:13
watching in the simple growth
7:14
masterminds private group right now uh I
7:17
want to thank Andrea and you guys for uh
7:20
trusting myself and the rest of simple
7:22
grow team putting this together Andrea
7:23
amazing job looking forward to it
7:26
um if you’re watching this on any of the
7:28
other channels uh we’ve just brought in
7:30
about another six or seven uh new folks
7:32
into the simple group masterminds group
7:34
as you well know you got to be a million
7:35
uh in sales and Beyond but if this
7:37
sounds of Interest we are just starting
7:39
up our new cohort uh going in and
7:42
getting real clear on our purpose and
7:43
core values
7:45
um and we’re going to have a um
7:47
separate day at the event on the 6th to
7:50
actually go in and workshop and get some
7:51
of the elite content and methodology set
7:54
up and if you’re watching this and
7:55
you’re already in the masterminds group
7:56
uh you will be able to elect to actually
7:58
join that day as well so Andrew’s going
8:00
to be some details later today hopefully
8:02
I saw the email looks really good with
8:03
the sign up links yeah I was honestly
8:05
waiting for this announcement and I’m
8:06
going to send that registration email
8:08
out this afternoon
8:10
sweet looked awesome great job as always
8:11
Andrew looking forward to seeing
8:12
everybody on the next uh webinar
8:14
September 14th and some of the hot seats
8:17
coming up uh if you have any interest if
8:20
you’re not in the group uh now is the
8:22
time to book a call sgscall.com we’ve
8:25
got some availability next week to take
8:26
a call not everybody qualifies if you
8:28
haven’t broke that million dollar Mark
8:29
we can also talk to our scale plus
8:32
um coaches as well where we help people
8:33
scale to a million uh to graduate to the
8:36
Mr mines group we did graduate four four
8:38
to six new uh companies in the last
8:41
month or two two are exclusive Million
8:43
Dollar Club so we’ve got a little bit
8:44
forever a little for everybody
8:46
um but once again if you’re watching
8:48
this in simple growth masterminds group
8:49
uh thanks for allowing us to bring the
8:52
elite content that’s been so influential
8:54
in my businesses and now allowing me to
8:57
introduce you to my inner circle of
8:59
probably about 28 or 30 thought leaders
9:01
in the service industry so uh don’t
9:03
worry you think we’ve literally taken a
9:05
whole bunch of networking we have and
9:06
we’re using them all at one event we’re
9:08
going to have new speakers on on some of
9:10
the webinars and the Live Events mixed
9:12
in with the current simple grow team
9:13
that we always know love and Trust so
9:15
we’re going to keep up leveling the
9:16
content and keeping it fresh and as
9:19
Andrea’s doing she’s up leveling and
9:20
keeping the events fresh I don’t know
9:23
how you’re gonna outdo this one but you
9:25
got a few months to figure it out so I
9:27
guess if you if you’re still interested
9:29
and you haven’t signed up or had an
9:31
exploratory call sgscall.com uh the
9:33
sales team is off today as we’re
9:35
recording this live but they will be
9:36
back after the holiday weekend I think
9:38
starting Wednesday next week so you can
9:40
book a call next week so
9:42
sgscall.com Andrea great job we’ll see
9:44
everybody in Dallas Texas uh bonus day
9:47
is the 6th of November 7th and 8th of
9:49
November uh right down the street from
9:51
the service autopilot conference so if
9:53
you are sticking around for essay it’s a
9:55
quick little ride over to that hotel all
9:57
the following day can’t wait to go see
9:59
Cowboys Stadium VIP owner’s experience
10:01
Andrea thanks and uh we’ll see everybody
10:04
on the next hot seats here coming uh
10:07
September 14th I believe it is

0:00
welcome back to Callahan’s Corner if you have some questions we have some live right here on Facebook um came coming out of the gate here uh
0:06
beginning of the week wanted to bring Dylan on with me here to actually talk about this pre-submitted question
0:12
um and said hey Mike what are the tactics and strategies we should be employing in our service business particularly this gentleman’s lawn care
0:18
business as we’re going to the end of the season when we’ve got two and a half to three months left
0:23
um Dylan obviously um has great industry experience believe it or not if you haven’t met Dylan Dylan
0:28
was actually one of the first simple growth clients in about the first uh running a very very successful company
0:34
up in Sudbury Ontario so I want to bring Dylan in for some insight of what we need to be doing at the end of the year
0:40
push um Dylan if people haven’t met you before if you don’t mind just spending a few minutes kind of giving you a little
0:46
background on uh maximum lawn care and kind of how you cut your teeth in the lawn care Edition then we’re going to jump into this pre-submitted question
0:53
um but man the timing of this this question was absolutely perfect in my opinion yeah yeah it’s a good time to
0:58
think about it whether or not you’re just in the lawn care industry and your season’s kind of wrapping up or if you’re in the snow removal industry
1:04
you’re probably in the thick of it right now um so that’s kind of where a good portion of my experience lies uh is in
1:11
the snow removal industry itself uh Northern Ontario we got our fair share of snow that’s for sure but from about
1:18
2011 to 2019 I had a lawn care and snow removal Business Like Mike said
1:23
and ended up growing it uh about 100 year over year for the last three years
1:28
after we were pretty sizable size already and that uh really explosive growth kind
1:34
of caught the eye of my biggest competitor in town and uh in 2019 at the
1:41
age of maybe 28 or 29 my business got Acquired and uh started to help other
1:46
businesses through simple growth after that so that’s as you say how I cut my teeth in the lawn care industry awesome
1:52
appreciate that intro I know a lot of a lot of folks here own lawn care companies and while they’re maybe at a
1:58
half million 250 or made that plunge the seven figures and Beyond uh one of the things at least in my business in the
2:04
early years for sure uh so we really got things dialed in is is we would go into the end of August beginning of September
2:10
somewhere in that range and the tendency Dylan really is to let your foot off the gas pedal of the business we’re at least
2:18
in my opinion that uh one of the critical mistakes we made in my business when we actually let off the accelerator
2:24
in the business near August September beginning of October is financially that business has recovered 99 of the fixed
2:31
General administrative costs the overhead to be recovered had been recovered so any additional piece of
2:37
sales that we could actually go in and build going into Q4 in the later part of
2:43
Q3 literally had a net bottom line profit so really if you’re looking at your your business right now uh some
2:50
areas of the country extremely wet some areas extremely dry where it looks like straw out there not grass and all parts
2:56
in between it’s been a really really Dynamic year this year across the U.S and Canada for seasonality and weather
3:03
so given the stress of all the chaos with the weather and the hiring firing
3:08
the labor situation I think the tendency at least for most business owners including myself in the early days was man I survived another season we made
3:15
some money let’s just get ready for the snow removal season or going bi-weekly every three weeks depending on our Market
3:21
and leave it where it is um but what I can tell you is record-breaking years in my opinion have
3:27
been made and lost in the last two to three months of the season so uh Dylan I know you brought together a um a couple
3:34
slides you maybe you want we’re going to look at and kind of break down some things that you should be doing in your business not to hit hit the pause button
3:40
to actually go out and actually uh double down and create those bottom line profits but if you’re just joining us we
3:45
had a question submitted um and the gentleman wanted to know what should I be doing to finish the
3:52
year for Success um and what we’re trying to do is really go in and uh line that in Dylan I can
3:58
pull the screen up there in a minute for you right now it looks oh perfect I’ll grab it for in a second but right now
4:04
um the thing is that you don’t want to pause and this gentleman’s question I believe his name is Mark uh the question
4:09
he really asked is like what do we do what are the Tactical things I can do um not just Theory but I want to show
4:15
you some tactical things that you can do in your business starting today to drive bottom line profits and set yourself up
4:20
for success and the other thing that isn’t is a a beneficial effect that I’m
4:25
seeing Dylan especially in my company is when we have this end of the year push
4:31
it is going to actually create better employee retention because in effect when you start to let off that gas pedal
4:38
the hours start to shift um not in a good way so your employees aren’t getting 35 40 hours a week of
4:43
their overtime um and there appears to be a lack of work and maybe a lack of success in the
4:49
business um so what you’re doing is almost like really creating a really negative bad taste in your employee’s mouth at the
4:55
end because hey if they’re not going uh to work all winter and they’re going unemployment or they’re going to every two to three week schedule tools we need
5:02
to Double Down The Profit in the company and the ability for them to work and actually have a good positive view of
5:08
your company as far as a cash flow and pay pay before we get into the season I don’t know if that makes sense Dylan but
5:13
that that’s something that it’s not just an adverse effective profit that I’m seeing but it could be an adverse effect of your staff uh in the office and
5:20
literally in the field for sure no it is a good point I mean literally just having a fast growing or
5:26
significantly growing company in general actually does attract
5:32
not only good employees but just more interest than employees in general I mean we would have people that would
5:37
come and they’d say oh we saw your trucks around like we see them everywhere and we ended up people just walk in the door and ask for a job all
5:43
the time I don’t think that’s happening if you’re at a company that’s declining and um
5:48
you know kind of seen as a diminishing no not at all I’m going to pop myself on and off here real quick Dylan just so I
5:54
can get this sentence so people can see the larger view here so I’ll be back on a second on the video yep no worries
6:01
all right and I can do the same thing for you and we should be good to go hold on one second
6:10
magic of Facebook live I don’t know if that’s better but it’s there so we can at least kind of see it so I can zoom in
6:17
a little bit too um so many people might have actually seen this slide before and this is like
6:23
our automation system whether you’re doing it automated or manual really it doesn’t matter as long as it gets done
6:30
um yes we are we obviously recommend automations but it’s not absolutely mandatory
6:35
um some of the big things I see some of the lawn care guys specifically like if you only do summer Services uh sometimes
6:42
these guys are the biggest culprits of like oh my season’s ending I’m going to have a slow season or an off season
6:48
coming up I’m going to just literally ride into the sunset and not do anything towards the end of the season except for
6:54
the services that I’ve already sold in my opinion that is a huge mistake the
7:00
big even if you just do weed control fertilization as an example the big franchise is the weed man the True Green
7:07
do you really think that come September 1st that they’re a sales team and their
7:12
offices are just kind of sitting there twiddling their thumbs doing nothing no obviously is the answer
7:20
this fall season is probably their Peak sale season and I’m not talking about selling new Services I’m also talking
7:26
about just renewing their current customers so anybody who’s just waiting for the
7:32
spring rush to hit to have their Peak sale season you are potentially just
7:38
speaking to kind of like the bottom of the barrel customers all the good customers are probably renewed already
7:43
and locked into a contract with some of these larger firms so just to kind of further your point Mike you do need to
7:50
have your foot on the gas pedal in these fall months in order to take those great
7:55
customers from a company that like TruGreen that they might not even be happy with potentially
8:01
so you go to get to them while um while they’re going as hard and a couple of the key things that I’ll just kind of
8:07
mention at a high level and then we can dive into it is if you are not doing and we’ve we’ve kind of talked about this
8:13
many times but if you are not doing estimate follow-up right now on any of your new quotes whether that’s renewals or actual estimates you need to be doing
8:21
that and you need to have a regimented system for it I see people let their
8:27
foot off the gas when it comes to estimate follow-up as well right now where they’ll they might have had a
8:32
great process in the spring when they were really gung-ho about it but now they just do not care and they will send
8:37
out an estimate and just if if the customer wants it they’ll get back to me when as you know Mike that’s just not
8:43
the case I think there’s some stats out there that say 80 of all sales are made after five touch points yeah and that’s
8:50
that’s great points I want to Circle back to you let’s see what’s up to Josh Owens great Point obviously Dylan had there so what’s up Josh appreciate you
8:55
joining us on the live stream here uh but to kind of circle back to that that the big companies the companies are being successful they’re making they’re
9:01
making their season in the fall uh the big winners not even the franchise is like the true greens and in those
9:08
um but there’s there’s one company particular in my area one step that was just dominating the fertilization Market they were doing the same exact thing so
9:15
it’s not just the national Brands but the dominating local Brands such as Garrett Matthews uh Matthews tree and
9:20
passed down to Shreveport Louisiana one of our Mastermind is simple growth coaches as well well um he’s doing these
9:26
same exact things so it’s not just something that we’re talking about the companies that we’re working the coaches that are on our team uh in their
9:32
businesses right now are actually doing the stuff they’re not preaching it so they’re huge huge bottom line profits
9:37
and I think one of the things that we see a lot in the lawn care industry and I want to touch on that estimated follow-up or we call it 20 days to close
9:43
but it’s really the secret sauce is going out of five or more communication points over different communication
9:49
channels so the big ones you’re going to be looking at whether automated or manual is going to be phone call text
9:55
message and email and the key there A lot of times if people are kind of going in and Dylan uh
10:02
you’ve probably heard the terminology but used to drive me nuts you know we can’t compete with low ball competition
10:08
the low ballers are winning it it’s impossible to comp compete in here um some of the things that I saw like in
10:14
my local market a couple guys thought I was a low baller we were we actually sold the company we were charging as
10:19
much if not more than some of the companies the company that bought us out in certain areas but that perception of
10:25
the low baller kicking your tail around the place and not being able to compete what if that low baller really isn’t a
10:31
low baller they’re actually priced more than you in the market but they’re showing up consistently each and every
10:37
time on these estimates five or more times so before you start blaming the low baller and there’s trust me there’s
10:42
some low ballers out there I will call you out by person but you know my Mark and I know who you are but anyways we we
10:48
may not be the low baller but it may be these companies that you may think are a little while are consistently showing up
10:53
five or more times and if you’re not following up five or more times you’re losing 80 percent of the sales of your
10:58
Market to the guy or girl down the street so that may be the problem but when we automate this system the key if
11:05
you’re doing this yourself is make it personalized but automated we want to build in some scarcity and some urgency
11:12
so scarcity in the beginning is hey our spots are filling up quick for the season here let me know if you want me to save your spot and at the end right
11:19
around 20 to 21 days do I have permission to close out your estimate um because basically the consumer is not
11:25
going to want to go through that estimating process again um so scarcity urgency see
11:30
um that will be in there and really don’t make those those emails the text messages look automated uh literally
11:36
make them look personal like a real person sent it because you trust me as you’re scrolling through Facebook your eyes for sure know what an ad looks like
11:44
uh same idea when they’re looking at email or text messaging um obviously not the phone call but
11:49
they’re going to look at that and it’s going to feel um automated so we need to make it look personal feel personal and that’s going
11:55
to convert better and the final thing Dylan here I want to talk about about this process is a lot of folks are like
12:01
well I don’t have time to send a make a phone call to follow up these or I just don’t want to talk to the potential client which is crazy in my mind but if
12:07
you don’t we can go in or you can go in and create a system with a ringless voicemail bomb
12:13
and this is where we create personalization through automation so literally the it rings the cell phone on file looks like a missed call
12:19
automatically it’s a pre-recorded message hey it’s Mike from Callahan’s lawn care so sorry I missed you found up
12:26
the estimate I dropped off a day ago if you have any questions call me back at this number otherwise feel free to
12:31
accept the online as we sent you now I don’t know any lawn care company around outside of the people using our
12:37
automations right now that are using a ringless voicemail bomb to follow up an estimate with a personalized but automated message and when the
12:43
automation’s set up correctly it literally can be one day after you dropped it off but those are the keys to
12:49
success um where if you’re not doing those things that’s time to start doubling down folks in this fall season this
12:55
could be big big bottom line profits that transition to next year’s big big bottom line profits and you’re going to
13:01
start taking those people off the market yeah and there just needs to be a little bit of aggressiveness with it right I
13:06
I’ve heard from companies oh yeah we’re doing our renewals and uh yeah we’ve got a good portion of them renewed but no no
13:13
real urgency to it like implementing a system like this where even on renewals for example if you’re a fertilization
13:19
company you’ve sent out your prepaid letters for next year I mean you should be following up on those aggressively as
13:24
well don’t wait for those to be in the spring when you’re already busy with all your spring work get those done now so
13:30
in the spring you can just talk to new leads all of your current and past leads have already been spoken to and signed
13:36
up or not signed up but you’ve reached a conclusion with them how much easier is your spring Rush
13:42
going to be if all your clients are already taken care of scheduled you know you’ve got payment for them everything
13:48
yeah and as you’re doing that Dylan you’re forecasting right we’re hoping you’re forecasting at least so our last masterminds event uh in Nashville where
13:55
we actually started to Workshop some of this client acquisition and renewal process on the wall
14:00
um it would be very insightful as a kpi or key performance indicator to go okay
14:05
if I need to sell 250 new lawn mowing clients
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um to grow and hit my goal the numbers we aren’t looking at as a business owner traditionally is number one was my
14:17
attrition or my cancellation so if you’re losing 10 or 15 of your client base every year you’ve got to add that
14:23
on top of the 250 to hit your goal or at least get that to stay the same size and
14:29
then once again we have that attrition and non-renewal sign up static numbers
14:34
so now when we’re hiring those a players on our team they have a scorecard they
14:39
know where where they’re at and they know what winning looks like and they know if they’re winning or losing so we can create accountability through key
14:45
performance indicators to drive those data but if you’re not tracking and hopefully renewing all those up before
14:51
the spring season you know what’s really up against it otherwise it’s really it’s crazy I mean I’m at 1.5 million this
14:57
year and I want to hit 2 million and we’re going to hit that and you don’t track anything but then when November
15:03
December rolls around the next month next year you’re like huh yeah we we did a little over 1.5 we never hit 2 million
15:08
but the reason why you didn’t hit is you’re not tracking on a weekly monthly basis with accountability and Clarity
15:14
and letting your team know who’s winning and losing um so not only for the clarity and tracking but what Dylan’s saying is like
15:21
you really need to get this done and up front so you know what is actually ahead of you for the next year to actually hit
15:26
those goals um and then we get a Cadence to track it because this saying you’re going to do it is not enough as we all know yeah and
15:33
I guess one last point on this it gets exponentially worse if you’re not following up on your leads if you’re
15:39
also paying for your liens so if these are just like organic leads that are coming in and and you know whatever
15:45
still bad not to follow up with them but if you’re using like a marketing agency and you’re still not following up on all
15:52
your leads then you’re literally just throwing money down the down the drain so
15:58
I I think we’ve we’ve hit on that one probably enough another major thing that you should be doing in season I.E right
16:04
now um is obtaining reviews from your customer you are going to get a lot better
16:10
response rate and that’s kind of what’s handled if you have any of our automations through the five-star review
16:15
Automation and cancellation risk report uh kind of a little combined package
16:20
there but if you send out this email let’s say you finish in September with your last application maybe October you wait till
16:28
December or January to send out an email to all your customers and say hey how did we do leave us a review you know
16:33
we’re trying to get reviews in preparation for our spring Rush I mean if I’m your customer I’m probably
16:39
not responding to that it it’s been so long since the hopefully good service
16:45
happened that I have no I feel no attachment to it versus if you’re
16:50
sending it out right now if you just put down your last application or you’re doing your lawn mowing whatever that
16:56
might be send out the survey request while it’s fresh whether you’re sending it up manually or through an Automation
17:02
and let’s not only try to Foster more five-star reviews but also Mike I know
17:09
you spoke about attrition rate you also need to see which customers are potentially a Flight Risk if you haven’t
17:14
done this at least a couple times this year I highly highly recommend doing it even though sometimes the answers can be
17:20
a little scary and they might expose some things that you never really wanted to hear about your company at least
17:26
you’re going to know and you can focus on some of these customers who might be a little pissed off at you for whatever
17:32
reason rather than doing see some guys that have multiple people doing quality
17:38
control they have guys and trucks going around checking every single property I say have you surveyed any of your
17:44
customers to see if those customers are really happy with you or not so happy and they say well no I haven’t done it
17:49
well if you survey your customers and figure out which customers are actually truly not happy wouldn’t it be better to
17:56
focus some of that attention and some of that labor towards the customers that truly aren’t happy and you actually go knock on the door and spend a little bit
18:02
of time with each of those customers I can almost guarantee you that expending that little bit of Labor is going to go
18:08
a hundred times farther than you know just doing blanket quality control for customers who might be really happy with
18:14
you does that make sense makes complete sense at the end of this year Dylan I I might even uh we have a few minutes I
18:20
might pull up the the scorecard that was actually developed by one of our coaches Garrett Matthews but it really attracts
18:26
all these stats um it is something we use with a lot of our coaching clients as well but it really it’s dialing into
18:32
all the parts of like what you’re talking about so in the beginning how many leads to clients conversion ratio
18:38
what are the annual sales and how are we projecting where are we going and then literally you nailed it customer
18:44
satisfaction through attrition we track that and then what we’re able to do is track some other things as far as
18:49
indirect and direct costs versus labor and office staff not exactly what you’re talking about there but it kind of all
18:55
comes together in one picture when you’ve done this and you start pushing the gas or pulling the levers on one or
19:01
two of these things the sheet actually shows you how big of a company you can actually grow so we’ve got a few minutes at the end I’ll pull that up because
19:07
it’s really interesting like if you just literally went through just and grab this one customer satisfaction piece I
19:13
can show you how you can go from about 750 000 in sales as the biggest you’ll ever get by just cutting that down to 20
19:19
to 25 which I still think is the high side you could have a 1.5 to 1.7 million
19:24
dollar Company by doing nothing but literally sending the survey out and attacking the quality and customer service issues such a big win and like
19:31
literally you can almost double the size your business just by that one little piece yeah um and we always talk about sales being like the sexiest part
19:38
um don’t get me wrong I love sales we need sales it grows it but really where the money is
19:44
um if you have a larger company is literally churn reduction or cancer
19:49
reduction and then when you do that and you add the sales on top of it that’s how you build it’s an award-winning
19:54
company but you don’t want to forget about this survey and quality piece because that once you get them in the
19:59
door we don’t want them have a leave in just as quick as we’re pumping new ones in so it’s a nice balance of bottom to
20:04
top of line funnel yeah and ultimately um getting back to the review front you
20:11
just you want people to leave a review shortly after they’re happy with your service so just even if you’re sending
20:18
out an email manually right now just get it out shortly after your last service is performed at a bare minimum ideally
20:24
once a month or once a quarter and I think you’ll see the amount of public
20:29
reviews on Google or Facebook that you get be astronomically higher than if you wait a month or two after your season
20:35
ends and then you send it out yeah and that’s in the way we we tackle it if you’re building this yourself this is how I would recommend it but through
20:42
that social review we’re using an MPS score it’s a net promoter score that’s one to ten uh nine nine and ten is a
20:48
promoter and it goes a neutral and detractor uh but what we segmented is basically the ability to look Anonymous
20:54
when they they give you this review or feedback but actually it goes into your CRM such as like service autopilot you
21:00
can see all your promoters neutrals and detractors and you can go in and those neutrals are going to be easiest people
21:06
to get in to be promoters usually it’s just something really stupid like hey they’re not blowing off the patio once
21:11
every month when they’re cutting the lawn four or five times a week or a month so like literally just a quick little tweak you fix it and then you
21:17
follow up on it you brought them up but those are going to be big big bottom line effects to your social reviews on
21:23
like Facebook Yelp Google as well as your retention so you could take maybe a three year retention on
21:30
average for clients and compound that out to maybe five years but if your client’s worth two thousand dollars a
21:35
year on average you’ve added another four thousand dollars worth of Revenue um by literally just doing one simple
21:41
process here you know no that’s a great Point um so the next thing would be focusing
21:48
on crew upsells and when I say corrupt cells I don’t mean having your crew go knock on the door and try to sell
21:53
services for you what I mean is have them be your eyes and ears out in the field if you have five lawn mowing crews
22:01
out these guys are out on the properties every week or every two weeks they should be noticing as long as they’re
22:08
trained by you they should be noticing other upsell opportunities while they’re out there on the property so especially
22:15
with like a five crew company or even one or two Crews if you’re cutting 20 25
22:20
Lawns a day let’s say times five days a week that should that’s a lot of properties that you’ve
22:26
stepped foot on that you should be able to recognize an opportunity at at least
22:31
maybe 10 of those properties so I would kind of challenge you if you have even one crew has that crew produced 10
22:39
opportunities for you this week if they haven’t there’s probably something there that could be nurtured a little bit
22:46
where you could train your Crews to better detect some of these issues such as uh
22:52
bushes that need to be trimmed a little bit or mulch beds that could use some replenishment flowers that are just
22:59
totally dead and need to be replaced there’s numerous activities um you know Lawns that are looking a
23:06
little thin that could maybe benefit from aeration overseed that was probably the most simple and successful kind of
23:14
crew upsell that we ran at my company where every lawn could be improved upon so really almost every lawn could use an
23:21
aeration and overseeding did everyone 100 need it maybe not but most of them could use it so we actually had a system
23:28
set up where some of these responses based on our crews detecting some of
23:34
these issues would actually go to the clients now I don’t recommend that for everybody you have to really trust your Crews but it was really interesting we
23:41
would actually have some clients call us and say hey I saw the recommendation that I that I need an aeration and an
23:47
overseeding what’s the cost for that as long as the price was reasonable they would basically say sign me up when can
23:53
you do that so they were actually calling in and almost closing the deal themselves by seeing the survey response and you know
24:01
inquiring in our office awesome so it looks like as we’re scrolling to the right of that uh form
24:07
there Dylan it looks like we we’ve got uh potentially the last piece there uh is is actually the same thing as upsells
24:14
and it’s if I’m looking at a company a lot of times I’m looking at uh a couple different upsells the first of which is
24:19
usually a one-time service to reoccurring so if we sign up for a spring cleanup or a fall cleanup and
24:25
they haven’t had a reoccurring service we’re going to automatically go out and re uh re-up those um can you imagine speaking about just
24:31
the normal upsell process so traditionally we recommend five to eight upsells throughout the uh the selling
24:36
feeder um they’re traditionally based around the pain point of that season um how do you recommend doing that to
24:41
really put that foot down and with our upsells uh that we’re seeing is about 60 to 80 estimate requests in the first 24
24:48
to 48 hours so man that influx there can can be a massive massive
24:53
um bottom line profit whether it’s holiday lights or aeration and overseeing big profits but this is where this is where
24:59
the big companies are making a difference here at the end yeah and that’s really what kicked off my snow sail season back when I had
25:06
these automations was literally in August no one was expecting it no one in my market was selling residential snow
25:12
that early but like I think it was August 10th was our first snow removal upsell uh point of contact and through
25:19
this automation it would literally go to everybody in our database who didn’t
25:24
have that service currently so clients that didn’t have that service and leads who didn’t have any service with us so
25:31
that was all done completely automated I didn’t have to filter anything and what would happen is it was basically a
25:37
one-click upsell so we weren’t sending people to a landing page where they had to type in a bunch of information and do
25:44
all this stuff we already had a lot of their information so when we sent out this upsell to them they literally just
25:50
needed to click one hyperlink or button in the actual email or text message itself and we were
25:58
alerted that you know Mrs Jones wanted a quote for our main service was called tractor snow blowing so instantly we
26:06
would pick up the phone because we knew that that customer was either probably had their phone in their hand or was on
26:12
their computer and we would call them we’d get them a live quote for it and 50 of the time we’d be taking our credit
26:18
card right there and processing the payment so that’s kind of an overview of how the upsell campaigns actually work
26:25
um does that make sense Mike yeah it makes complete sense and honestly as we’re looking at this here
26:31
um and basically we’re diving in to that process um we’re really looking at six steps in
26:38
a business here and the first of which that we’re always looking at is Step One is to actually buy some time back and
26:43
organize your time and that’s where we should be working on the business not in it as Michael Gerber says we recommend
26:49
up to four hours a week so that’s where we’re gonna get really strategic and where we start building out the systems
26:55
and processes to do just exactly what Dylan’s Dylan’s talking about um and we’re going to go out and nail
27:00
each one of those parts of the business as we’re going a little bit forward here uh the next thing we want to do is
27:06
actually get our financial house in order the business finances and make sure the personal finances are in order to the fact that they’re not robbing for
27:12
the business now step three is where it gets interesting we want to build a simple business so as we’re building
27:18
this simple business you probably want to take this up to at least 1.5 million or so maybe a little bit higher but a
27:23
core group of services so as Dylan’s talking about these upsells and the follow-up estimates we’re going to look
27:29
at a select group of services so in Dylan’s example we’ve got mowing fertilization maybe perimeter Pest and
27:35
for the winter snow removal but we’ve got different Services now that we can continue to offer and upsell across
27:41
these simple services so for fertix there depending on licensing they can do perimeter pests they can do mosquito
27:46
control they can do fire ant control grub control aeration and overseeing but we’re looking at services that can cross
27:53
out the same visit to the same client so we can start to double and triple that business now the thing we don’t talk a
27:59
lot about it step three is really if I’m diving in as a business owner and expert is we’re to create a simple business
28:06
with simple offerings that can be run without the business owner but this is where we really go in and we organize the business
28:12
we delegate and the last part is to automate so we need to figure out a manual process and
28:19
be able to delegate it somebody and eventually be able to automate it so that’s kind of the key part there next thing is step four is we’re going to go
28:25
in and hire key players to handle this growth number five is our marketing acquisition so actually to go out and
28:31
get new clients but we’re talking about here with the exception the estimate upsell is actually expanding on your
28:36
order your current client base because near the end of the year we’re not going to go out and get a whole bunch of new clients unless they’re probably in your
28:43
software your CRM customer relationship management software so we’re going to work that database that leads clients
28:48
and cancel clients through this process Dylan’s talking about and then the sixth and final step is leadership so that
28:53
million Mark and Beyond we need to actually become the leader we need to be to get to 1.5 and 2 million because I will tell you right now 99 of the people
29:00
including myself the leader we are at 750 or a million is not the leader we need to be at two five or ten million up
29:06
and above but those are kind of the six steps but Dylan’s really diving in is we’ve gotten to step three hopefully we’ve created this simple business how
29:12
do we use these systems to organize delegate and then eventually automate
29:17
Dylan off that makes sense but like huge huge huge value just brought today breaking in the estimate follow-up the
29:23
client survey basically for customer satisfaction reducing the cancellation and then upselling empowering the crews
29:30
and upselling through the seasonality yeah no that that all makes sense and I
29:35
I would just highlight like if I’m going to focus on any of these um especially if you’re like I’ve done
29:41
some of these already and you know which one should I really really try I’m already doing estimate follow-up let’s
29:47
say I would really say that the thing that’ll probably pay you the most dividends in the long run is actually
29:54
training your cruise and setting up a system that’ll recognize upsells in the
30:00
field I mean from a percentage of closed proposals we would almost cause about 75 percent
30:07
of the upsells that the crews notice because the customer already knows likes trusts you hopefully anyways
30:13
um so when you call I always use the the kind of adage of if you have like a furnace or an AC repair person at your
30:19
house and they make make a recommendation let’s say you’re out they give you a call hey you got to replace this
30:24
nine times out of ten you’re not going and getting another quote for it you’re saying if it needs it just do it um you
30:29
know I trust you you’re already there and that’s the same thing with this crew up so and then if you can automate the
30:35
the process even better but even if you’re doing it manually I think that’s the one that could pay hundreds and
30:40
hundreds of thousands of dollars of dividends and it’s probably the one that is most likely people are not currently
30:46
doing yeah and I don’t want to muddy the waters here but I think I can over provide here um just a little bit I’m gonna share my
30:53
screen here Dylan if it if it’s okay with you but ought to put put some some preface to what I’m going to show here
30:59
real quick and to pull everything together what Dylan’s doing um we just had five actually six companies now from our scale group our
31:06
sub million dollar Consulting Group um that have now used the automated process they’ve gone through the six steps
31:11
they’ve gotten through at least four or five of those steps uh we just talked about and they started out at half a
31:17
million to three quarters a million and they blast in the last six or seven uh months with a certified seven figure
31:22
coach working with them on a monthly basis but there’s certain metrics we’re tracking to break a million Beyond where
31:28
I’m going with this is if you’re interested feel free to to go to the website
31:34
www.sgscall.com where you can actually meet with myself Dylan or one of our seven figure coaches and for up to an
31:40
hour we’ll give you a free analysis with basically this PDF showing you what’s the next area that you need to focus on
31:46
the double down on your business and it kind of give you an idea of what that potentially could look like here
31:51
is this little guy in the bottom here uh but it’s hard to see right here but in the first upper part here what this is
31:57
and I got to give credit where credit’s due one of our seven figure coaches Garrett Matthews uh came up with this
32:03
amazing scorecard and this score card uh literally is is what they use with the scale coaching uh groups with the
32:09
one-on-one but in this right here the first part I’ve got highlighted up top uh lists all the months and what it does
32:16
is it goes from 2022 to 2023 uh this is an older version for 21 to 2022 but
32:22
basically it’s a rolling 12 and it shows you your sales difference year after year and based on the end of the year
32:28
projections here at the bottom you can actually see your actual um budgeted on a rolling 12 so that’s
32:35
the way we’d approach that but now we’ve got an idea on those monthly sales and what’s going to drive those monthly
32:40
sales is all the things that Dylan just talked about um so on the bottom here I’m going to skip
32:46
the the uh payroll percentages but we look at our client attrition rates so we’re also
32:51
looking this as a rolling 12 so the customer satisfaction that Dylan was talking about we’re pumping in the
32:58
actual cancellations per month and what we’ve got in this fictitious example here is a yearly attrition is 42 percent
33:05
now we’ve seen this as high as 40 with some clients um that you’re just Bleeding Out customers as quick as they come in the
33:12
top but this is a tool that can track that and when you automate that process with the follow-up uh what should
33:19
happens always happens without you or manager somebody in the office being babysat to do it um and then the final thing here is
33:25
Dylan talked about 20 days to close that’s our automated estimate follow-up so on a monthly basis these coaches are
33:31
meeting with these lawn care business owners traditionally submillion but some Beyond a million
33:36
and we’re tracking how many leads how many became a client and the closing ratio and then the yearly difference on
33:43
that rolling 12 from year to year and what their total ad spend is how much are they spending to acquire clients and
33:49
what’s the average cost per lead and then the average cost per client so we’re doing is tracking that close ratio
33:55
so what we’re finding is a massive increase that close ratio when they take
34:01
the automated system that Dylan talked about hitting five or more times on multiple Communication channel so the
34:06
idea is now we put these things into Play We track them we set a goal we create accountability for the business
34:12
owner now the last thing that I recommend looking at before we take a look at just a minor tweak how you can
34:18
go from three quarters a million dollar company almost to 1.5 1.6 which is tweaking one little number is the
34:23
overall percentage of payroll so what is your cost of goods sold for
34:28
direct and indirect labor so your direct labor is the labor in the field indirect is your your office staff or like your
34:34
uh virtual assistant answering the calls now a little gray area there but basically that would be your fixed cost in the office and there’s an industry
34:41
percentages that we want to look at as our cost of goods sold compared to revenue and whether you design build or
34:47
maintenance or fertilization we control these are going to be some averages on a rolling 12 we want to be able to track
34:53
so if you’re within these guidelines you’re okay if not it’s a red flag hey your indirect or your direct cost as a
35:00
percentage of Revenue is off how do we dive in and create the accountability and now that we’ve got this all flushed
35:05
out in this automated system we say okay we want to grow our business so on the
35:12
left here is the actuals up top and let’s see if I can blow this up just a little bit more but this is this is
35:17
honestly this is what these companies are breaking two three to ten million dollars they’re doing
35:22
we’re trying to expose this this Cadence of Data Tracking before we get there and
35:27
that combined with the automated systems that Dylan is showing you allows you that time to grow and scale that
35:33
business but the actual is here is this person’s getting 165 new clients a year on average their attrition rate
35:38
cancellation rates 42 extremely high but not crazy high to some of the companies we’ve seen when we actually track it
35:44
their yearly value for a client is 18 1800 or 1 853 so they’re they’re sealing
35:51
here the biggest they can get is 726 000 now if nothing changes and we add
35:56
another 165 clients here and we drop that cancellation rate down
36:03
to about 20 to 22 percent of where we would probably want to see that on the highest side
36:08
um and these are just minor tweaks we actually had one of our coaching clients that just graduated to the masterminds group that actually had a cancellation
36:14
rate or attrition rate probably close to a little over 40 percent uh but it was just this minor tweet that literally
36:20
allowed him to take his gross ceiling and Jack that up but right now the biggest this company can grow is 726 000
36:26
by just taking that cancellation rate down to 20 through the automated system
36:31
that Dylan’s talking about they now have gone in and given themselves the ability
36:37
to grow to a 1.5 million dollar company so literally almost double actually more
36:43
than double by just literally having one systemated automated process in place and the gentleman I’m talking about uh
36:50
in the masterminds group not just him but several have done this but the one I’m thinking about specifically uh 99 of
36:56
the churn reduction or cancellation was literally through that one simple automated process us that Dylan talked
37:02
about through the MPS to social review so cutting that down from 42 ballpark to 20 he literally had the ability to
37:09
double the size of his business without literally spending any extra money or attention but putting one automated
37:14
system in place so um if you’re not tracking these numbers you’re wondering what are all these numbers that I should be tracking
37:21
um of a quick review of what is the the year the month over month rolling 12
37:26
uh sales goals I should be looking at payroll as a percentage a direct to indirect costs cancellation rates
37:34
clean client account client conversion client cost lead lead count and closing
37:39
count and then finally how would you look at that with your actuals and then if I just change one or two things what
37:45
happens but if we’d cut that cancellation down to 20 and let’s just say each client’s worth eighteen hundred
37:51
dollars and through a simple upsell process we can make each client worth twenty two hundred dollars we went from
37:58
a 726 000 company to 1.8 million by just
38:03
literally adding an extra three to four hundred dollars a year per client on their certain upsell process
38:08
um we traditionally see a go up a lot more at least 50 percent so those are the things that if you’re interested uh
38:15
feel free to hit us up at SGS call.com Dylan myself a one of the seven
38:21
figure business experts will give you a free analysis take a look at where your business is now where you want to go and
38:27
give you a free report of what you need to concentrate on um and if you’re interested we can show
38:32
you what we can do for you otherwise we’re going to give you the road map to actually go out and do what you need to do uh really not a sales pitch we’ve got
38:39
hundreds of businesses have gone through this and half to three quarters um really
38:45
didn’t buy anything but we gave him these executables and lo and behold three to six months later they came back
38:50
to Dylan and said hey what else you got for me um I want to purchase something because the couple things you gave me free on
38:56
the analysis have moved the lever so much in that business um that I trust you I know yeah I like
39:01
it and and I’m not going to try to reinvent the wheel a second time because it worked really well the first time so if you’re looking to see what your
39:07
business needs to do how you can double down on your profits for the end of the season and set yourself up set for
39:13
Success next year really focus on New Growth um and hopefully go in and add 25 to 30
39:18
percent or maybe 50 to your client lifetime value in that example I showed you we went from 750 000 all the way up
39:25
to just under 2 million as a glass growth ceiling just by pulling two minor little levers um and Dylan hit on about
39:31
four or five that you can pull so Dylan I appreciate you joining me here any questions comments or closing thoughts I
39:37
know you’ve got a compressed schedule here uh near the top of the hour that you gotta hop on a call but I want to thank you for coming on and just
39:42
dropping a knowledge Bob and it’s kind of cool because yourself owned a business for a simple real client you sold your business you’re coming to work
39:48
with us to help you know really help business owners take their life back from the business understand this stuff we’ve got Josh Virginia Chad Derek
39:56
several others that all are in the same boat as you they’ve worked for us as a client and then sold the business and
40:02
have come back and actually started working with us so um I’ll let you close it up Josh Owens
40:07
this is great stuff thanks guys Josh thanks for hanging in there dude if you haven’t talked to us yet sgscall.com get
40:14
a free analysis we’re not selling you anything um the value will be there Dylan closing
40:20
thoughts brother yeah that was great uh I guess closing thought would be I know people are
40:25
probably tired a little run down from the season probably the heat of the summer um but yeah just push the last quarter
40:32
and I think you’ll be uh pretty pretty happy come January could agree more entrepreneurship
40:37
especially Lawn Care entrepreneurship very very lonely place you’re not an island you’re not alone we’ve been there
40:42
we still are there with you hey if you need a part-time therapy session sgscall.com at least know where you’re
40:48
at hop on the virtual therapist couch Dylan or one of the seven figure experts will walk to where you’re at where you
40:53
want to be and we’ll give you the next step with some clarity because we’ve been there we get it and we still live it so Callahan’s corner you ask
41:00
questions you Ransom here live on Facebook Dylan will be joining us for some more installment until the next few months uh getting perspective
41:07
um just outside of myself to help answer these live submitted questions feel free to drop any comments or questions down below that uh you want myself Dylan or
41:14
the team of almost 20 plus people now on the simple growth team many have owned
41:19
seven-figure plus lawn care and snow level businesses we’ll see you on the next call hands live

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

0:00
hey welcome back to Callahan’s corner
0:02
where you ask a question since I’m live
0:03
right here on Facebook got another User
0:05
submitted question uh right out of the
0:07
service autopilot Facebook members group
0:09
here I’m going to read it off the screen
0:10
uh Barry says he’s looking for some
0:13
input into route reorganization for when
0:16
uh to go for every week mowing um
0:18
they’ve had customers quit sold some new
0:20
accounts
0:22
um and he’s got some new work coming in
0:23
all normal stuff that we all face in our
0:25
service business really
0:27
um as we gain clients and we’ve
0:28
attrition through churner cancellation
0:30
uh his question is how do we how do you
0:32
guys go about making the best routes
0:33
between property size location budgeted
0:36
hours and etc
0:37
etc is this something you do inside
0:39
service autopilot so uh Barry with a
0:42
great question here in the service
0:43
autopilot group and I want to uh kind of
0:45
shed some light how we did that in my
0:47
seven figure business and now help
0:49
hundreds of businesses each year do this
0:51
um inside service autopilot so yes you
0:54
could use an Excel sheet a Google sheet
0:55
I’ll have double triple entry but really
0:58
the idea is we want to be able to get it
0:59
inside died one software and avoid that
1:02
multiple system chaos so uh Barry a
1:04
couple things you talked about were
1:05
great is size location budgeted hours
1:07
and uh when we’re going to Route these
1:10
jobs if we don’t have a budgeted hours
1:13
and generated or pinned Revenue goal for
1:17
each type of crew in our business
1:19
um that can literally either accelerate
1:21
or potentially deteriorate probably most
1:24
likely deteriorate our profit margins in
1:26
that division so for instance if you’ve
1:28
got a fertilization crew with one
1:29
technician you may be running 1250 to
1:32
1300 a day in annual revenue so that
1:35
would be a goal something you want to
1:36
stick in uh like a Post-It note or
1:38
something up the top right hand corner
1:40
of your computer when you go to Route
1:42
these jobs that’s what Christine and my
1:43
office did when she routed waiting list
1:45
jobs in normal fashion I’m going to open
1:47
up the screen and show you how I would
1:49
suggest tackling going into this new
1:51
season how to reorganize your routes um
1:54
there’s two different ways of routing
1:56
inside service autopilot actually three
1:58
so
2:00
talk about that quickly before we dive
2:01
into actually how to break this down uh
2:03
first one is a one-time job you know the
2:05
particular day so that is not going to
2:08
come into player routing for next year
2:09
the next one is a waiting list job so it
2:13
needs to be done some sometime maybe
2:14
this month but not today or it’s a
2:17
package job basically same thing as a
2:18
reoccurring where that goes uh what
2:20
we’re talking about here is really a
2:22
reoccurring weekly bi-weekly every four
2:24
weeks or custom recurring that’s where
2:26
this is going to fall into play whether
2:27
it’s lawn care home cleaning so I’m
2:28
going to show you how we actually tackle
2:30
this in my seven figure business so what
2:33
I’m going to do is open up the screen
2:34
here and uh what I’m going to recommend
Create a Cruise
2:37
is the first step we want to do is going
2:39
in from stem to stern going to team and
2:41
teams which used to be cruise we want to
2:43
actually build out a cruise so what
2:45
we’re going to do is go in here
2:47
and create basically a placeholder
2:50
cruise this is going to be our 2023 uh
2:53
mowing
2:56
to be
2:58
routed or scheduled however you want to
3:00
put that in there and we can do that for
3:02
any of those reoccurring jobs what we’re
3:03
doing is basically creating a
3:05
placeholder here
3:06
um to get all those jobs in there um
3:08
this is something especially in the
3:09
Northeast where uh for about three to
3:12
four weeks we were recreating these
3:13
schedules almost on a weekly basis
3:15
before we actually solidified them uh
3:17
because we it wouldn’t be uncommon to
3:19
have 30 40 sometimes 60 or 70 new
3:21
clients come in in a one week where we
3:24
have to actually get them caught up and
3:25
then get them on a schedule so we want
3:26
to continue to optimize that
3:28
um and let the customer know that those
3:30
schedules for the first few weeks May
3:31
alter but once you’ve got those in there
3:34
we want to be able to go show and
3:35
calendar review and I’m going to select
3:38
a color now that color is going to be
3:41
the color that is going to show on the
3:43
map
3:44
and then we’re going to put the starting
3:46
address of our shop here uh there will
3:49
be no team assignments but basically
3:51
you’ve got this 2023 mowing to be routed
3:54
or scheduled uh we’re going to go to our
3:56
dispatch board now and pull up a list of
3:59
all our mowing clients from the previous
4:01
year and show them on the map so the
4:04
idea here is that once we have all of
4:06
our clients here
4:08
we’re going to go into Maps Pro grab our
4:11
group selection and literally grab our
4:14
whole entire
4:16
um allotment of clients here that we
4:19
have
4:20
um and basically go in and then we would
4:22
go in and assign to
4:25
our 2023 to be
4:28
scheduled and it may not be in here um
4:32
in risk of refreshing the screen and
4:34
losing this I’m going to just leave it
4:35
where it’s at but the idea is we’ve got
4:38
our 2022 list here from previous years
4:41
we’d go in and permanently assign that
4:45
and hit update now in this test account
4:48
I’m not going to go in and manipulate
4:50
but that’s your first step now once they
4:51
come in they’re all going to be in that
4:53
yellow colored pin so what we would do
4:55
then is go in
4:57
and dial in and ideally you want to have
5:00
a zone so this is actually the service
5:02
area where I service in Upstate New York
5:04
uh our Zone one was right here we had a
5:07
Zone two right here
5:10
and zone three was this whole area here
5:13
and then out on the east side of town we
5:15
split it along this highway uh two
5:17
different zones so we had basically
5:19
different zones and the idea is what we
5:21
did is uh we took the route as we did it
5:25
so 25 to 30 lawns in a residential
5:27
scenario we would go in and Route two
5:30
Crews end to end so they would end right
5:33
next to each other so if we were all the
5:34
way out and our shop was out here we
5:36
were out on this side of town about a
5:38
half hour 45 minute drive depending on
5:40
traffic this route potentially would
5:42
start here and the other one would start
5:44
here and they’d end somewhere in the
5:45
middle so if we had to go back out to
5:47
the area for rain delay we could send
5:49
one crew and we could still re-optimize
5:51
that route that was left over
5:53
in addition if we had breakdowns or any
5:55
other issues or one Crews running behind
5:57
uh those crews could help each other out
5:59
so that was the the ability to minimize
6:01
that non-billable drive time not having
6:02
to send a crew out um one of our values
6:04
there was no crew left behind so we
6:06
always worked together to help each
6:07
other uh with those jobs so the first
6:09
thing we want to do is take all of our
6:10
jobs assign them to a crew and I would
6:13
sign them for a reoccurring uh job
6:16
probably on a Sunday or Saturday where
6:17
we’re not scheduling any work Sunday is
6:19
probably the closest day I picked that
6:21
up from one of our Deep dive coaches we
6:24
used to do Monday but I think Sunday
6:25
would be the closest day and then you
6:26
kind of Chunk them out off that one
6:28
Sunday uh Monday Tuesday Wednesday
6:30
Thursday if you’re doing five days a
6:32
week Friday so we’re gonna get those all
6:34
in there
6:35
and drive those in uh second part of the
6:38
question if I’m inferring from the
6:39
Facebook question is how do we actually
Custom Fields
6:41
go in and make sure we’ve got uh the
6:43
different information there based on
6:45
Commercial residential square footage so
6:47
we can go into custom Fields here and
6:50
what I’m going to suggest is you’ve got
6:52
a Turf square footage column under the
6:56
column there’s going to be something
6:57
square footage if you’re tracking it
6:59
right here
7:00
and that would be the true square
7:01
footage of those properties so that’s
7:04
going to be one of the things we want to
7:05
do once we have that we’re going to go
7:07
into
7:08
um
7:09
the dispatch board area here and this
7:12
may take a while to update just based on
7:14
the amount of volume that data is in
7:15
there but up near the top here we want
7:17
to go in and create a view and before we
7:20
do that we’d go into resources and
7:22
correct a filter down to uh this year
7:25
2023 list so that is probably the
7:28
process I would go in and then chunk
7:29
them off so everything we sell from now
7:31
till March or April we chunk them in
7:33
there right before the season starts we
7:34
drop them in now second part of the
7:37
question was Mike well how do we how do
7:39
we do that to make an Ensure
Building a Crew
7:40
profitability so early in the video I
7:43
talked about our fertilizing crew was
7:44
about 1250 to 1300 a day in annual
7:48
revenue so all we want to do is actually
7:49
build out a crew here based on the
7:51
number of people on the crew how many
7:53
hours we’re budgeting a day
7:55
um the average wage for that mowing crew
7:58
the labor burden or overhead recovery in
8:00
our profit markup so we know based on
8:02
this our daily labor costs are 852 with
8:05
a 15 or 20 profit margin built in our
8:09
truck trailer cost us ten dollars ten
8:11
cents ten hours a day overhead recovery
8:14
is 1.25 and we’ve got our 20 profit
8:16
margin so truck and trailer is 152.
8:18
mowers on the crew while they’re being
8:20
utilized cost is 73 bucks and our
8:22
maintenance equipment package weed
8:24
whackers blower stick edgers are all
8:26
bundled in there so what we’ve got is a
8:28
daily sales goal for this mowing crew uh
8:31
needs to be routed for eleven hundred
8:32
dollars here uh one thousand one hundred
8:35
two dollars it’s costing us 918 and
8:37
we’re budgeting for 20 hours and based
8:40
on that data and the profit goals and
8:41
the overhead recovery uh it’s costing us
8:44
45.90 break even before make a profit so
8:47
in order to get a 20 net margin we need
8:49
to be charging 55 bucks an hour so those
8:52
that’s the actual data that you need
8:54
um when we go to take those routes and
8:57
build them out what is the projected
8:58
revenue and budget hours we need to work
9:00
around those numbers as well
9:02
um so it’s not only that we have routes
9:04
that are profitable and dense but we
9:06
have a non-emotional number of Revenue
9:10
and budget hours that we assign to that
9:12
particular
9:14
crew so once we’ve got them in on the
9:16
dispatch board and we take all those
9:20
um clients here
9:22
and add them into our holding 2023
9:26
mowing bucket and then right before the
9:29
season we take these guys and chunk them
9:30
out and route we want to go back to the
9:33
uh equipment calculator here from simple
9:35
growth and take a look at it and say
9:36
okay based on that crew or division we
9:40
need to be budgeting or at least routing
9:43
eleven hundred dollars and budgeting 20
9:45
Mana so it’s a 10 hour day for two guys
9:47
so those are the things we need to do
9:48
I’m going to take quick three to four
Budgeting
9:50
minutes and kind of show you what goes
9:51
into these numbers just so you can
9:53
understand how it was actually uh
9:55
derived at so the first thing we did is
9:58
we looked at our average wage for
10:01
that division tax and crew leaders what
10:05
is their wage and how many hours are
10:07
they budgeted for for the whole entire
10:09
season upstate New York is going to be
10:11
around 1800 hours so what we’ve done is
10:13
said okay five percent of my payroll I’m
10:15
projecting is gonna be overtime to my
10:17
average wage across all of those
10:18
employees is 23.88 and we’ve gone and
10:22
figured out our labor burden which
10:24
fictitiously in this example is 19
10:26
percent
10:27
so we know now what our average wages
10:29
and our labor burned across there next
10:31
thing we do is we break down that
10:33
equipment so how much is a truck costing
10:36
us that 2500 truck our GMC or Chevy 2500
10:41
and we’ve got that down at 7.78
10:44
including oil changes maintenance
10:46
repairs and replacement uh we’ve gone in
10:48
and grabbed our trailer uh built that
10:50
out right down to
10:52
um gas repairs oil changes Tire all
10:55
that’s included
10:56
um obviously no gas on that trailer it’s
10:58
costing us 2.23 and then we’ve gone into
11:01
our mowers and machines so we’ve got a
11:03
60 inch mower here on that Crew That’s
11:06
run as five dollars and 17 cents and
11:10
then we’d go into a maintenance package
11:11
here uh where that would include the
11:13
weed whacker stick edgers and blowers
11:15
that’s two dollars and 18 cents so what
11:18
we’ve done is through a budgetary
11:19
process now
11:21
um driven all that data in here and not
11:24
emotionally no we need to charge 1100 a
11:26
day and routed work and we cannot go
11:28
over 20 budgeted hours so uh once we get
11:31
all those jobs off the mapping system
11:34
service autopilot we saved that bucketed
11:36
list we start to chunk them out
11:39
we need to start to go in and Route them
11:42
and then through the navigation area
11:44
here we can start to take a look at some
11:46
of those selected resources and hit go
11:49
and that’s going to actually give us the
11:50
idea of how much drive time is there
11:52
billboard non-billable and see how that
11:54
plays into our budgeted hours and our
11:57
projected Revenue so those are the
11:58
things I’m looking at as I’m going into
12:00
the new year take all the accounts stick
12:02
them on a holding account uh get real
12:04
with your financials and go in there and
12:07
as well as depending on what kind of
12:08
overhead recovery model or number you’re
12:10
looking at to get that break even number
12:12
make sure you’re taking a look at that
12:14
Debt Service those long payable
12:16
long-term payable notes that are hanging
12:17
out those truck loans equipment loans
12:19
that you may have those are not going to
12:21
show up on your profit loss statement
12:23
but where they are going to go show up
12:25
is on your balance sheet so we do want
12:27
to make sure that we are accounting for
12:29
that debt service because a lot of
12:31
companies on paper are making money
12:32
profitably but they’re cash poor flow
12:35
cash flow poor because their Debt
12:38
Service is out of wax you want to take a
12:40
look at that as we’re putting the
12:41
schedule together final note here is
Route Density
12:45
if you’re going into your CRM leads or
12:48
clients here and you pull up those
12:50
clients he mentioned about route density
12:53
and how do we go in and tackle that once
12:55
you go into the CRM leads I would highly
12:58
recommend taking a look in these
12:59
neighborhoods of your clients and filter
13:01
that down to
13:03
um
13:04
your team here or your customers and be
13:09
able to go in and take a look at what
13:11
services they have and if it’s a
13:14
reoccurring service so filter it down
13:17
but basically
13:18
go to the map
13:22
and once you have that map up you can
13:25
click this little guy here that’s going
13:27
to pull up the same dots but it’s a
13:28
little bit different here so once we
13:31
have that mowing route labeled here and
13:33
you may want to uh
13:35
tag them as a 2023 mowing customer for
13:38
database segmentation but we may drive
13:40
right in here and say okay where where
13:43
are my little light on density or where
13:45
do I have a lot of houses and I need to
13:47
build some more density so this little
13:49
block here is pretty dense but it could
13:50
definitely get a little better so if we
13:52
went into the satellite view we can go
13:55
in now and drive right down into the
13:58
other houses on the street
14:01
foreign start to cherry pick these and
14:04
by clicking on
14:06
these houses here
14:09
and dropping pins on them
14:14
as you can see in the lot the addresses
14:16
are come up so that’s where we can go in
14:17
and start to build databases of the
14:20
houses that are near in the
14:22
neighborhoods where your blue pins are
14:23
here of your existing clients start to
14:25
build route density and now’s a great
14:27
time to go out and measure those online
14:28
and send it to property specific pricing
14:30
to them on the end on the envelope as
14:34
the address lawn mowing customer so this
14:36
is how we grew a really good density in
14:38
my company and created some domination
14:40
in these markets because we were able to
14:42
build databases of the existing leads so
14:45
not only do we want to schedule the
14:46
existing and pull the cancels off and
14:49
the new one’s on we probably want to
14:51
also go in this time of year and create
14:52
some route density uh by building
14:54
leadless and sending property specific
14:56
mailers so hopefully that was helpful
14:58
how to go in and reroute your schedules
15:01
to minimize that non-billable drive time
15:03
create efficiency and don’t be afraid to
15:04
do that for the first two to four weeks
15:06
of the Season as we did in our company a
15:09
huge bottom line effect by minimizing
15:11
that drive time and then go in through
15:12
the lead screen and create
15:14
um additional leads by clicking on those
15:16
houses to build more route density in
15:18
the light areas in between or the areas
15:20
where you’re already dense to continue
15:21
that density so we’ll see again at
15:22
Callahan’s corner you ask the questions
15:24
we had some live right here on Facebook

0:00
you ask the questions we answer them
0:01
live right here on Facebook got another
0:02
great submitted question here by David
0:04
uh from one of the Facebook groups hey
0:07
y’all trying to create an Excel rate
0:09
Matrix and eventually in service
0:11
autopilot as well uh that went upon
0:14
entering bed square footage it produces
0:15
a number of yards of mulch slash hours
0:17
projected including the installation
0:20
um I’d like to do the same for bed
0:22
weeding as well as pruning and maybe
0:24
some other services we were trying to
0:25
streamline our maintenance estimates if
0:27
anyone has anything similar I’d love to
0:29
chat thanks well David the good news is
0:31
uh we’re gonna chat live over Facebook
0:33
and I’m going to give you the exact
0:34
step-by-step experts that I used in my
0:37
seven figure business as well as uh the
0:40
systems that we use and set up for other
0:41
service business owners such as yourself
0:44
so first thing I do is pop open the
0:45
screen here and start with the simple
0:48
growth estimate blueprint and this
0:51
blueprint is going to be the answer to
0:52
David’s question of how do we go out and
0:54
set up the bed square footage for mulch
0:57
installation and shrub pruning as well
0:59
as maybe some bed maintenance so I’m
1:01
going to break down the basics here of
1:02
how we would recommend doing this uh for
1:04
any software and then once we build out
1:06
the Matrix matrices here in a Google
1:08
sheet which basically Excel how do we
1:10
get that into a software like service
1:11
autopilot or any other
1:13
so first thing I’m going to do is go in
1:15
and take the first one that Dave wanted
1:17
to do and I’m going to do uh mulch
1:20
installation
1:23
and if you may be wondering why are we
1:25
putting this in Excel shoe a David asked
1:27
me to put an Excel sheet first but
1:28
really uh David is on to the the correct
1:31
process we need a blueprint in a blue
1:33
Excel sheet and then put it in the
1:35
software and reason being you’ll see
1:36
here in a few minutes once I put a some
1:38
formulas in here we want to double check
1:40
our assumptions for profit profit
1:42
percentage
1:43
um on the sheet so I’m going to show you
1:45
how we do this so service name is mulch
1:47
installation custom field or job
1:49
variable is going to be bed square
1:50
footage as David alluded to in his
1:52
question
1:54
um and we’re going to go in here
1:55
and let’s assume David has a three-yard
1:58
minimum and he’s putting the mulch in at
2:01
um a one inch depth so that is going to
2:04
be from 1 to 900 square feet that’s
2:08
going to cover our three yards uh
2:10
budgeted hours here is going to be one
2:12
or three hours and uh let’s say David
2:14
here is charging 85 on his maintenance
2:17
crew and if he’s done some overhead
2:18
recovery for his financial systems maybe
2:20
he’s breaking even at forty two dollars
2:22
that’s what it’s costing him to operate
2:24
before he makes a profit so different
2:27
between the 85 and the 42 is going to be
2:31
um his profit margin now what we’re
2:33
going to do is build this out here
2:35
um for labor only we’re going to add in
2:37
the materials so there’s a couple
2:38
different ways we can do this we can
2:39
build the materials in but I’m going to
2:40
in this example I’m going to build out
2:41
labor in that material so once again uh
2:44
in this example I’m assuming Dave has a
2:45
three yard minimum so one to 900 square
2:48
feet in a one inch depth
2:50
um and then every 300 square feet over
2:53
the first 900 is an additional yard so
2:56
it’s going to take one hour if he’s
2:58
doing it manually and at one hour times
3:01
the 85 an hour is going to get us 85
3:03
bucks it’s costing us 42. so that’s our
3:05
mulch installation uh Dave had one more
3:08
question regarding shrub trimming and
3:10
bed maintenance so let’s say Dave
3:11
doesn’t necessarily have a production
3:13
rate for for weeding those beds and
3:15
obviously we have some I’m gonna play
3:17
devil’s advocate here maybe he’s looking
3:18
at it and this is just not your normal
3:20
setup
3:22
um so we’re going to do uh bed weeding
3:25
man minutes how many minutes does he
3:28
think it’s going to take on a
3:29
reoccurring maintenance process or you
3:31
maybe this bed reading is when we go to
3:34
do The Mulch and that’s included in it
3:35
so let’s play that game here
3:37
um so bed weeding man minutes and that
3:40
is going to be our custom field so for
3:43
one minute to one minute is and if we
3:46
took one minute divided by 60 Minutes
3:49
that is 0.02 that’s a minute so if we
3:51
took that 0.02 and multiply that by his
3:53
hourly rate of 85 bucks per man hour
3:56
obviously these are not David’s numbers
3:58
but I’m going to put some real world
4:00
examples in here so it’s applicable to
4:02
the video
4:03
um and then we’re going to go in and
4:06
take the top lines and copy them right
4:09
down because that’s what he would be
4:11
charging
4:12
so we’ve got our mulch installation at
4:14
one inch we got our bed weeding and man
4:16
minutes
4:17
um so those are going to be the two
4:18
variables that David’s looking at here
4:20
to uh take care of his mulch
4:22
installation is bed weeding
4:24
and we’re gonna do uh shrub pruning
4:29
final part of his question here
4:32
that’s going to be a parent service so
4:34
we really don’t need any data on there
4:37
that’s just a service that we’re going
4:38
to be using and then the final part here
4:40
is we’re going to drive that in here and
4:42
we’re going to use some production rate
4:43
this number of small medium and large
4:46
shrubs
4:47
foreign
4:57
service name that is our custom field as
4:59
well and we’re going to say for every
5:01
one shrub let’s say that is going to be
5:04
these are not industry production rates
5:07
so please don’t copy them but I’m going
5:08
to say 0.07 on here and we’re going to
5:10
drag that in with a formula so 0.07
5:13
times our hourly rate
5:15
and that is going to give us our cost
5:17
and this is going to be 0.07 times our
5:20
break even so you can see as a sheet now
5:23
is going to be
5:25
pumping out
5:29
our profit and profit percentage let me
5:32
just pop this bad boy over here and
5:35
fix that up all right
5:38
and our profit is
5:42
now for Speed I’ll just copy this in
5:45
uh so the beautiful thing about a Google
5:46
sheet here is if you are using a Google
5:48
sheet you paste this down the line it is
5:51
going to
5:53
um copy those formulas down so equals
5:56
our
5:58
oh that was our mistake was on my end
6:01
here so uh budgeted time is 0.07
6:04
0.07 man hours times
6:07
85. there we go that looks a lot better
6:09
and then our Breakeven 0.07 times 80 or
6:14
42 bucks per hour profit of three
6:16
dollars a fifty percent net margins
6:18
we’re gonna do the same exact thing here
6:19
we’re gonna take this one to one ratio
6:20
and drive this across the bottom part of
6:22
matrices and keep our 595 our 0.07 man
6:27
hours
6:28
and our budgeting cost and I’m going to
6:31
drive this right down through our small
6:33
medium layer of shrubs and show you how
6:34
to build this out in a software system
6:36
so we’re going to bump this out to an
6:39
additional number like I said these are
6:41
not industry production rates
6:43
um
6:44
we do have those but we are obviously
6:46
not going to be using these on the
6:48
Facebook live
6:49
because a lot of times people will look
6:51
at these and get themselves into trouble
6:54
so it depends how you set these up
6:57
um
6:57
your software but I’m going to use some
6:59
some fictitious numbers here to get you
7:01
set up so I’m literally just copying and
7:03
pasting these in small medium and large
7:05
shrubs and in a Google sheet or Excel
7:08
sheet as David asked we could go in and
7:10
drive some Creeds good speed and
7:12
efficiencies we’re building these out
7:16
um
7:17
so now we have our numbers here
7:20
that we’re going to be driving for
7:22
David’s matrices so we’ve gone in and
7:24
done mulch installation bed maintenance
7:26
based on time and now we’ve done uh malt
7:29
or shrub trimming small medium large
7:31
shrubs I also recommend if you’re doing
7:33
this hedgerows per linear feet uh with
7:35
or without a ladder these numbers should
7:37
include clean up on average time of
7:39
based motion studies the best way to do
7:41
it uh if you do struggle with that let
7:43
us know we do have some industry
7:44
averages that are really good these
7:46
numbers here are not industry averages
7:48
uh they’re a bit fictitious uh numbers
7:50
that put in Ultra conservative just to
7:52
give you an idea of the workflow and how
7:54
to set this up so the final thing here
7:55
is now that we’ve got them in we’ve
7:57
we’ve assumed that we’ve got a profit
7:58
profit percentage that’s pretty
8:00
consistent all the way across the board
8:01
here about 50 percent uh we know we’ve
8:04
done our math right so we blueprinted it
8:05
now it’s time to implement it in our
8:07
software so I’m going to do is go into
8:08
service autopilot and actually break
8:10
this down so we’re gonna go to the gear
8:11
icon
8:13
and we’re gonna go in and uh create some
8:16
custom Fields here
8:18
uh that’s gonna be our first step those
8:19
are those job variables and we’re going
8:21
to go in and add a custom field and I’m
8:23
going to put some asterisks in here
8:26
um
8:27
do that just so we can find them but
8:28
first one is bed square footage
8:31
and we’re going to drop that in there
8:33
and that’s going to be Associated
8:34
customer and the number we’re going to
8:36
save and new we’re just going to walk
8:37
down the simple growth blueprint
8:39
uh bed weeding man minutes how many
8:41
minutes do we think it’s going to take
8:43
to actually weed those beds the first
8:44
time we’re there once again customer
8:46
number Association
8:48
and we’re gonna go down and now we’ve
8:50
got our small medium and large shrubs so
8:52
we’re going to copy and paste right down
8:54
here for Speed and simplicity to make
8:56
sure we’ve got the right custom field so
8:58
we’re going to go in now and grab our
9:00
medium shrubs custom field that’s our
9:03
job variable so we’re actually going to
9:04
have people going out in the field or
9:07
potentially customer submitting pictures
9:08
of their property with some instructions
9:11
um and those small shrubs are going to
9:12
be less than three feet those medium
9:15
shrubs are gonna be three to less than
9:16
six and those large are going to be from
9:18
six to ten feet so this is how we
9:21
actually created a production rate based
9:23
estimating system on a company that I
9:25
could delegate uh to someone who never
9:27
actually trimmed shrubs but they could
9:28
count the shrubs based on a little
9:30
training and the size now we’ve got our
9:32
custom fields
9:33
we’re gonna go and build out those
9:34
services
9:35
and we’re going to go in and go to gear
9:38
icon services and build out our matrices
9:40
for mulch bed reading and small medium
9:42
and large shrubs so what we’re going to
9:45
do is go in and
9:49
create these with a couple uh zeros in
9:52
front of them here
9:55
just so I can find them in this test
9:57
account
9:58
and our first service we scroll all the
10:00
way to the top is David’s mulch
10:03
installation based on a
10:05
one inch depth in a three yard minimum
10:10
and we’re going to go in select our
10:12
service mode and our invoice description
10:14
our account is going to be maintenance
10:17
services and our class is going to
10:19
probably be our summer class
10:21
and here is our estimate description
10:28
called at a
10:31
three inch depth
10:37
all right save so we are working down
10:39
the sheet now we’ve got our bed weeding
10:42
and we’re not going to call bed weeding
10:44
man Ministry it’s called bed weeding and
10:46
man minutes is our custom field so we’re
10:48
gonna go in and create our next service
10:51
here uh that David asked about here and
10:54
I’m just putting some zeros in here just
10:56
so I can find it it’s not going to be
10:57
your best practice here
11:00
um
11:01
for you so and this actually this
11:03
instance I’m going to make this actually
11:05
a um
11:06
using estimates only
11:09
and go in here
11:12
and create the account as maintenance
11:15
services and it’s summer class again and
11:18
I’ll put the rate matrices in here and
11:20
I’m going to go back and actually update
11:21
the mulch installation with the matrices
11:24
on it and use the description to say it
11:26
includes the one-time bad reading with
11:28
install it’s probably a little more
11:29
applicable to David’s question so we’re
11:31
gonna go quantity returns visits uh we
11:34
are going to go into bad leading man
11:36
minutes copy and paste that now the
11:38
blueprint is going to lay identical into
11:43
um service autopilot so one two one is
11:46
142.02 and 70 cents top five lines go
11:49
into the bottom five lines
11:55
and that is costing him he’s charging
11:58
142. it’s costing him 70 cents before he
12:00
makes a profit
12:04
and we’re just driving that equation now
12:06
identical because it’s a one over one uh
12:09
situation
12:10
and we’re going to hit save and we’re
12:12
gonna go back to our
12:16
thank you
12:19
service of mulch installation
12:23
and
12:27
we’ve got quite a few of these in our
12:31
test accounts let me just make sure I’ve
12:32
got the right one
12:40
I’m just gonna be
12:43
117.
12:47
so I’m going to throw a little asterisk
12:50
in front of this here so we’ll make sure
12:51
we have this
12:52
um so I’m going to go into the estimate
12:54
description here and update uh install
12:56
depth of three inches
12:59
and David wanted to know about the
13:01
weeding so I’m going to go in and
13:05
um
13:06
put
13:08
one time
13:11
red weeding
13:13
prior to mulch installation
13:19
so now we’re actually building that in
13:22
to the process of the mulch installation
13:24
so it’s going to be a parent-child
13:25
service I’ll show you how that works in
13:27
a minute so we’re going to hit save and
13:28
new
13:30
and now I’m going into our shrub pruning
13:33
so we’re going to go in and create a
13:34
parent service and then tuck the
13:38
um
13:42
other child service of small medium
13:44
large shrubs underneath that so that is
13:46
going to be how we actually tackle this
13:52
in our account for this with David would
13:54
be maintenance services if he has
13:56
classes it’d probably be summer or
13:58
maintenance division
14:00
and there will be no rate matrices on
14:03
this because the math is going to
14:04
actually be done on the child services
14:06
so as we go in we are going to go in and
14:09
grab these
14:21
and we’re going to use an estimate only
14:23
and quantity rate times visits and it is
14:28
going to be
14:29
number of small shrubs
14:31
and from one to one shrub we’ll go back
14:34
to the blueprint and actually see what
14:35
that is 5.95
14:42
and it is going to be 0.07 and 294 break
14:46
even
14:56
and we don’t need to look at the sheet
14:57
because we know it is going to be the
14:58
same production rate for each and every
15:00
shrub after the first small shrub so now
15:02
we’re going into our medium shrubs and
15:04
then we’ll do our large shrubs and we’ll
15:05
actually pull this all together here in
15:06
the next five to ten minutes not even
15:08
and uh dry this into an actual
15:11
production rate based estimating system
15:13
as David asked about
15:14
how I’m going to go into actually tackle
15:17
this from Excel to a software to
15:20
delegate
15:21
this is actually the fun part of growing
15:23
and scaling and maintenance business so
15:25
850.1
15:27
and this is how he is going to be able
15:29
to do that
15:32
and four dollars and 20 cents
15:40
all right so every one over one is
15:43
850.1 and 4.20 cents
15:46
receiving new and we got one more
15:50
a thing here large shrubs
15:53
estimate only and bring this across the
15:56
finish line here for you to show you the
15:58
workflow how to actually drive out a
16:00
production rate based estimating system
16:01
from a the simple group blueprint which
16:04
is basically an Excel or Google sheet
16:05
and be able to delegate these so 29.75
16:08
and 0.35
16:16
and if he’s charging 29.75 it’s costing
16:20
14.70 before profit
16:23
all right so we now have all the basic
16:25
steps that you’re going to need to build
16:27
out a price matrices from an acceler
16:29
Google sheet into the software final
16:32
step here is that we are going to need
16:34
to go in
16:37
and let’s just make sure
16:43
did not so I’m going to update this
16:44
naming convention just so I can find it
16:47
and use the right one because in this
16:49
test account there is a lot of large
16:50
shrubs we’ve shown this video a few
16:52
times
16:55
foreign
16:59
and let me just make sure before we go
17:01
in and put this all together everything
17:03
is there the way I need it so I’ve got a
17:05
small medium and large shrubs and we
17:08
need to just grab our medium shrubs with
17:09
that naming convention so I can find it
17:11
when I pull it into the estimate
17:12
template we should be good
17:13
and there it is
17:17
so this extra step of putting this kind
17:19
of naming convention on the front is
17:20
just for me here on Facebook because we
17:22
have so many in this test account now
17:25
we’ve got all our data that we need the
17:27
final part is uh David is doing mulch
17:29
installation we really want to go to the
17:30
gear icon products
17:33
build out that product because with some
17:35
of these V3 estimates coming out we
17:37
probably want to be able to go out and
17:39
track our labor and products separately
17:42
now there are some instances when we do
17:44
these deep diver essay setups with
17:45
clients that it’s applicable to include
17:48
the material such as fertilizing and
17:49
sometimes mulch depending on the
17:51
client’s needs and reporting that they
17:53
need so
17:54
uh if you’ve done one of these and we’ve
17:56
included the product inside your actual
17:58
Pro service itself that’s okay there’s a
18:00
reason why so I’m going to put uh
18:06
Brown Hardwood
18:09
mulch
18:11
that would be the Mulch Service that
18:12
we’re putting in this can be also be
18:13
done for pine straw in some of our
18:14
Southern areas as well uh default rate
18:17
is what we’re charging so let’s say
18:19
we’re buying it for 38 bucks we’re
18:21
charging 50 bucks per yard for the
18:24
product only
18:28
and there is no budgeted hours our
18:29
income account is going to be our
18:31
maintenance services cost of goods count
18:33
is going to be materials
18:36
and we don’t have to specify a class but
18:38
we can
18:39
and hit save all right so we’re ready to
18:42
go to drive this across the finish line
18:43
here for David’s question of how do we
18:45
do mulch installation bed maintenance
18:47
and
18:49
estimating around size of shrubs so job
18:51
estimate templates we’re going to go in
18:53
and grab a template
18:59
and we’re going to name this the star00
19:02
[Music]
19:04
Facebook live
19:07
Callahan’s corner
19:15
all right and we’re gonna add an item
19:17
and what we’re going to do is go right
19:18
to that that simple growth blueprint and
19:20
go from top to bottom so our first
19:22
service is going to be that mulch
19:24
installation
19:28
nothing like when your mouse dies in the
19:30
middle of a Facebook live but we got
19:32
this here so we’re gonna go
19:36
mulch installation apply and then we’re
19:39
going to set our child service of bed
19:41
weeding right underneath it so we’re
19:44
gonna go plus icon not a product but a
19:46
service
19:53
and
20:00
see if we got this here
20:04
I lost it in Facebook live here because
20:06
I’ve got some of the test accounts what
20:07
I’m going to do is just go back in and
20:09
actually go to this gear icon services
20:11
and pull up and select this service and
20:13
update it to make sure I’m pulling the
20:14
right one
20:17
obviously this probably would not be
20:19
happening in your account if it is I
20:21
would highly recommend
20:23
um doing a little database hygiene
20:29
foreign
20:37
was the issue let me update this service
20:39
here so we know which one we’re pulling
20:41
in
20:45
by the dates I
20:47
I forgot to put an asterisk in front of
20:48
it to find it but we’re going to do that
20:50
just to make sure we’re pulling in the
20:51
right one so as I demo this we’ve got
20:54
the correct pricing that David uh talked
20:56
about all right so we’re going back to
20:57
the templates and we’re gonna get that
20:59
green plus icon we’re going to add that
21:01
bed maintenance
21:04
a bed weeding
21:06
in
21:08
remember we’ve updated the estimate
21:10
description so now we know
21:12
um that that’s included in the price the
21:15
client’s not going to see it shrub
21:16
pruning uh right now in small medium and
21:19
large shrubs so we’ve got to pull those
21:20
into our job estimate template here
21:29
all right and now we’re going to create
21:31
sub services from the blueprint once
21:33
again we’re going to walk down and grab
21:34
each one of these small medium and large
21:36
shrubs and drive them into the matrices
21:39
here so once again the star00 is just
21:41
literally for me to be able to find
21:42
these a little bit quicker uh plus icon
21:46
once again we’re going to go in
21:50
medium shrubs
21:57
and our large shrubs all right so what
21:59
we’ve done now is we’ve got a fully
22:01
built out system from Excel like David
22:03
asked about building a proctory based
22:04
estimating system that now handles our
22:07
our overhead recovery our break even
22:10
um the one final thing that we have not
22:11
added in here is that mulch so you go to
22:14
Green Plus icon and add a product of
22:17
mulch
22:19
now that’s in there
22:21
we’re ready to rock and roll so we’re
22:22
gonna hit save and close
22:27
and we can go in and
22:30
add a lead
22:32
and
22:35
put in our friend
22:38
test tester
22:39
and we’re going to put their address in
22:41
billing address and information here
22:51
foreign
22:54
information that lead would be in there
22:57
just for Speed I’m not filling that all
22:58
out and the final process is we’re going
23:00
to go in
23:02
and hopefully measure it online use an
23:04
on-site estimate form but really uh the
23:07
question that was asked is how do we
23:08
build that out so I’m going to skip a
23:09
couple of those extra steps
23:12
and I’m going to go in and
23:17
grab
23:19
our template
23:23
foreign
23:30
just make sure what template we’re
23:32
working with here
23:34
gear icon job estimate templates is
23:37
where we made that template
23:43
screen around here on Facebook it’s easy
23:45
to forget so I just want to make sure
23:46
I’m pulling up the right template here
23:49
that is right here our Facebook live so
23:54
that is the one I’m looking for I’m
23:56
gonna make sure final step that while I
23:58
was talking I forgot we want to
24:00
associate to both
24:02
and Associate it to a
24:07
estimate document save and close
24:12
all right once around that lead screen
24:14
we’ve captured the information or we can
24:16
enter it physically into the template
24:17
don’t recommend necessarily entering it
24:19
right into the template as I’m going to
24:20
do here I’d rake it I’d create an
24:21
on-site estimate form or measure it
24:23
online
24:24
and that is would be the hot the process
24:27
of what we’re looking to do here
24:31
they have to x out of this to get this
24:33
to capture my new template that I made
24:36
so we’re going to go in add an estimate
24:38
go to the middle header of adding a
24:40
template
24:44
there it is apply and everything should
24:47
load is in here so let’s just say we’ve
24:50
got
24:51
um a 1200 square foot bed and we think
24:54
it’s going to take about 45 minutes for
24:57
one person to go in
24:59
and we’ve got that information in there
25:02
and there’s our mulch
25:06
and let’s just double check our service
25:08
here because it’s not pulling up
25:10
the service we may not have connected
25:12
the custom field in my speed here trying
25:16
to get through this before my meeting so
25:18
this is going to be our
25:20
this is helpful too just to kind of go
25:22
through some troubleshooting because you
25:24
will probably run into this as you’re
25:25
building them
25:27
so if no price is coming up we want to
25:29
go to the rate matrices and
25:31
through my haste we did not actually
25:33
update this
25:36
so this is going to be
25:40
are
25:42
bed square footage sorry custom field
25:45
that we made
25:47
a cool thing is if it’s not a package
25:49
this will automatically operate update
25:51
uh in the template too so one to 900 was
25:55
to 225 in three hours that’s our our
25:59
three yard minimum that David was doing
26:06
it was every 300 over the first 900 was
26:14
85 bucks
26:18
one more hour and 42 is just break even
26:21
so we’re gonna hit save
26:23
we are going to x out of this estimate
26:26
and now once we load this estimate all
26:28
the data should go in so that’s actually
26:29
something that was kind of glad it
26:30
happened
26:32
um through my haste of speed here trying
26:33
to get this done is that you can now
26:35
actually see what the troubleshooting
26:37
methodology looks like and you don’t
26:38
have to call service autopilot support
26:40
so if we put 1200 in there it actually
26:42
kick in our price now at 340. we put our
26:45
45 minutes to the weeding in that kicks
26:46
that in and uh based on four hours I
26:49
know I need four or four yards of mulch
26:52
so it’s 603.90 4.9 hours uh cost is 420
26:58
50 and our profit margin is 30 40 uh
27:01
three four Thirty point four percent
27:03
final part here is we’re going to put in
27:04
the number of small
27:07
medium and large shrubs
27:16
and let’s say we’ve got two large
27:19
and that shrub for me now is 306 360. so
27:23
we’d hit both draft a quote all the
27:25
customer is going to see is mulch
27:26
installation with weeding for 603 and
27:28
shrub pruning for 306. that’s how you
27:30
tackle your production rate based
27:32
estimating on an Excel sheet into
27:34
service autopilot Callahan’s Corners you
27:36
ask the questions we answer a lot

0:00
Ellen here wanted to uh bring special
0:02
guest Mike and he’s on here for a major
0:04
announcement if anybody had missed the
0:07
landscape Summit last month or actually
0:09
this month
0:11
um out in Seattle you missed an
0:12
absolutely amazing event Dan from the
0:14
simple growth masterminds team was there
0:16
unfortunately I couldn’t make it with
0:18
engagements with uh one of the kiddos
0:20
birthdays so uh Dan went out and
0:23
absolutely just crushed it and Mike had
0:25
a star-studded uh lineup of speakers
0:28
including Corey Ballard uh John Garrison
0:31
and a couple other uh Heavy Hitters
0:33
there Mike who else did you have on
0:34
stage there that uh I saw in the
0:35
pictures uh Tommy Mello so he he’s the
0:38
founder of A1 Garage Door uh he has a
0:41
home service expert he has the podcast
0:43
and things so he’s pretty cool they do
0:45
massive amount of garage doors so it
0:47
kind of still service Industries like
0:48
200 million though it’s crazy
The Summit
0:50
awesome yeah one of the things I really
0:51
loved about the the summit um the
0:53
feedback was it was really it was about
0:55
the actual attendee it was providing
0:58
value there was really no sales pitch
1:00
off my understanding there’s really no
1:02
vendor boost uh the Augusta Nation there
1:04
the franchisees were there but it wasn’t
1:06
just the franchisees it was a whole
1:08
bunch of other businesses across the U.S
1:10
and Canada joining in there for uh two
1:12
and a half three days of just pure
1:14
education
1:15
um and Mike if you wouldn’t mind talking
1:16
about it something that I found really
1:18
interesting uh my wife said you stole
1:19
her idea but it sounded like you had two
1:21
separate tracks at the conference or the
1:24
summit yeah so there was a support track
1:26
that was basically for spouses as well
1:28
as managers employees and that was uh
1:32
more geared towards how do you support
1:33
the owner how do you get ahead and get
1:36
promoted
1:38
um and then also like a panel some of
1:40
the ladies so like Corey Ballard’s wife
1:42
was on that several of our franchise
1:43
these wives were on there
1:45
um myops manager she was kind of leading
1:47
that and kind of just talking to the
1:49
spouses of the owners how does it just
1:51
kind of going through hey like do the
1:53
stories that we went through these are
1:54
things that happened to us and then how
1:55
to learn from those and hopefully uh
1:57
help the business and the relationship
1:58
as well
1:59
yeah and Mike honestly I don’t know if
Mikes Story
2:01
you’ve heard my story but originally
2:03
when I started the business married a
2:04
girl from high school went through
2:05
college uh that business owned me I was
2:07
working 100 hours a week seven days a
2:09
week
2:10
um I don’t know if that necessarily
2:11
would have saved the marriage but I’ll
2:13
tell you what the divorce that I went
2:14
through thank God there was no kids at
2:16
that point uh was a direct impact and
2:19
result of the way I ran my business so
2:22
uh if you’re listening to this
2:24
um you know Mike what you did there was
2:26
really instrumental in my opinion
2:27
because you you gave that uh secondary
2:30
support that I’ve never seen at a
2:31
conference or even through a software
2:33
Consulting
2:34
um but man I tell you what if she had
2:36
actually gone to that conference it may
2:39
have sparked some conversations I think
2:41
I’m better off that I’m not with her but
2:43
um you know you know guys he goes if
2:44
you’re what you’re listening to this uh
2:46
Mike actually had some really
2:47
interesting thought because
2:49
um especially even if it’s not your
2:50
spouse or partner but it could also be
2:52
uh the business manager or the um
2:55
anybody working outside the owner
2:56
there’s a lot of times there’s a
2:58
communication disconnect
2:59
and I find it with a lot of the
3:01
businesses we work with Mike that that
3:02
communication just isn’t there
3:04
um so to have something that would
3:05
facilitate those conversations uh must
3:08
have been huge yeah like the very first
3:11
you know keynote we talked about uh why
3:14
businesses go out of business and
3:15
especially we head into recession in my
3:17
opinion this year and next year will be
3:19
some some of the highest levels of
3:21
bankruptcy and any people going out of
3:22
business especially in service-based
3:23
companies as we go into a recession that
3:25
we haven’t seen for 14 years
3:27
um but what what typically the the story
3:30
We Tell ourselves and our family once we
3:32
go out of business is to be like oh the
3:33
market was bad hiring was hard you know
3:36
no one wanted to spend you know I’m a
3:38
bad Market all these other things bad
3:40
management et cetera but really when it
3:42
comes down to it for small businesses
3:43
especially service-based businesses that
3:45
have a low barrier to entry most the
3:47
time the real reason for why they go out
3:49
of business is around three things
3:51
relationships personal health or they go
3:53
beyond their personal capacity
3:55
um and different capacities in the
3:58
business in terms of asset capacity
3:59
labor capacity d as well as personal
4:01
capacity and so in my opinion those are
4:03
the three things that um why companies
4:05
actually go to business and so
4:06
preventing the major one which is
4:08
relationships in my opinion
4:10
um and I just used the framework of like
4:11
when I get on the phone with Webbie
4:13
franchisees or non-pranchisees it’s like
4:16
why are you gonna it’s almost always
4:17
around like something to do with a
4:18
divorce something to do with a manager
4:21
not agreeing with them and leaving some
4:22
sort of breakup with a partner it’s like
4:24
relationships are super important it’s
4:26
something we really focused a lot on
4:27
this past conference because I do see
4:29
that being the biggest factor in terms
4:31
of closures and as you head into
4:33
recession could be on the same page
4:34
because it’s gonna get harder yeah like
Providing Value
4:36
I said I wasn’t able to make it with uh
4:37
Stella’s birthday but man it’s not even
4:39
be at the event and not even from the
4:41
simple grow team that was there but a
4:43
lot of our clients and other people I
4:44
know in the industry the feedback I got
4:46
from that conference
4:48
um was just phenomenal so I’m really
4:51
excited uh with some announcements
4:52
you’re gonna be making here uh shortly
4:54
in the Facebook live about that but um
4:57
you know if we got a few minutes Mike I
4:58
know you’re really big on providing
5:00
value and I know one of the biggest
5:01
things you just brought up was recession
5:03
I know uh might have been a little bit
5:04
before your time I’m aging myself here
5:06
but that recession to 2008
5:09
um was one of I honestly probably the
5:11
biggest growth year of Callahan’s Lawn
5:13
Care
5:14
um and obviously you know jonathoshnick
5:15
of the lawn care millionaire
5:17
um original founder co-founder service
5:19
autopilot that was one of the biggest
5:20
things I took away thankfully before
5:22
that uh meeting Jonathan is that is one
5:26
of in his opinion and probably my
5:27
opinion now too is one of the best times
5:29
to grow and I I took to heart uh what
5:31
Jonathan said there and basically once
5:34
you learn how to Market uh business is
5:37
fun it’s predictable he uses that
5:39
analogy of that vending machine where
5:40
you you drop a hundred dollar bill and
5:42
every time you do that ideal client
5:43
comes out so you’ve got that marketing
5:45
component
5:46
um and I know you’re really big into uh
5:48
cash flow management budgeting but I
5:50
think the other piece of that kind of
5:51
leading into your opinion I guess on
5:53
that is
5:53
um Jonathan talked about a cash War
5:55
chest and that was something uh when we
5:57
were at gie now currently Expo probably
6:00
about three four years ago that really
6:02
resonated with me as I went to go start
6:04
simple growth about four years ago four
6:06
and a half years ago now uh Jonathan and
6:08
I were at the gulp having a few drinks
6:11
it was probably up to three four in the
6:12
morning
6:13
um but he really kind of opened up the
6:15
keys to success of City Turf and
6:18
um the software company and talked about
6:21
cash flow management and being ready for
6:23
the opportunity to actually be able to
6:25
outspend your competition
6:27
um so I don’t know if you had some
6:28
thoughts on that bike but I know
6:29
obviously you’re really Savvy you
6:31
brought out the recession at the
6:33
conference and kind of turned some light
6:34
bulbs on how people thought
6:36
um kind of kind of give us a quick
6:37
synopsis of that talk and how you you
6:39
talked about it going in there and you
6:41
talked about the value of crypto was a
6:42
little bit there how certain things were
6:44
changing with the market yeah so like
6:46
when you look at who’s gonna win in my
6:49
opinion it’s a matter of you know
6:51
investing into the recession is
6:52
extremely important
6:54
um and growing during that time the
6:56
people who are going to win during this
6:57
time are the ones that can Market the
6:58
reason for that is because during a
7:00
recession which what historically
7:02
happens is attrition will go up and so
7:04
if you can’t replace those customers
7:06
inside your funnel and you don’t know
7:08
how to because you don’t know how to
7:09
Market you don’t have an offer you don’t
7:10
have any selling proposition you don’t
7:12
know how to use scarcity you don’t have
7:14
a good brand you have a good website if
7:16
you can’t bring in new leads in a
7:17
recession you’ll get wiped out because
7:19
the attrition rate will literally double
7:21
whether you’re in commercial or
7:22
residential I talked to someone
7:23
yesterday that they lost a 400 000
7:24
Municipal contract and that’s you know
7:27
30 of their business and they don’t know
7:28
what they’re gonna do they just went
7:29
from positive to 15 cash flow or a
7:32
profit margin to they’re expecting
7:33
negative five percent this coming year
7:35
um that’s going to happen more and more
7:37
and more the person that can replace
7:39
those customers because they they’ve
7:41
gotten they’ve nailed the process of
7:43
sales is the one that go in because but
7:45
also happens during recession is people
7:47
stop spending money on marketing it’s
7:49
the first place the place that people
7:50
will cut money on in their budget and so
7:52
if you’re if you have the ability and
7:55
the skill set of marketing and you know
7:57
what your customer acquisition cost is
7:58
there’s a good chance that although your
8:00
customer demand Falls let’s just call it
8:02
by 20 or 30 percent there could be a
8:04
good chance that your customer
8:05
acquisition cost gets halved or more
8:08
because there’s simply less people
8:10
spending money on clicks and so if my
8:12
cost per click was three dollars and now
8:14
it’s a dollar yeah maybe my conversion
8:16
ratio or my
8:18
um my close ratio in terms of people
8:19
accepting my estimates goes down because
8:21
people are less likely to buy however if
8:23
I just brought down the 67 percent my uh
8:27
my cost per click well now the math
8:29
still works and so the person that knows
8:32
that math understands that funnel and
8:34
knows how to pump more money into the
8:36
marketing funnel they’re the ones who
8:37
can grow and expand during a recession
8:38
the person that’s always been you know
8:40
relying on referrals and like oh
8:42
everyone just knows my name I’ve never
8:43
spent any money on marketing marketing
8:45
is dead it I don’t need a website
8:46
they’re the ones that I’m afraid of
8:48
because now when when their attrition
8:50
goes from 20 to 60 year over year that’s
8:53
a big problem for them
Metrics
8:55
Mike I couldn’t agree with you more and
8:56
guys if you’re listening this and this
8:58
is these are new Concepts you’re hearing
8:59
for the first time uh these are the
9:01
foundations of scaling that business to
9:03
seven figures and well beyond and Mike
9:05
if I’m if I’m gonna infer anything for
9:07
the conversation is
9:09
um to be able to go out and scale
9:11
especially in this recession is we
9:13
should be probably tracking some really
9:15
basic kpis key performance indicators
9:17
we’re metrics so you talked about uh
9:20
probably if I’m inferring lead sources
9:22
so where are they coming from is it is
9:24
it clicks is it door hangers is it
9:26
client referrals and the other big thing
9:28
is eventually we’re spending money we’re
9:31
probably gonna have a client acquisition
9:32
cost so what’s it cost to actually
9:33
acquire that client and then eventually
9:36
uh based on the software that you’re
9:38
using you probably would have a client
9:40
lifetime value so if you’ve got those
9:42
three key metrics
9:44
um the risk of saying wow I might spend
9:47
an extra 30 or 40 000 this year in
9:49
marketing maybe we don’t even need to
9:50
because everybody’s retracting but
9:52
actually callahans we we doubled down
9:54
and actually doubled our marketing um so
9:56
it was a compounding effect and trust me
9:59
I wasn’t the mad scientist behind this
10:00
Jonathan kind of gave me the secret
10:01
recipe and man did it work
10:04
um but but Mike’s talking about is
10:06
tracking your lead sources probably the
10:08
acquisition and maybe the closing ratio
10:09
on the show you can make those
10:10
fine-tuned tweaks
10:12
um and when he talked about attrition
10:14
that could also be if you’re unfamiliar
10:15
with that word that’s going to be
10:16
cancellations or churn
10:19
um and there’s some things right now on
10:20
our Market mic that we we probably can’t
10:23
control is literally just people leaving
10:25
our local markets we’ve got one of our
10:26
clients in downtown Phoenix Mesa area
10:28
where he loses 12 to 15 percent of his
10:31
client base every year because there’s
10:32
just a high toner over of people leaving
10:35
that area so uh Mike if I’m guessing
10:38
like we probably should be tracking what
10:40
is our attrition or cancellation rate or
10:42
churn as they call it and what why are
10:44
they leaving is it they’ve lost their
10:46
job they’re tightening up their budget
10:48
are they just leaving our Market
10:50
um and those are things I think that we
10:51
really need to know Mike to be able to
10:52
go and at least stay the same size but
10:54
if we’re going to take Advan advantage
10:55
of everybody retracting these local
10:57
markets right now if you’re using a
10:58
software system and you’ve built a
11:00
system in your marketing and your sales
11:02
this is a time to Double Down folks and
11:04
and I think cash flow is key right now
11:07
so if you can start to accumulate some
11:09
cash so when it gets rough you have that
11:11
extra liquid cash flow to to put in
11:14
um this could be a game changing season
11:16
for a lot of people I know a lot of the
11:18
Guster franchises right now are
11:20
following your methodology and they’re
11:21
growing by Leaps and Bounds as we work
11:23
with quite a few of them
11:24
um on the different software platforms
11:25
that we automate on
11:27
yeah and I think the the thing to keep
11:29
in mind is you gotta know what numbers
11:31
you can spend up to right because some
11:33
people are going to this reception like
11:34
oh yeah I’m gonna grow I’m gonna expand
11:36
I’m gonna spend money on marketing it’s
11:37
like well how much can you spend before
11:39
you break even right and you’ve got to
11:41
know that if you take the annual value
11:43
average annual value of a customer
11:45
divide that by attrition rate there’s
11:46
your lifetime value and you multiply
11:48
that by your profit percentage okay
11:49
that’s a that’s exactly how much money
11:51
that customer is going to make you and
11:52
profit over the course of their lives
11:53
man now it’s a matter of like can you
11:57
are you willing to spend how much are
11:58
you willing to spend of that to get the
12:00
customer in the top of the funnel right
12:02
so it’s just it’s just simply a math
12:04
game once you actually know those
12:06
numbers but unfortunately most of us
12:07
simply don’t know the top of the funnel
12:09
that is cost per click cost per lead in
12:10
customer acquisition cost and they don’t
12:12
know the bottom of the funnel in the
12:13
bucket and that is what’s your attrition
12:15
rate what’s it called No and do you have
12:17
like a re-engagement program can you get
12:18
people to go from attrition they’ve left
12:20
the system to getting back in the top of
12:22
the funnel and you aren’t going to get
12:24
the people that move out of town like
12:25
you mentioned but you’re going to get
12:26
the people potentially that try for
12:28
other services they don’t show up and
12:29
they’re like oh I’ll go back to Bob’s
12:31
lawn care because
12:32
um they actually at least showed up
12:33
right
12:34
yeah and I think the key to that mic is
Database Segmentation
12:36
really um database segmentation so I
12:39
think one of the things that you hit on
12:40
that I think people think were
12:41
absolutely nuts when we go out to
12:42
automate these or even if you’re doing
12:43
it manually that’s okay is literally
12:46
tracking the people that are current
12:47
clients and past clients so you’re going
12:49
to have some nut jobs you don’t want
12:50
back we’ve had with the crazy Karen’s
12:52
but we get them out of the system we do
12:54
not we hit them with a do not market tag
12:55
or button
12:56
um depending on the platform you’re
12:57
using but we were seeing two to two two
12:59
to two and a half percent of most
13:00
canceled clients are coming back year
13:02
after year just through nurturing them
13:05
through a manual or automated process
13:07
and we’re just not selling it we’re
13:09
providing value and through reciprocity
13:11
they’re coming back and what we’re
13:12
seeing is a lot of people lawn care and
13:14
home cleaning industry really Mike is
13:15
that through code they tightened up they
13:18
maybe got laid off they didn’t have the
13:19
financial means and they’re too
13:20
embarrassed to call you back but you’re
13:22
engaging with them and now they’re ready
13:25
for that service provider again and
13:26
they’re coming back or they went with
13:28
the cheaper provider and now that person
13:29
gets wiped out because of the end of the
13:31
recession they can’t handle margin
13:32
compression staying in business this is
13:35
a big win over the next two years if you
13:37
just stay you know everyone’s like I
13:38
gotta grow well if you stay in business
13:39
you’re gonna call on the other side of
13:41
this with half the amount of competition
13:42
in your Market uh that’s a good place to
13:44
be in
Closing Thoughts
13:45
yeah I’m like I can’t thank you enough
13:46
coming out here I know you’ve got a
13:47
compressed schedule we do have a major
13:49
announcement here that we’re going to
13:50
drop here in a few minutes but uh kind
13:52
of any closing thoughts are going into
13:53
2023 that you think that is important to
13:56
provide uh with the service industry
13:59
here specifically Lawn Care landscape I
14:01
know you’ve got uh my last check was it
14:03
was well over a hundred franchisees with
14:05
the Augusta model there across the U.S
14:07
and I believe Canada
14:09
um but if you were to give anybody a
14:11
couple action items going into 2023 with
14:14
the impending recession
14:16
um and I was going to say labor got any
14:18
better but I think we’ve gotten a little
14:20
bit better at marketing and selling our
14:21
businesses and actually doing the right
14:23
thing with our team members and just not
14:25
using them as a piece of equipment and
14:27
using and abusing them
14:29
um I think anybody that’s left up and
14:30
living right now and in business has
14:32
kind of figured that equation out at
14:34
least a little bit but what were the
14:36
things if you’re if you’re going out
14:37
you’ve got a business this year what do
14:39
you what are the top three things you’re
14:40
focusing on in the lawn care Landscape
14:42
Company
14:43
yeah like I say the first thing is when
14:45
it comes to labor especially for the
14:47
larger operators it’s still going to be
14:48
a problem
14:49
um I think there’s a lot of false hope
14:51
that as we head into recession uh
14:53
unemployment will Spike and therefore be
14:54
really easy to hire it’s going to be
14:55
easier but I don’t think it’s gonna be
14:57
easy the reason for that is because
14:58
traditionally in in a recession when
15:01
unemployment spikes to seven eight
15:02
percent uh yes you will have people
15:04
lining up to work for you they’ll bend
15:06
over backwards to stay working with you
15:07
you’re at the retention of employees
15:10
goes way up because they don’t want to
15:11
lose a job I don’t feel like that’s
15:13
going to happen the labor-based industry
15:14
because the last recession we have was
15:16
2007 2008 and what wasn’t around in 2007
15:18
and 2008 was flipping things on eBay was
15:21
Tick Tock was making money on YouTube
15:24
was making your own Shopify account that
15:26
is where people are going to go when
15:28
they lose jobs in my opinion they’re not
15:29
going to go like oh I’m gonna go mow
15:31
graph they’re probably gonna go try to
15:32
do stuff online and so I’ve seen some
15:35
even like influencers like garyvee
15:36
saying oh like in a recession you know
15:38
Home Service businesses are going to be
15:39
like totally fine finding employees like
15:41
I don’t think so because the last time a
15:43
recession happened we didn’t have these
15:45
other tools and the average Millennial
15:47
and gen Z is not like jumping up and
15:48
down about mowing grass and seven you
15:50
know you know seven you know 80 90
15:52
degree weather like they’re just not
15:54
happy about that so I think the number
15:56
one thing is like having a strategy
15:57
around that number two is getting very
15:59
very good at marketing actually having
16:01
no longer will it just work to say like
16:03
oh I’m mow grass here’s all my services
16:04
call me like that’s not gonna work
16:06
anymore because now the uh customer
16:09
demand shrinks and so instead of just
16:12
you can’t just cast this wide net it’s
16:13
like targeting it is a matter of having
16:15
to eat selling proposition having an
16:17
offer having scarcity being able to have
16:19
automations and a follow-up sequence
16:21
that is going to keep them in um and
16:23
improve your close ratio third thing I
16:25
would say is capacity
16:27
um when it comes to assets as well as
16:28
labor and maximization of that like
16:31
asset utilization is massively
16:32
underrated
16:34
um the fact that most places when I
16:35
drive into their shop they have four
16:37
trucks sitting there three out on the
16:39
road and two employees it makes no sense
16:40
so asset utilization both um Human
16:44
Resources as well as Assets in terms of
16:46
trucks and equipment like those things
16:48
need to be out there working
16:49
um the majority of the day and majority
16:51
of the week uh and if they’re not they
16:52
should be sold uh and so the person that
16:54
has the most lean operation is using
16:56
their equipment to the fullest extent
16:58
um and that truck’s on the road for five
17:00
days a week they’re gonna be the ones
17:02
that win because they’re gonna be the
17:03
ones that can uh sharpen the pencil
17:05
they’re the ones that will get through
17:06
this recession and spend money on
17:07
marketing because they have uh available
17:10
cash and available net profit to to
17:12
deploy because they don’t have waste
17:14
sitting in their in their shop space
17:15
every single day so those will be the
17:16
three off the top of my head mind blown
Major Announcement
17:19
brother I couldn’t agree with you more
17:20
if you listen this go out and get some
17:22
education around the marketing that Dan
17:23
Kennedy long script style uh scarcity
17:26
overcoming those objections call to
17:28
action all the things Mike’s talking
17:29
about those are things going to get you
17:31
through track the numbers know your
17:33
numbers and be able to react on those
17:35
numbers quicker um while everybody’s
17:36
starting your track I’m looking positive
17:38
this year Mike um as I’m looking forward
17:40
to 2023 uh major announcement here if
17:43
anybody hasn’t seen it uh Mike I’ll let
17:45
you announce it but October 16th and
17:48
17th in Louisville Kentucky uh sounds
17:50
like we’ve got some big big plans here a
17:52
little bit earlier than this year
17:54
yeah so um we want to kind of move uh
17:57
landscape Summit close to equip Expo
17:58
since so many of our Industries already
17:59
there
18:00
um so it’ll be the two days before
18:01
Monday and Tuesday and then people can
18:03
go right into Wednesday Thursday Friday
18:04
to clip Expo and we’re gonna be right
18:06
downtown Omni Hotel uh in there in
18:08
Louisville so it’ll be a lot of fun our
18:09
goal is to kind of make it the biggest
18:10
business oriented uh conference in our
18:13
industry uh obviously quick Expo is
18:16
massive in terms of the equipment the
18:17
Boost and the trade show side but just
18:19
focusing on business and numbers and
18:20
marketing and like you know the stuff
18:22
that I’m passionate about and trying to
18:23
minimize the commercial side of it as
18:25
much as we possibly can so yeah it’s
18:27
gonna be a lot of fun it’s gonna be two
18:28
days we’re gonna Jam pack it I’m looking
18:29
forward to having you and Dan there
18:31
hopefully speaking at some point there
18:33
as well so it’s a lot of fun yeah really
18:35
excited can’t can’t wait to be there I
18:37
know myself Dan for the simple growth
18:38
masterminds team planning on being there
18:40
in whatever capacity we can help and
18:42
provide value but really want to get
18:44
this out uh Mike because I know after
18:46
the after you launch this uh at the
18:48
actual Summit this year
18:50
um capacity like people are buying these
18:52
tickets already so it’s gonna be October
18:54
16th and 17th Omni Louisville Kentucky
18:57
simple grow team’s going to be there I’m
19:00
sure all the other influencers that were
19:01
at the summit this year will be there
19:03
and a star-studded pack event Mike but I
19:06
know when you do something with the
19:07
Augusta team uh it really never you know
19:10
ceases to amaze me what you do and the
19:12
value you bring so I thought it was
19:14
really important to spend some time here
19:15
drop some knowledge with you but really
19:17
let people know if you want to see to
19:19
this event uh the time to act is now uh
19:22
Mike’s going to give you a quick website
19:23
where to sign up but it’s going to be
19:25
the 2023 landscape Summit Louisville
19:27
Kentucky October 16th and 17th and Mike
19:31
if people are looking to uh get those
19:33
spots before they fill up uh quickly
19:35
here which they already are what’s the
19:37
best way to locking down that conference
19:40
for him yeah just mycandies.com Summit
19:43
so mycandies.com tickets there
19:46
um I’m hoping we can hopefully keep it
19:48
open the registration as long as
19:50
possible but we will have to probably
19:52
close it towards the end guys get close
19:54
we do plan until end up yeah well people
19:57
I’ve talked to went to the original one
19:58
here uh just this year in the last year
20:00
before that
20:01
um we need to sell tickets we need to
20:03
sell tickets because it’s costing
20:05
hundreds of thousands of dollars so we
20:06
need to sell a lot of tickets so please
20:08
go buy Mike andes.com it’ll be great
20:10
awesome Mike can’t thank you enough
20:12
appreciate you coming on
20:14
um glad we could break the announcer
20:15
that the conference now is lining up
20:17
right behind uh expo here
20:19
um I’ll show you I’m gonna see at the
20:20
conference and then are you sticking
20:22
around for uh Expo as well at least a
20:24
day or two yeah awesome all right well
20:26
if you guys are watching make sure you
20:28
go to Mike Andy slash Summit is it yes
20:31
exactly all right Mike thanks again no
20:33
you got a compressed schedule thanks for
20:34
being part of the industry providing
20:36
knowledge doing everything else you’re
20:37
doing and uh I have a feeling we may be
20:40
popping on here uh somewhere in the near
20:42
future talking about some other great
20:43
things that Mike’s doing uh we can drop
20:45
a hint we can drop in everyone really
20:47
just wants to know if you’re taller than
20:48
me that that was that well we were going
20:50
to break out the measuring tape and go
20:52
live I actually had to get some platform
20:54
shoes because the hair today I might
20:56
have insoles bro
20:59
all right brother I appreciate everybody
21:01
out in the lawn care landscape industry
21:03
appreciate it can’t wait to see you at
21:05
summit2023 with Mike Andy’s take care
21:07
guys

0:00
welcome back to Callahan’s corner where
0:01
you got some questions we have some live
0:03
right here on Facebook got a User
0:05
submitted question here in the service
0:06
autopilot User Group
0:09
um and I’m going to pull this up here or
0:10
actually read it off the screen uh
0:12
question is uh Jeff asks does anyone
0:14
have a report that they used to figure
0:15
out paper performance for employees not
0:17
sure how we would share but looking for
0:20
ideas so uh Jeff’s talking about paid
0:23
performance or uh probably date myself
0:25
here a little bit but also considered or
0:27
called piece rate pay now uh before we
0:30
dive into us if people have never heard
0:32
about peace rate or uh the new term that
0:34
you’re using now uh P for p
0:36
um that Mike Andes has introduced in a
0:38
lot of the ecosystems over the gust of
0:40
lawn care uh piece Raider P for P or pay
0:42
for performance
0:43
is a pay system
0:45
um that has not only been adopted in the
0:47
lawn care industry but as well as the
0:49
home cleaning industry uh one of the
0:50
leading experts in the home cleaning
0:52
industry Debbie sardone has also
0:54
introduced uh pay for performance in her
0:57
Consulting area so whether you’re doing
0:59
lawn care home cleaning this is going to
1:00
be applicable if you’re using essay and
1:02
I’m going to show you some examples in
1:03
sa but before we dive into it I really
1:06
want to talk about what is Pace rate or
1:08
pay per performance uh so the idea here
1:10
is that we are going to pay the employee
1:13
on a uh percent or on the actual
1:16
budgeted time on the job with a quality
1:18
control uh that’s going to be the most
1:20
important part there because when we
1:21
introduced uh piece rate pay in our
1:23
company uh we’re focused more on just
1:25
production and not just
1:28
um production with quality now the
1:31
second option here that has been
1:33
introduced lately in the last five to
1:34
six years has been uh paper performance
1:37
or piece rate pay on the percentage of
1:39
invoice so a lot of people want to know
1:41
how can I run this report inside service
1:43
autopilot for
1:45
not only the budgeted time as a per or a
1:47
percentage of invoice so my personal
1:49
opinion is we dive in here I’m going to
1:51
show you what this looks like in an
1:52
actual uh pre-built report for lawn care
1:55
and home cleaning
1:56
um is that when you’re going to
1:58
Institute uh piece rate pay we want to
2:00
base it on the budgeted hours now
2:02
there’s two or three different reasons
2:03
why I suggest this but the reason why we
2:06
want to do this is that
2:07
um we can now compare our employees on a
2:10
public accountable chart or dry erase
2:13
board or TV in the office or shop
2:16
um so we’re basically comparing apples
2:17
and apples the second reason is is we’re
2:19
doing uh based on budgeted hours the
2:22
employees now or team members do not
2:24
know what you’re charging for every one
2:25
of your accounts so
2:27
um not being paranoid but that may not
2:29
be something depending on their level
2:30
that you want to share because at one
2:33
point in my company we lost about a
2:34
third of the employees overnight
2:36
and they went out to literally start
2:37
their own company and take our clients
2:39
uh long story short we we ended up very
2:42
quickly with some legal injunctions and
2:44
um contacting those clients but those
2:46
are some of the risks if you’re doing a
2:47
percentage of the invoice amount uh
2:51
especially if you have 1099
2:52
subcontractors
2:54
um so I wanted to open up the screen
2:55
here and talk about what Jeff talked
2:57
about here is his question around paper
2:59
performance so without any delay here
3:02
I’m going to pop in and show the screen
3:04
here uh so this was Jeff’s question that
3:06
was submitted uh anyone have a report
3:08
that we they used to figure out paid
3:09
performance employees not sure how uh
3:11
but should look for some ideas so what
3:13
I’m going to do here is pull open
3:15
um the first example that we built for
3:18
CBF members cleaning business
3:20
fundamentals this is Debbie sardones
3:21
this is part of her business in a box
3:23
that we build for her members but
3:25
whether it’s lawn care home cleaning uh
3:27
this is a great example and then I’m
3:28
going to show you a lawn care uh Slash
3:30
home cleaning example that we built uh
3:32
before we started working with Debbie
3:34
um that works an essay as well but
3:36
really what you’ve got here is uh Carla
3:38
and I are two individuals two separate
3:40
Crews that have actually gone in and
3:42
done uh this job
3:45
and we’ve got a area here of checking
3:49
the clock time the billable time the
3:50
budget hours so I’m going to talk about
3:51
the dispatch Board of the closeout day
3:53
screen to make sure we have good data in
3:54
good data out because that is going to
3:56
be one of the most important things also
3:58
an essay no data in no data is your
4:01
Achilles heel as well so we just got
4:03
done with the simple growth two-day free
4:05
live training event in New York here
4:06
about a week ago uh going to be
4:08
continuing those throughout each quarter
4:09
but um the big thing here is is we found
4:12
that data is not
4:14
um really your friend unless it’s good
4:16
data so we want to make sure we’ve got a
4:18
good clocked in the little hours
4:19
budgeted time and job amount and what
4:22
you can see here is we’ve got three or
4:24
four different pay levels we go up to I
4:25
believe about eight different pay levels
4:27
in our report uh that we actually create
4:29
for service autopilot but what you’ve
4:31
done is you’ve set either a percentage
4:34
and once again I’m not recommending that
4:36
we do the percentage but some people
4:37
asked on this so 35 44 49 and 53 these
4:41
are the numbers you would plug in as
4:43
you’re paid a percentage of invoice and
4:45
based on that uh billable hours uh Carla
4:48
came in before I did uh with her clocked
4:51
in time of 11 30 to 12 21 and I came in
4:54
at 12 to 12 34. so uh the idea is if we
4:57
did like a spring cleanup or multiple
5:00
jobs or multiple crews are coming in we
5:01
can pay those people on that crew as the
5:03
percentage of budgeted time or
5:05
percentage of invoice they’re actually
5:06
there so Carla picked up 60 of it I
5:09
picked up 40 based on the pay level uh
5:12
these would have been the actual pay
5:14
amounts here that we would have gotten
5:16
paid individually on that job so that’s
5:18
the idea we want to be able to break it
5:20
down as a percentage of invoice or
5:22
budgeted hours so what I’m going to do
5:23
is open up the screen here and take a
5:25
look at
5:26
the report Center here and this one here
5:29
is uh our version of our pay for
5:33
performance or piece rate based on an
5:36
actual dollar amount so you can see the
5:38
pay rates here that we have have shrunk
5:40
down the four but we go up to eight uh
5:42
16 20 22 and 24. that’s the hourly rate
5:45
that the employee would be making and
5:47
we’re going to multiply that by the
5:48
budgeted hours or the percentage of
5:49
budget hours that they actually would
5:51
incur now you may look at this and say
5:53
Mike there’s a lot of red on the screen
5:54
well you’re absolutely right so what
5:57
we’ve done is built some logic into this
5:59
report so if you’re going to run this
6:01
report for payroll uh obviously
6:03
important to make sure we’ve got good
6:05
data so we’ve done is built in some
6:07
logic into this
6:09
um
6:09
to make sure if it the data does not
6:12
look right that we actually can go in
6:14
and show you uh the areas you should
6:16
look at before you run payroll so uh in
6:19
this test account uh we’ve got clocked
6:22
in times over here that we’re not done
6:24
uh and we’ve got some budgeted hours
6:26
they’re missing now we do have a dollar
6:28
amount so that’s okay
6:30
um but the idea is we’ve got our levels
6:31
of pay and then these would be the
6:33
payouts based on the percentage so if
6:36
you want to walk into your service
6:37
autopilot account and have this
6:39
automatically emailed to your payroll
6:41
company your payroll person every week
6:43
or bi-weekly
6:45
or be able to have your team members or
6:46
managers go in here on a daily or weekly
6:48
basis to create public accountability we
6:50
need to make sure we have good data in
6:52
here so what we’re going to be doing is
6:52
looking at the dispatch board
6:55
um and there’s some things in here in
6:56
this test account here that we are
6:58
looking at so the first thing we’re
7:00
looking at here is under columns uh just
7:02
like we showed in our live training
7:03
event we want closeout day screen and we
7:06
want variants and I want actual hours
7:08
and once we click those in we have that
7:11
ability I’m going to suggest that you
7:12
save a view here and do it for each
7:14
cruise and go in each day and double
7:16
check this and if you’re running a
7:19
reporter or an analysis that is going to
7:21
be driving this automated email to you
7:23
one of your five automated reports
7:26
um all these areas should be green as
7:29
they are here in the screenshot right
7:31
here so this is what it should look like
7:33
in order for the good data to be in
7:35
there
7:36
and all the data we need several things
7:39
here so we need to start and stop time
7:40
that makes sense we need budgeted hours
7:43
and we need a dollar amount if all three
7:46
of those apply then when we come back to
7:49
our piece Raider pay for performance
7:51
report and service autopilot all these
7:53
areas should be green and we can be able
7:55
to pay out on the different level of pay
7:56
or
7:58
um in Debbie sardone’s model the paper
8:00
performance with percentage of invoice
8:01
uh Debbie does also do a percentage of
8:04
dollar as well as budgeted hours and I
8:07
believe Debbie also recommends the uh
8:09
based on budgeted hours so we’re not
8:12
giving away our pay rates here but uh
8:14
either way that’s what it’s going to
8:15
look like inside service autopilot uh we
8:18
want to go in and build that in
8:20
and make sure if we’ve got bad data that
8:23
um
8:23
it is going to highlight it in red and
8:25
let us know so we can have an admin or
8:26
somebody check that and now the business
8:28
owner has clear great data they can
8:30
provide to the team members and actually
8:32
do that if this is something you’re
8:34
interested uh hit up the simple growth
8:35
team we do have a done-for-you model but
8:37
if you’re building yourself this is what
8:39
it actually looks like uh this probably
8:40
took two and a half three months of hard
8:42
work and testing to actually get this
8:44
dialed in but once it’s dialed in uh we
8:46
had one company that took about 30 uh
8:49
Cruise team and basically for their
8:52
payroll it took two and a half to three
8:53
days to literally calculate this a week
8:56
for payroll uh once this report was
8:58
dialed in it was 15 to 20 minutes so two
9:00
and a half to three days worth of work
9:02
to about 15 to 20 minutes so this is
9:04
going to give you the data that you need
9:06
um and ideally if you’re building a
9:08
shelf it’s going to look like what we’ve
9:09
done here with Debbie’s example here
9:12
um for paper performance so if you’re a
9:13
cleaning business fundamental I remember
9:15
uh definitely give us a call uh this is
9:18
something we’ve got already pre-built uh
9:20
for Debbies with her methodology as well
9:22
as her whole complete estimating
9:23
production rate system uh but you do
9:25
need to be a CBF member to have access
9:27
to that otherwise if you’re building
9:29
yourself or you want something based on
9:31
our original reporting for lawn care or
9:33
home cleaning we have our simple growth
9:35
report but this is how you build it
9:37
yourself so comments questions drop
9:39
below but remember uh piece rate we’re
9:41
paying on budgeted time
9:43
we need to have a quality control
9:44
standard with that piece rate and it is
9:47
not to avoid or uh get past time and a
9:51
half or over time that is needs to be
9:53
paid legally in 99.9 percent of the
9:55
states so we need to be paying our
9:56
overtime Most states it needs equivalate
9:59
or be equal to
10:01
um time and a half at minimum wage but
10:03
the idea here is that
10:05
um when you run those reports they
10:07
should be making well over the overtime
10:10
rate
10:12
um with pay uh piece rate or paper
10:14
performance so comments questions
10:15
dropped below this is how you break down
10:17
paid performance or piece rate reporting
10:19
with production and quality based on the
10:22
budgeted hours or if you opt to do
10:24
percentage of invoice but I do recommend
10:26
sticking with paying on the budgeted
10:28
hours because we can have public
10:30
accountability we can show the hours and
10:32
it’s an Apples to Apples comparison
10:33
based on uh percentage so comments
10:36
questions dropped below Callahan’s
10:37
corner you ask the questions we answer
10:39
them live right here

0:00
welcome back to Callahan’s corner you
0:02
have some questions handsome live right
0:03
here on Facebook got a great User
0:05
submitted question here in the service
0:07
autopilot users Facebook group you’re
0:09
gonna pop up on the screen uh Marcus
0:11
says I could use some help on signature
0:13
boxes for accepting proposals in the
0:15
photo attached it shows the instructions
0:16
of the way the client is used to accept
0:19
and sign the contract estimate uh there
0:22
would be a purple box to click and
0:24
accept and sign an initial uh looks like
0:26
Marcus is potentially missing some of
0:29
the main areas here he’s got this red
0:31
box uh Chadwick here on the simple grow
0:33
team has actually just answered this
0:35
question here a few minutes ago uh to
0:37
help the user actually figure this out
0:40
um through some written text but I
0:41
wanted to make a quick video so Marcus
0:42
and everyone else having this question
0:44
going into the season uh could
0:46
understand the basics of how to do this
0:47
here so what do you do is go into
0:49
service autopilot and break this down so
0:51
the first thing we want to do is go to
0:54
the gear icon estimate settings this is
0:56
where most of the things are going to be
0:57
living here so
1:00
as we go in we go to estimate settings
1:02
and we’re going to go in and set the
1:04
allow signature capture on my view my
1:08
proposal that’s going to enable that
1:10
feature of the electronic signature
1:12
almost like a DocuSign uh no extra fee
1:14
in there but it’s going to capture that
1:15
picture
1:16
um and put that in so once we have that
1:18
set up uh we’re going to go into the
1:20
gear icon and go to the document editor
1:23
I’m not going to go into details this
1:25
morning of it but there are three main
1:27
parts to a document workflow we need an
1:29
estimate email where they click the link
1:31
to actually open up the estimate I mean
1:33
the estimate document where they check
1:34
the services with the pricing and do the
1:38
electronic signature and then the third
1:40
piece that goes in is the actual
1:41
estimate acceptance email so if you’re
1:43
building this out Marcus or anybody else
1:45
watching this you want to make sure that
1:46
you’ve got those three pieces now uh
1:48
when we go in I’m just going to go right
1:50
from scratch here we’re going to go in
1:52
and select a document type of an
1:54
estimate we’re going to name it
1:59
and we can put our
2:01
description in here and our subject so
2:05
when I talked about the estimate email
2:06
and estimate confirmation email this is
2:08
where we would actually select those
2:10
documents
2:12
um and literally go in and
2:14
uh connect those documents here so we
2:18
would select the appropriate document
2:19
here I’m just going to grab here for
2:21
some documents just
2:23
for time’s sake here but the idea is
2:25
we’ve connected the estimate email
2:27
estimate confirmation if we want a PDF
2:29
we do that here we hit save that’s going
2:31
to open up that blank document
2:33
and the question or the piece that
2:34
Marcus was missing here is the actual
2:36
email signature component
2:39
um so I’m going to use a blank template
2:40
just you can kind of see where this is
2:41
all going to come into so the document
2:44
editor is a drag and drop Builder here
2:46
and we just kind of drag these
2:48
structures over as I’m sure he has
2:50
already done what we would probably do
2:53
is go in and add some text and an image
2:55
up here for the header and then we would
2:57
go in and grab our Dynamic content
2:59
that’s where our pricing would live and
3:01
we’d click in here and select the
3:02
appropriate
3:04
um grid so we can show that and then the
3:06
final piece is
3:08
where Marcus is talking about here we’d
3:10
go into content grab our text and this
3:14
is where we would go in and
3:16
[Music]
3:16
um
3:18
contract terms
3:23
billing terms and then
3:26
um something click and
3:29
sign below and this is where the
3:33
estimate line would come in so we go
3:34
into merge tags
3:36
whether using a Mac or PC PC to be the
3:39
command or control F is what I’d
3:41
recommend here
3:43
and grab that and if we just type for
3:46
signature
3:51
signature line is the one you want and
3:53
that is what’s going to go in there now
3:55
if you know you want the signature line
3:56
you can actually go at and then just
3:58
start typing signature and
4:02
as you scroll through that would
4:05
actually give you a shortcut to the
4:07
signature line
4:08
so both are the same you’d only want one
4:11
obviously but once you have that in
4:13
there that signature line is dynamically
4:15
going to go in for them to sign print
4:17
their name and hit accept and then once
4:20
that’s done that is going to give us the
4:23
ability to Marcus’s question how do we
4:25
get the time and date stamped IP address
4:27
on here so if we go in and click into an
4:31
estimate
4:32
um this is exactly what we were talking
4:34
about here so you got signature
4:35
information time and date stamps with IP
4:38
address and under attachments we’ve got
4:41
a PDF that’s printable of the exact
4:43
estimate here uh in this test account
4:45
that was signed here
4:47
and then all the way down at the bottom
4:52
you’ve got the signature so for
4:54
collections Court pesticides that’ll get
4:56
you covered so Marcus great question
4:58
about estimate signature lines inside
5:00
service autopilot Callahan’s corner