Author Archive

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welcome back to Callahan’s corner where
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you ask the questions we answer them
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live right here on Facebook gotta user
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commit uh submitted issue
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um in one of the user groups here for uh
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service autopilot kind of read just a
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snippet of it
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um I don’t believe this is actually the
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user’s error
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um but I am going to be talking about
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some best practice how to avoid this
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um and actually go out and uh hopefully
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give Kelly some safeguards how to
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protect herself and anybody else
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watching this when you’re sending out
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bulk emails of several thousand emails
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Plus or text messages
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um obviously want to make sure they’ve
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opted in appropriately but I’m going to
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talk about how to do this so she said
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that uh Kelly said we sent out a
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marketing email yesterday to
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approximately 4 000 leads they’ve
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gathered since 2017 so congrats Kelly
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love the fact that you’re going out and
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Gathering your leads and snap and
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segmenting we’re going to talk about
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that later in the video how we talk
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about where they’re at in the customer
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life cycle
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um after a few hours people started
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contacting your back and I’m
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paraphrasing here but basically uh it
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looked like this email blast had gone
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into somewhat of an infinite Loop not
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sure the details on it
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um but obviously not a great situation
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here so we want to be able to go in
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Kelly and everybody else watching this
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how do we send automated emails not
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necessarily in the email blast it was in
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Kelly’s situation but in an automation
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to go in and protect yourself and adhere
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to life cycle marketing and be able to
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talk to the clients where they’re at in
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the customer life cycle and they have an
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automated but personal conversation and
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it’s going to be the segmentation and
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tag naming conventions here when I open
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up my screen they’re going to actually
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allow you to protect yourself uh no
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matter the software you’re using whether
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it’s service autopilot
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MailChimp uh co-pilot any of the other
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software’s out there that have these
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automations as well as even jobber uh
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this tag segmentation is going to
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protect you as a business owner to make
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sure that if the software got into an
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infinite Loop and started sending out
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emails um that you would be protected so
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I’m going to recommend uh in most
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scenarios we don’t want to do a an email
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blast but what we really want to do is
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set in automation with uh segmentation
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by tags and this would protect you
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um now and in the future so I’m gonna
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open up my screen and kind of uh lift
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the hood of what we do for several
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hundred actually more than that people
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on a yearly basis with automations and
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this is a secret to uh what
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I was doing in my lawn care company uh
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believe it or not probably nine or ten
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years ago
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um and now we have SIMPLE growth that
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actually helps people go out and do this
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in their business so I’m going to kind
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of just give you the foundational areas
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so as we’re looking at a business the
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first thing we want to look at before we
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get into the segmentation is what are
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the core areas in our business that we
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can actually automate um this is going
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to make a little more sense on the next
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screen because we’re going to create
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naming conventions and tag segmentation
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to go in and protect you when you’re
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sending out these
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um email blasts or text messages so the
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first areas that we’re looking at is
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Marketing sales fulfillment finance and
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the fifth one there is internal slash I
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like to call HR so that’s the five areas
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in most service businesses we can
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actually go out and automate
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and the next piece we’re going into here
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is
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um going in and talking about
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segmentation so Kelly uh went in and it
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sounds like she may have segmented some
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things but I’m guessing there may not
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have been the complexity of the tags and
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Kelly if no one’s shown you this there’s
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no way you would know so I’m going to
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break it down for you step by step how
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we do this it’s simple growth
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um first thing we want to do is go in
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and segment so we want to go in
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and talk about the client life cycle or
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life cycle marketing uh new term now
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they’re using out there is life cycle
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automations
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um but what we need to do is take a look
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at it and we want to go literally
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through tag segmentation I’m going to
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show you some naming conventions you can
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actually copy and use that we use in my
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business
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um but we want to talk about a prospect
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who say is interested in uh let’s just
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say Holiday Lights that’s one of Kelly
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Services and then we have a prospect
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that is submitted an estimate that needs
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to be uh finished for holiday lights and
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then we have a prospect with an estimate
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that is not accepted or denied that so
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this is the segmentation that we’re
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looking at then we either have a person
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who’s accepted the estimate or is not
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and if they’re not a current client we
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have a client or a loss estimate or a
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loss lead now why this is important
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is this segmentation is going to have
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done correctly with the tags and things
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I’m going to show you will all not allow
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an automated email or text messaging
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system to get into an infinite Loop type
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situation because the segmentation is
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going to go in and pop those in certain
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areas so in the early days of when we
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automated on service autopilot in the
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beta area we would actually be able to
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tell their developers when they’re
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building the automations where there was
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a bugger it was broken before they could
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actually see it in the source code based
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on the um Clarity of these tags and
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these tags are going to protect you so
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once you have a one client a one a
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client now and a loss estimate or a lost
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lead we have a canceled client
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as well so those are the segmentation
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and then eventually we’re going to talk
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about database segmentation of what I
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think Kelly was trying to do is go in
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and upsell some services and we’re going
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to talk about best practice
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um if you missed my talk at serve Edge
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uh conference
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we talked about this in detail but as we
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segment them the benefits here is we’re
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going to be able to go and educate the
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specific Services they’re interested in
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and overcome any sales or Price
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objections that specific service
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um and then we’re gonna be able to sell
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on a a very personal level and go in and
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follow up in a process we call 20 days
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to close and that’s going to be the
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perfect mix of sending automated emails
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based on that life cycle
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um to follow up on each and every
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estimate if you’re not following up on
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your estimates at least five or more
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times statistically you’re missing out
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eighty percent of sales in your local
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market so this is really really
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important
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um but once again I’m going to suggest
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for most scenarios we want us to keep
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away from this email blast because they
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can get you in trouble but if we’re
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segmenting our database right from
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Prospect all the way through canceled
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client that is going to protect us and
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create an automated personal
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conversation so now we dive into naming
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conventions
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and this is where the key to this is
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um and this is where a lot of times when
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people talk about simple growth why do
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we pay monthly support and update fee
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part of it is this one as I’m actually
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showing here so we can actually go in
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and track these different statuses and
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if there’s an issue uh within minutes we
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can actually go in but we’re looking at
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thousands of hours that have been
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invested into building this out
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um but if you’re building it yourself I
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want to be able to give you the ability
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to actually track this now to my
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knowledge in the service industry area
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there is no other automation company
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that goes to this detail but that’s the
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secret to the success that we’ve had at
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simple growth in my lawn care company so
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what we want to do is basically create
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five categories
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of tagging conventions now if we go back
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three screens here remember there’s core
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areas of automations that we can
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automate in your service Business
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Marketing sales fulfillment finance and
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internal slash HR now we want to create
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tags to be able to track that customer
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Journey so the first one is literally
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zero one dot space that the actual
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status and that is a naming convention
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in a a standardization that is really
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really important when you do this
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um but the 01 status is basically where
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is somebody in your campaigns so in the
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first example of that customer Journey
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they have requested an estimate for
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holiday lights or lawn mowing but they
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haven’t received it yet and then once
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the estimate is received we have an
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estimate received but it has not been
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won or lost those are the statuses we’re
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looking at so it’s o1 status and that’s
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literally zero one dot space the status
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that you have the next thing is O2 his
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history where have they been so we have
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the status of where they’re at and the
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last place they’ve been so in Kelly’s
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scenario uh if there was a confusion in
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the software
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um and she had called us most likely we
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would be able to go in based on those
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history tags and actually stop
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those automated emails from happening
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based on the segmentation because we
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know where they’re at and where last
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place they’ve been we know where they’re
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at so we have some logic built in to be
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able to kick them out
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so that is where you’re at where you’ve
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been and that’s going to follow you
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throughout the whole automated process
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profile keeps track of data not stored
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on uh stored in a custom field so if
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there’s anything we want to keep on the
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profile is profile customer profile lead
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profile canceled customer so in Kelly’s
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case if she wanted to have separate
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communication based on the customer
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profile that was not stored in a custom
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field that would end up on our O3
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profile tag so the fourth one is a to do
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or if you’re using service autopilot
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this would actually be a ticket at this
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point so uh Dave long I believe it was
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in a day or two ago asked a question
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about how do we go from the manual
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process of taking a website request that
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goes to my day screen and now I have to
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prove and do some manual work what we
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would do here is actually go in and
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create the V2 or V3 form on an auto
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create or update lead that would
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automatically create the lead in the
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system and then based on an o4 profile
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tag which is now a to do or basically a
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ticket that profile or the to do tag
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would be applied through an Automation
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and create a ticket assign a specific
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person with a deadline for
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accountability they could be tracked
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through the filtering so now we’re
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starting to manually avoid these manual
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tasks and we’re going to Leverage The
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Power of the software to automate these
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systems now
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the fifth one is our 05 or zero five
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system tag it tells essay or whatever
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the automation platform what to do and
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what happens here is it literally is our
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automated start and stop button so those
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are our when we go into build an
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automation depending on your platform
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whether it’s service autopilot co-pilot
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or keep
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um
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this tag is going to be our trigger to
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start or stop now what we’ve done is
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been able to track the status of where
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they’re at they hit or the status of
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where they’re currently at the history
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of the last place they’ve been the
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profile any data that is on the client
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that’s not stored a custom field any
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tickets or to Do’s that are triggered
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and then system tags literally are kind
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of the analogy of when you were a kid
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going to the carnival or an amusement
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park that’s your ticket to get on and
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off the ride or the Automation and
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that’s how we stop uh the system from
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inadvertently going out and pushing out
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multiple communication points to the
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same person in error and if that happens
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um that’s one of the benefits 99 of the
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time if you’re working with simple
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growth we can actually go in and figure
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that out and stop that repetitive cycle
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that uh happened to Kelly by mistake and
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I don’t think that was Kelly’s fault um
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but I’ve never seen the inside of that
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automation the email blast but from what
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she said
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um
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you know we definitely need to be able
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to stop that this is how we would be
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able to stop that filtering down on
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these tags and segments so the last
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thing here is now that we’ve got our
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five areas that we can automate we’ve
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got our five sets of tags that are based
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on
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the main areas here of status history
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profile to do in system all around our
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five areas of Marketing sales
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fulfillment finance and internal H are
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what do we do to actually name these
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automations
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now like I said don’t really recommend
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using email blast because it’s really
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hard and that’s where some errors are
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going to happen but if we have those
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areas in our business we can automate
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um you can notice the tags here was
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0102030405
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and now our tags here are 10 20 30 40.
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these are the naming conventions for the
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actual campaigns I’m sorry campaign
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areas is going to be 10 dot marketing 20
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sales 30 fulfillment 40 finance and 50
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HR those are the five areas that we can
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automate and now what we’ve done is
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segmented our database to not only uh
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where the leads or clients are cancel
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clients but now we have segmentation of
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our campaign so once again the ability
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to go in quickly if there’s ever an
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issue we need to update these we can go
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in and see all our plays for Marketing
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sales fulfillment finance and internal
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HR these are the keys to success in a
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fully Automated Business and once again
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a email blast is going to be really a
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manual process so I’m not really
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recommending another manual process that
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if you delegate it potentially could be
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an error so as we’re looking this on a
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very very high level people may ask Mike
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where does this all play out um and this
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is an older version of our automations
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here but
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um I want to just touch on at a high
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level because this is where the magic
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will happen
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um so just like David talked about
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earlier in the Facebook group this week
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website request here up on the upper
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left
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vh33 form with duplicate check and we
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automatically create that lead and we
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enter them into your software program or
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if they come in through the office we
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get them in first thing we want to do is
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automatically now automated but personal
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a lead letter these are five or six
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reasons why your business is different
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why people want to work with you
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um as a professional no sales pitch it
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is literally just differentiating you
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now
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word email blast would be really tough
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to do here we have an automated
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segmentation based here and it’s called
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short-term education and what that is is
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that is going to educate them to the
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specific service they’re interested in
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and now that we’ve segmented them based
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on those tags and naming conventions
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um and the different automation types
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we’re able to have a personalized but
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automated communication through this
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based on the specific service they’re
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interested in so in Kelly’s example if
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they’re talking about holiday lights
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something they do in the fall
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we’re able to talk about how a
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professional company sets up the holiday
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lights why we’re probably using LED c9s
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how we’re using mini lights in the trees
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so on and so forth what happens if a
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light bulb goes out what happens if I
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have an issue all those things are
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addressed here so what we’ve done is
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created you as the expert and we talk
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about the questions they have so we’re
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talking about
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what if it’s inclement if the weather is
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not good are they going to hang the
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lights that day
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um what if somebody falls off the roof
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is the insurance going to cover that or
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is it the homeowner’s insurance but all
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those concerns they have we address
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through education up front so we’re
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going to shorten that sales cycle
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through education we’re going to create
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a higher perceived value next spot over
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here is going to be our estimate
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follow-up so once again not really used
14:48
any email blast but basically when the
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estimate is submitted to the client or
14:54
lead if it’s not accepted we file it for
14:56
20 days through automated email text
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message
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and something called ringless voicemail
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bomb hits the cell phone on file looks
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like a missed call and it’s a personal
15:05
call or message saying hey it’s Mike
15:07
from Callahan so sorry I missed you just
15:09
followed up in the essence we dropped
15:10
off two days ago you have any questions
15:11
call me back at this number or feel free
15:13
to accept the online estimate once again
15:15
though if you’re not following up five
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or more times over multiple
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communication channels uh fancy term for
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it is Omni Channel marketing you’re
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missing out on about 80 percent of the
15:23
sales in your local market next thing is
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our one process here so this is once
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again we’re segmenting them based on
15:29
where they’re at in the customer life
15:31
cycle and that’s done through those tags
15:33
status and history tags and potential
15:36
that profile tag
15:38
if we’re sending out a welcome package
15:40
that would also be uh that basically to
15:43
do uh or ticket tag as well that I
15:46
showed you in the naming conventions of
15:47
someone’s on the hook to do that but
15:49
we’re going to do is send an automated
15:50
email welcome them and acclimate them to
15:53
working with your company and if we
15:55
require a credit card on file automated
15:57
we’re gonna have a V3 or I mean a PCI
15:59
Compliant credit card form automatically
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emailed now once again with the tags
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based on status and history we just
16:05
talked about
16:06
we’re gonna go down to the next area
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here with the 30 60 and 90 day follow-up
16:10
so uh if the profile on the service
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they’ve stun is a reoccurring service
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we’re going to follow up 30 60 in 90
16:17
days with an automated email that looks
16:19
personal from your office if they signed
16:21
up for a one-time service once again
16:23
that profile and some of the other tags
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we talked about are going to segment it
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we’ll know it is a one-time service so
16:29
we only follow up so that is how we’re
16:31
going to start to make sure we do not
16:33
have multiple emails going out for a
16:35
one-time service database segmentation
16:38
with fairly clearly defined tagging
16:40
structure next thing is happy holidays
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we’re going to go in and wish them a
16:45
happy holiday around your New Year’s Eve
16:47
Labor Day Memorial Day veterans day uh
16:50
and then following to that is our
16:51
newsletter campaign we’re going to go in
16:53
and educate them what they need to be
16:55
doing in their yard or home the month
16:56
advance so going into the spring season
16:58
here we should have already sent out if
17:00
we do fertilization we control a
17:03
pre-emergent newsletter about how we
17:05
actually
17:07
um the the difference between
17:08
pre-emergent and post-emergent and why
17:10
it’s important to get those
17:11
pre-emergents in the lawn and the
17:12
landscape beds at a certain timing no
17:15
sales pitch or educating but a lot of
17:17
times that transitions into a sale uh
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and then the next thing we’re going to
17:21
do is go into our process over here and
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I’m going to recommend to be five and
17:26
eight upsells now I think this is where
17:29
um Kelly did that email blast
17:31
and not no fault to her own but if we
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had done it through an automated system
17:35
uh it would have been able to go in and
17:37
only go out once and if there was an
17:39
error on the software system she was
17:41
sending it in based on those history and
17:43
Status tags uh someone should have
17:46
probably been able to go in and actually
17:47
stop that for her um but the idea is we
17:50
want to be able to go in and the secret
17:52
sauce is here automated uh but personal
17:55
so what we do is we look at several
17:57
factors when we send these upsells do
17:59
they have an estimate in play for this
18:01
service has it been performed in x
18:03
amount of days because if they had just
18:05
had the service done we’re not going to
18:06
upsell it would look foolish uh the next
18:09
one we’re going to do is go in and see
18:11
do they already have the service if they
18:13
have the service is it on a waiting list
18:14
or on a schedule there’s a few others
18:17
that we dive into but those are the big
18:18
hitters and the key to this is when we
18:20
go in we want that automation to trigger
18:23
within minutes if not almost immediately
18:27
before the automated email goes out and
18:30
that gets that personal that automate
18:31
did capability
18:34
and it sweeps through those statuses and
18:36
the history and the profiles and if it
18:38
meets the criteria we go out and we’re
18:40
seeing 60 to 80 estimate requests in 24
18:42
to 8 to 48 Hours on these upsells
18:45
massive massive return on uh investment
18:48
with the automations now why I can speak
18:51
to this is if you need to stop those
18:54
automations it can be done
18:56
um and we go out into three different
18:58
upsell Communications per uh upsell of
19:01
the five to eight we recommend
19:03
so this would have avoided Kelly’s issue
19:06
because a lot of our clients have such a
19:08
return on the first one or two
19:11
Communications they will literally email
19:13
us or hop into our chat or call the
19:15
simple growth office to say Mike and
19:17
team please turn off the last
19:20
communication for the upsells because we
19:22
have literally hit our capacity in the
19:24
spring for say aeration or overseeding
19:26
or pruning or mulching not uncommon uh
19:30
we’ll see people in the first 24 to 48
19:33
hours if they’ve got a decent lead base
19:35
like Kelly does uh to get 60 to 80
19:37
estimate requests
19:39
um we have literally sold 250 to 300
19:42
aeration jobs in the fall for clients
19:45
um in about a week week and a half fully
19:46
automated off these upsells the point
19:48
where they don’t have the capacity to
19:50
meet the demand that their client base
19:52
has so they will call or message us and
19:54
say hey please turn off the third
19:56
communication if you follow what we
19:58
talked about in the beginning of the
19:59
video based on your tag segmentation in
20:02
the naming Convention of your automated
20:03
Asian campaigns or plays you can easily
20:07
go in
20:08
um
20:09
and stop those Communications that’s
20:10
something that Chad and the simple
20:12
growth team and our launch and support
20:14
team do all the time so if you follow
20:17
the naming conventions here I’m going to
20:18
hop back quickly just to show you uh
20:20
we’re looking at the categories of tags
20:22
status history profile to do which if
20:25
you’re using essay now is tickets and
20:27
system tags and then we want to go in
20:29
and set naming conventions around the
20:31
different campaigns or plays of
20:32
Marketing sales fulfillment finance and
20:34
internal HR those are the keys to have a
20:37
personalized but automated system that
20:39
is totally TurnKey that does not revolve
20:41
around the business owner or manager
20:43
or owner’s spouse or husband and that
20:47
will allow you to have success so once
20:50
again email blasts are great but they
20:52
can open up yourself too some danger
20:54
because it’s a click it and kind of Let
20:57
It Go with the automations when they’re
20:58
built out flushed out
21:01
um that is going to avoid a lot of those
21:02
issues and it would give you ability in
21:04
most cases to stop any communication or
21:06
error on the software as well
21:08
um to get that out because the
21:09
segmentation would be able to be sorted
21:10
by the software company or somebody like
21:13
simple growth to actually filter down on
21:14
those tags and stop it so Callahan’s
21:16
corner you ask questions we had some
21:18
live right here on Facebook

0:00
welcome back to Callahan’s Corner we
0:01
have some questions handsome live right
0:03
here on Facebook had a User submitted
0:05
question uh in the service autopilot
0:07
users group how to best Define and track
0:10
budget versus actual time in their Lawn
0:13
Care in-service business so what I’m
0:15
going to do is open up the screen and
0:16
give you a quick rundown of what an
0:18
expert play looks like how to actually
0:20
track your budget versus actual and
0:22
there’s a lot of misconceptions of what
0:23
you should be looking at on a daily and
0:26
weekly basis and the keys to success
0:27
that actually go into the old saying
0:29
good data in good data out well really
0:31
at this point we’re looking at no data
0:33
in no data out in some scenarios so I’m
0:35
going to open up the screen uh demystify
0:36
the system and give you a quick workflow
0:38
for one to two minutes per crew each day
0:40
to make sure you’re hitting your times
0:42
um and as a bonus I’m going to show you
0:43
the foundations of how to use this for
0:45
repeat for P or piece rate pay system so
0:48
what we’ve got here is
0:50
um some slides that we broke down in the
0:52
symbol scale group we have monthly
0:54
webinars how to actually uh break this
0:56
down as well as one-on-one coaching with
0:58
one of our seven figure experts but as
1:00
we’re looking at this here
1:02
we’ve got our closeout day screen what
1:05
we want to do is go to columns here
1:07
um this view that you’re looking at is
1:09
not the exact view that you’re going to
1:10
be seeing inside service auto by Pilot
1:13
by default so right off the bat we’re
1:15
going to go in and click the button to
1:17
add the closeout day and we’re going to
1:20
go in and add the variance and we’re
1:23
going to add the actual hours and that’s
1:25
right under this column here where we
1:26
can actually go in and select that so to
1:28
answer the question directly and I’m
1:30
going to hop back and actually
1:32
um kind of demystify some of the other
1:33
things in the data how this actually
1:35
will go in and show you how to raise
1:36
your prices with no motion as well so on
1:39
a very simple basic we should go in and
1:41
do a resource for mocrew one two three
1:44
four five six seven eight and under
1:46
dispatch board we can create and save
1:48
view so we can hop in and check that uh
1:50
step by step there’s three key elements
1:52
that most people miss when they’re
1:54
actually looking at this
1:55
um so the first thing we want to do once
1:57
we’ve set up under the columns here
1:59
close out day variance in actual time is
2:01
we want to make sure there’s a good
2:02
start and stop time for every job here
2:05
if that makes sense and it looks good uh
2:07
the guys and girls haven’t clocked in
2:09
out under an hour
2:10
um we have good start and stop dancing
2:12
good foundational data if not stop here
2:15
and update the data because this will
2:16
affect your reporting and everything
2:18
else in the system next thing is budget
2:21
hours will automatically populate if we
2:24
do not put actual hours it will be very
2:27
very confusing because it will only show
2:30
the time for one person this is a
2:32
two-person crew so with the actual hours
2:35
um it will go in and
2:37
give you the total time so right now in
2:40
this view we’ve got 8.7 hours but really
2:44
when we put the actual hours in there it
2:47
would be 17 uh and change so that is the
2:51
difference and I’ve left it in this here
2:52
uh as an example of what we’re
2:54
potentially missing here so there’s
2:56
another column here that’s going to say
2:57
actual hours
2:58
um at the end of this I’ll walk in the
3:00
service autopilot live just to show you
3:01
what that looks like so main things
3:03
start and stop times budgeted hours and
3:06
a dollar amount a lot of people are
3:08
doing installment payments and not
3:10
connecting the contract to the job um if
3:13
we need we need to do that and then
3:14
associate the dollar and budgeted time
3:16
per job so that is the first thing that
3:18
we are going to be looking at
3:20
next thing we’re looking at is going in
3:23
here a little bit uh farther here and
3:25
showing you the actual things you need
3:26
to be clicking on so uh these are the
3:29
settings that we need to be going in so
3:32
once again close out day screen variants
3:35
and actual hours and by doing such that
3:38
will give you the keys that you need to
3:39
look at for Budget versus actual uh and
3:42
it will automatically calculate the
3:43
actual hours based on how many guys or
3:45
girls around the crew finally I looted
3:47
in the screen before but this is how we
3:49
actually do it we need to go in and
3:51
create a view once we’ve hit the
3:53
resource and have the closeout days
3:55
coming for each one so this is speed and
3:56
simplicity for each uh admin or manager
3:59
of each division to be able to walk
4:00
through and do that in a very quick
4:02
fashion
4:04
so as we’re going in here uh there is a
4:07
few other things that we want to be able
4:08
to look at employee job costing data so
4:11
that is going to go in and marry up
4:12
parallel to your budget versus actual
4:14
time so we need to do is go in and build
4:17
out a sheet like this here uh that we
4:19
traditionally do in the simple growth
4:20
coaching but we’re doing is getting our
4:21
labor burdens our company unemployment
4:23
workman’s comp FICA a few other things
4:26
there what you’re going to do is get a
4:27
percentage so this is the cost per
4:29
dollar of payroll
4:31
um that’s added on there and what we
4:33
need to do is go into the team employees
4:36
and on each employee you should update
4:38
this every January so their hourly rate
4:40
goes here
4:42
labor with labor burden uh goes over
4:45
here and we figured out through that
4:46
equation that’s a 19 labor burden so
4:49
once we have all that data in here
4:51
um we’re going to be able to create a
4:54
report
4:55
um based on the clock in and clock out
4:56
and we should be clocking in and out of
4:59
the drive time as well as each job so
5:01
what that’s going to do is give us our
5:03
direct cost off-site and on-site and you
5:06
can see in this example here
5:08
from one of our automated reports it is
5:11
going to be able to show us that the
5:12
data is okay on the clock in a clock on
5:14
this particular job but we’d have all 15
5:16
or 20 jobs of the day per crew but we’d
5:18
have a labor cost
5:20
um and that is our labor with labor
5:21
burden for the individuals on that
5:23
particular crew and a drive time cost
5:26
effect so it’s really important to get
5:27
those Crews to clock in and clock out so
5:29
budget versus actual and in addition we
5:32
want the reports to start pulling in our
5:33
label with labor direct cost and
5:35
indirect cost as we drive in we set up
5:38
the settings here and as we save each
5:40
view by creating a view uh each person
5:43
that logs in has to do this but you’ll
5:45
have the set defaults that you need and
5:48
then that is going to drive into the
5:50
actual closeout day screen here now the
5:52
closeout day screen screenshot that I
5:53
have uh does not have actual clicked
5:56
Under The Columns as we suggested in
5:58
this screen but the idea here is that we
6:01
can go in and take our budget versus
6:03
actual
6:04
and actually look at that and that’s
6:06
going to be the keys to success as we
6:08
drive in here now the key to these daily
6:10
verse budgets we want to be able to give
6:12
the guys and girls instant feedback and
6:14
raise our prices so usually the week
6:16
after the Fourth of July in November we
6:18
raise our prices and this comes from the
6:20
data of the closeout day screen so uh
6:23
not directly asking the question but
6:25
very very important so we’re going to be
6:27
able to in a screenshot here show you
6:28
how to actually show your team’s budget
6:30
purse actually to get buy-in for piece
6:31
rate or paid for p
6:33
um but also we want that data to flow in
6:34
so this is an export of an automated
6:36
report that we’ve made but we’ve got our
6:38
two mowings here at 54 bucks a cut and
6:41
on average from the closeout day screen
6:43
clock in and clock out we’re making
6:45
57.30 and if we were desired to make
6:49
sixty dollars an hour and we’re only
6:51
making 57.30 the report now will tell
6:53
you to raise the prices on just the
6:55
losers not hitting your hourly goal so
6:58
this 54 cut now goes to 56.84 on average
7:01
we need to raise the price not
7:03
emotionally that’s the key non-emotional
7:05
price change to 2.56 so the question
7:08
originally was close out day screen for
7:10
daily and weekly tracking this data now
7:13
flows into a report for you to not
7:15
emotionally raise your prices at least
7:16
twice a year so now that we’ve got that
7:18
set up
7:19
and we’ve got these views saved we’re
7:22
going to go in and look at a new version
7:24
of how to actually report out on this
7:26
automatically so what you’ll see here is
7:29
the idea of this uh export that we used
7:33
to have to do with service autopilot now
7:34
can be automated in a report so you will
7:36
get when you come in tomorrow you would
7:38
get yesterday’s work budget versus
7:40
actual and you’d get the whole week the
7:43
following Monday and this is the idea
7:45
here so we’re gonna as we talked about
7:47
the closeout data screen there’s three
7:48
data points I said that you need to
7:50
check every day two to three minutes a
7:51
day per crew clock in clock out budgeted
7:54
time and a dollar amount for each job
7:56
what we’ve done is created logic in this
7:58
report that the clock in times good the
8:00
budgeted time is good and the dollar
8:02
amount for the job is in there
8:05
and what we’re going to find then is 100
8:07
is hitting your budget so this is the
8:09
key for tracking your daily versus
8:10
actual and Reporting anything above 100
8:12
is beating uh is under budget anything
8:15
below is over budget so you can tell the
8:17
guys hey you gave 100 with quality hit
8:19
it uh you get you you have 120 today you
8:24
did great you kicked bot and that would
8:25
actually be 20 of your budget this
8:27
report now will automatically daily and
8:29
weekly give you a summary of each
8:30
previous day and the previous week and
8:34
125 this example they were 25 under
8:37
budget
8:38
um and then with the new updated version
8:39
This Crew here would have a summary
8:42
um for all their jobs that day or that
8:44
Weekly be able to easily sell as a
8:45
percentage and what happens there
8:48
um
8:49
is it’s a non-emotional way to compare
8:51
the budget versus actual now the next
8:53
thing we want to look at here is
8:54
automatic job costing reporting so this
8:57
is where we went in
8:58
um and looked at
9:00
how much we’d have to raise the price
9:02
and not raise the price this is the
9:04
automated version of that
9:06
um so on this average here we’d have to
9:07
raise the price by five bucks per cut
9:09
there’s bad date in here and it’s red so
9:11
obviously we would be raising a mowing
9:12
by 1200 and then the bottom example
9:15
um you did not have to raise the price
9:17
so the ability to run a automatic
9:19
automated non-emotional data report for
9:22
daily budget versus actual previous last
9:24
week and raising your prices to the
9:26
penny on average those are the keys to
9:28
success and the final piece I want to
9:29
leave you with here is crew buying and
9:30
public accountability uh the percent of
9:33
budget here is going to be in her crew a
9:36
quality score so we have production with
9:37
quality and we can load post this up on
9:40
a TV or dry erase board in the shop and
9:42
this is the foundations of piece rate
9:43
and pay through P performance so
9:46
comments questions drop below uh main
9:48
thing that was asked here is as we go
9:50
through here what we need to do on the
9:52
closeout day screen these are the
9:54
settings we need we want to save the
9:55
views once we do that we need a good
9:58
start and stop time budgeted hours
10:01
in a dollar amount um and when we click
10:03
those buttons here we will have a actual
10:09
um hours right here and when that’s
10:10
clicked it will calculate based on how
10:12
many guys or girls around that crew um
10:14
so we compare the actual hours to the
10:16
budget hours and we can see exactly
10:18
where we’re at and then once we have
10:19
that we want to run a automated report
10:23
um just like the simple road kpi report
10:24
where this is emailed to you daily for
10:26
the previous day and then the following
10:27
Monday you get the previous week summary
10:29
and a job cost report how to raise your
10:32
prices with no motion and anybody not
10:34
hitting your hourly threshold for
10:36
example in this one here the desired
10:37
Bill hours 55 bucks per man hour and
10:39
then finally we drive that data daily
10:41
and weekly into a public accountability
10:44
chart like this with production and
10:45
quality to align those for uh piece rate
10:49
and P for p so those are the foundations
10:51
the budget versus actual hopefully it
10:52
was helpful and uh we’ll see you again
10:54
at Callahan’s Corner we ask the
10:55
questions we answer them live right here
10:56
on Facebook

0:00
Mike Helen here want to make a quick
0:01
video had a lot of people talking over
0:03
the weekend uh about
0:05
processes and systems and how to create
0:08
Simplicity in your business and how to
0:10
take these manual tasks and eventually
0:12
automate them and delegate them to the
0:14
people inside your business so as I’m
0:16
looking at the service businesses we did
0:18
probably about 12 13 years ago in my
0:20
lawn care business we looked at a very
0:23
simple process so first we want to go in
0:25
and organize
0:26
automate and grow and if we go into the
0:29
organizational phase a lot of people
0:31
rush into automating their processes or
0:33
delegating them way too soon so I want
0:36
to spend a few minutes this morning
0:37
literally going in and talking about
0:39
something as simple as payment
0:41
processing and how uh complex a lot of
0:45
business owners make it in which
0:47
ultimately hurts their cash flow but
0:49
also also goes in and creates a
0:51
bottleneck for growth and inability to
0:54
automate and delegate so as we’re
0:56
looking at the six pillars of a simple
0:58
business one of those pillars that we
1:01
talk about a lot at simple growth and
1:02
simple growth coaching is creating a
1:05
simple business we’re going to talk
1:06
about a simple uh process here of
1:08
payment processing and how uh complexity
1:11
that you may be adding maybe hurting
1:13
your growth and the inability to hire
1:15
train and onboard admin staff I know
1:17
that’s a major issue on a lot of the
1:20
platforms we work on so in normal
1:22
fashion here I’m going to go in and open
1:24
up the screen
1:25
and show you what we got cooking here so
1:27
uh once again we’re talking about
1:29
payment processing here is an example of
1:32
a simple business and a lot of times we
1:34
get really complex and that bogs down
1:36
our onboarding cash flow and everything
1:38
else in between in our business so all
1:41
we’re going to do is break this down
1:42
here into normal uh fashion here just to
1:44
show you what it looks like so what I’m
1:47
using here is a flowchart uh tool that
1:49
we use inside the business to create
1:52
um basically manual processes to
1:54
actually say uh what’s involved them in
1:57
a 40 000 square foot View and how do we
1:58
actually document them
2:00
so what we’ve got here is this is going
2:02
to be our trigger or our start and the
2:04
job
2:07
is
2:10
complete and that is going to be our our
2:13
triggers the job is complete or
2:16
basically we’re ready to uh bill out the
2:19
invoice for the service so as we looked
2:22
about it at the simple growth
2:23
masterminds live event in uh North
2:25
Carolina
2:26
um in Mooresville uh Lake Norman area we
2:29
looked at this on the wall with a lot of
2:31
businesses so this is why it is so fresh
2:33
in my mind and I think it’s really
2:34
interesting uh something to look at here
2:36
so what we’ve got is the job is complete
2:40
and then the next step here uh where
2:42
complexity is going to hurt your
2:44
business is
2:45
um we’re going to go into something we
2:47
call a decision Diamond here and this
2:49
decision diamond is going in
2:52
and really going to create some issues
2:54
here for us because a lot of folks are
2:56
servicing different types of businesses
2:58
so you have commercial residential and
3:01
maybe
3:02
um government uh facilities in different
3:04
towns and things like that so there’s
3:05
different ways we’ve built we’re going
3:06
to keep this uh a little bit more simple
3:09
we’re just gonna do a commercial
3:10
residential because you’re going to see
3:11
here in a few minutes
3:13
um this will actually get kind of crazy
3:16
so off to the top here we’ve got our our
3:19
resi
3:22
it’s going to be short for residential
3:23
and I’m going to pull down my
3:26
commercial
3:28
so those are the two options I’m now
3:29
servicing two different types of people
3:31
that’s going to add massive complexity
3:33
to our billing and cash flow and they’ll
3:34
be able to train and onboard not only
3:36
their admin staff but our actually
3:38
accounting folks so what we’re doing now
3:40
is going in saying okay based on this
3:42
decision Diamond here if we are going in
3:46
and having a commercial uh property here
3:52
we’re also going to go in and actually
3:54
let’s uh
3:56
create another decision Diamond not to
3:58
make this any more complex than it needs
4:00
to be uh but this decision Diamond now
4:02
is gone for residential commercial and
4:04
now the decision going in to this
4:07
residential commercial uh decision here
4:10
is going to be
4:12
another question so a lot of folks I’ll
4:15
have multiple ways they actually go out
4:17
and charge for
4:19
um the services so one of the biggest
4:21
ones we saw at the simple growth
4:23
masterminds over last weekend was uh we
4:26
have hopefully credit card uh that’s the
4:29
one we’d recommend uh the next one we
4:30
saw a lot here
4:33
was check
4:36
and in addition we had a lot of people
4:38
going in
4:40
and actually using uh venmo or something
4:43
to that effect
4:45
so what we’ve got now is created three
4:48
triggers of complexity
4:52
and then there is a process around this
4:54
here so in addition we found a lot of
4:57
people going in
4:59
off of that decision and actually see
5:01
going in and saying hey uh well now that
5:03
we’ve got this credit card process and
5:05
what is the frequency we’re actually
5:07
going to go in and Bill is it daily
5:09
weekly monthly or potentially is it
5:12
installment so once again as you can
5:15
kind of see is this is starting to drive
5:16
here uh it’s creating a ton of
5:20
complexity
5:21
for the office staff to be able to
5:23
actually
5:24
scale the business so
5:31
we’re going to go in and add this in
5:33
here
5:42
and the arrows aren’t working perfectly
5:44
but you get the idea the job is complete
5:46
is it residential commercial it’s
5:47
residential we go in are we charging
5:49
credit card venmo check so the idea is
5:51
we want to get really simplistic and I’m
5:53
going to show you what a simple model
5:54
looks like here but I want to just spell
5:56
out
5:57
um what this kind of looks like here
6:00
just from one uh residential area and
6:05
obviously this is going to be duplicated
6:07
all the way around
6:10
as we continue to get bigger here so
6:13
this is just it’s it’s crazy in my
6:15
opinion uh how complex we make our
6:17
businesses
6:20
based on just something as simple as a
6:22
payment process so as you’re coming in
6:24
the job’s complete residence commercial
6:26
we go in and we paint credit card venmo
6:28
check and then the next decision is
6:30
going to literally be
6:33
um is it going to be
6:36
daily weekly or
6:38
monthly
6:40
billing so we’ve got daily
6:45
we now have a weekly option
6:52
and we’re going to have monthly
6:58
and potentially the way we see it there
6:59
is a fourth option of billing frequency
7:03
um going in and actually billing on into
7:05
monthly installment so we’ll leave that
7:06
under monthly but the installment
7:08
process is is definitely a different
7:10
process as well in there
7:12
um so as we’re going in now
7:15
we’re going to just go in and say you
7:16
know what
7:18
um if it is a weekly process then we’re
7:20
going to go in and
7:24
build that out here and I’m going to
7:26
grab our
7:28
Arrow over here
7:31
and as we go to our weekly process
7:46
then if we’re running credit card and
7:49
it’s weekly then we actually have the
7:52
final process of running the cards
7:55
now I’m going to assume that we’re only
7:58
using One credit card processor
8:04
but this is the complexity a lot of us
8:06
have built into our businesses we need
8:07
to actually create some simplicity so
8:10
what we’ve got here is really this this
8:13
craziness here that we’ve gone in
8:19
and literally created a process now
8:24
that is not scalable and is extremely
8:27
complex
8:30
so I’m just going to build one of these
8:32
out so we can all kind of see what this
8:33
looks like but this is something that
8:35
when we got live into the Carolinas
8:38
there uh last week that some business
8:40
owners were like wow we’re making our
8:43
life way more complicated than we want
8:45
need to be and a lot of people were
8:47
looking at it well you know how come we
8:49
can’t
8:50
um onboard a new employee and create
8:52
predictable cash flow well this is the
8:55
the problem at hand guys that we’ve got
8:57
uh way too much complexity in our
8:59
business
9:02
and so I’m going to recommend is we we
9:04
take a product here like lucidchart or
9:06
something and start to build out all the
9:09
processes here so this is what it
9:11
actually looks like here
9:13
um in here so if you’re running credit
9:14
card and Checker venmo or
9:17
if you’re literally just running
9:22
credit card and check only
9:25
this is the complexity you’ve actually
9:28
built into your business
9:30
and if you’re having a hard time scaling
9:32
this is really
9:34
um probably
9:35
what the issue is
9:38
if we go in here we’re gonna
9:40
see we can attach this here and bring
9:43
this guy up here
9:51
so what we’ve got here is
9:54
um if we leave venmo out of the scenario
9:56
we’re just doing residential work only
9:58
you’ve got one process
10:01
here and then we’ve got based on these
10:04
other two you’ve got two three four five
10:07
six seven different processes that are
10:10
built out just to run your collections
10:13
based on just on residential now if we
10:16
went in
10:18
uh we didn’t include cash so that was
10:20
another option we had in here as well so
10:22
let’s just say most businesses even if
10:25
they’re not taking memo have this here
10:27
um this whole area now is like literally
10:30
killing it this is why we are not
10:32
scaling our businesses you need to
10:33
create a simple business that is uh
10:36
scalable here
10:38
and what I’m going to do is copy this
10:39
out
10:42
and just show you the example so if
10:43
we’re accepting cash
10:49
this is
10:54
the next issue we’re running into
10:57
So based on residents not even
10:59
commercial you’ve got
11:00
uh three different processes credit card
11:03
cash and check that you can collect and
11:04
what you’ve done is created uh one two
11:07
three four five six seven eight
11:10
different processes need to be trained
11:12
and tracked for accountability and
11:13
simplicity what I’m going to recommend
11:15
and then if you added commercial and you
11:17
probably have at least a monthly and
11:20
installment in there so you’ve added at
11:21
least another four to five different
11:24
processes so what if we just went in and
11:26
said hey the job is complete we service
11:29
only residential
11:31
and we went in and built this out and
11:34
there is no decision necessarily because
11:38
all we’re servicing is residential
11:41
like it was up above
11:48
our decision is residential
11:51
and all we’re doing here
11:53
is we’re going into the process
11:56
here in our next decision
12:02
is going to be literally uh filling out
12:05
on a weekly or daily basis for
12:07
Simplicity
12:08
so let’s just say it is weekly
12:15
and the way we’d recommend doing this is
12:17
everything we did last week gets billed
12:19
out on the following Tuesday so if
12:21
there’s any refunds rain delay or issues
12:23
it’s all built out we’ve handled that
12:24
before we handle a client some other
12:27
businesses in uh cleaning and
12:29
maintenance will actually do it on a
12:30
daily basis but let’s simplify it I have
12:32
one standard wide way and then what
12:34
we’re going to do is run the card
12:37
that is what we’ve created now
12:41
is a two-step process we’re only doing
12:44
residential so we cut through here there
12:46
is no decision uh it’s weekly and we run
12:49
the cards that really is a uh if you
12:51
look at it from this basis it’s really a
12:53
two-step process if we went in and did
12:55
residential work only uh not including
12:58
commercial we did credit card cash and
13:00
check is payments we’ve got one two
13:02
three different Avenues and then we’ve
13:04
got another three here three here and
13:06
three here so that’s nine different
13:09
processes technically
13:12
10 11 12 processes or steps versus a
13:15
two-step process so what I want to
13:17
encourage you is take a look at the
13:18
things you’re doing and look at all the
13:20
steps along the way and how do we create
13:22
a simple business that can be trainable
13:24
and delegatable and in this instance
13:26
create predictable cash flow now once
13:28
we’ve mapped this out hopefully in this
13:30
two-step uh very simple process we can
13:33
go out and actually create an automated
13:35
process to run those credit cards either
13:37
automatically depending on the software
13:39
or create a ticket or a to-do in the
13:42
system to assign somebody on a weekly
13:44
basis to run those cards with about
13:45
three clicks of a button depending on
13:47
the credit card process so Callahan’s
13:49
corner you ask questions we have some
13:50
live right here on Facebook I want to
13:52
talk about a creating a simple business
13:54
in the processes that go behind that so
13:56
if you haven’t simplified uh the things
13:58
in your business I recommend using a
14:00
product like this creating a flow chart
14:01
actually to see what are the steps to
14:04
complexity and this is where you’re
14:05
having issues I would imagine onboarding
14:07
training and creeping
14:09
um
14:10
employees but something as simple as
14:12
collecting payment and going to just a
14:14
weekly billing on credit card only no
14:16
other payments we’ve got a two-step
14:17
process if we are like most the
14:20
businesses we see right now uh we’re
14:22
serving uh residential and commercial
14:24
but if we stick just to the residential
14:26
uh we have three different options here
14:28
of processes so three and then daily
14:31
weekly monthly so four five six seven
14:35
eight nine ten eleven twelve different
14:38
possible steps versus two steps when we
14:41
simplify the business so hopefully this
14:43
helps you want to organize automate and
14:45
grow or scale your business Callahan’s

0:00
corner you ask questions live right here
0:02
on Facebook had a User submitted
0:03
question about what is the best practice
0:05
to actually go out and update the
0:07
budgeted time for job cost reporting on
0:10
existing reoccurring jobs such as lawn
0:13
mowing or home cleaning um in addition
0:15
there was a secondary question of how do
0:17
we go in and ensure if we’re using a
0:19
subcontractor or a vendor to get them
0:22
actually in the list to actually apply
0:25
jobs to them so something we did in our
0:27
company
0:28
um Callahan’s lawn care we actually had
0:30
several uh subcontractors have the
0:33
ability to log in and out of the mobile
0:35
to basically expedite their hourly
0:38
billing and be able to get the
0:40
information in the system uh to be able
0:42
to pay them on a weekly basis so uh
0:44
we’re gonna open up the screen here in
0:45
common fashion as we do here and show
0:47
you
0:49
um
0:50
basically what we’ve got here so what
0:52
we’ve got here is a test account
0:54
um and the first question is what is the
0:55
best practice to go in and update the
0:57
budgeted hours on a job uh year after
1:00
year if you don’t have the right numbers
1:03
in there or you’ve changed your hourly
1:05
goals if we went from 80 to 85 now we
1:08
need to update those budget hours to
1:10
reflect that
1:12
um hourly goal so first thing we do is
1:13
we’re going to go in here and I’m going
1:15
to go into a one-time lawn mowing but
1:16
this would be a reoccurring mowing uh
1:19
but same idea here so right now
1:21
currently we’ve got a mowing at thirty
1:23
dollars here and budgeted hours is 0.4
1:25
man hour so the first thing you want to
1:27
be aware of is budgeted hours is based
1:28
on only one person on the crew one the
1:30
crew is dispatched it will divide by how
1:32
many people are on the crew and give you
1:34
the appropriate hour so if that was
1:35
dispatched it was a two-person crew
1:38
um it would make that point two man
1:39
hours budgeted so we want to do is be
1:42
able to go into gear icon edit budgeted
1:44
override this is what we want to do on
1:45
every job
1:47
at least once a year or if you haven’t
1:49
updated your budgeted hours and you’ve
1:51
gone through some job costing and
1:52
financial work with the simple growth
1:54
team this is what we recommend doing on
1:56
previous stuff before we worked with you
1:57
something comes up at least once or
1:59
twice a week where people ask this
2:01
question so I’m going to go in gear icon
2:03
edit budget override hours on its
2:05
existing Mower on on this existing
2:07
mowing let’s say I want 85 dollars an
2:09
hour so I’m going to click down and
2:11
that’s going to take the 0.4 and I’ll
2:13
make it 0.35 so I’m going to click that
2:15
and then that applies it right here
2:18
and I would go down and hit save now if
2:21
this is a reoccurring job the upcoming
2:23
jobs would be here and all the new
2:24
upcoming jobs would be based on a new
2:26
0.35 so once again we want to go into
2:29
every job that’s reoccurring moving
2:30
forward or the new hourly rates or if
2:32
you haven’t updated these and you’ve
2:33
kind of guessed edit budgeted overhead
2:36
hours we plug in the dollar amount 85
2:38
bucks an hour we click down and we’re
2:41
going to hit .35 and that applies to
2:44
0.35 here and we’d hit save so now
2:46
moving forward we have accurate budget
2:48
all our jobs based on our hourly goal
2:50
second question that was asked how do we
2:52
actually go out and set a vendor up in
2:54
the system
2:56
to be able to have them log in and out
2:58
of the mobile or maybe you have a
3:00
temporary work solution where you’ve
3:02
hired a secondary business for temporary
3:05
work and you have one of these temporary
3:07
workers working on your team so want to
3:09
set them up here as a vendor so we go in
3:13
and under the team vendors I’ve got Al’s
3:17
maintenance here as a vendor in my test
3:18
account so what we’re going to do here
3:20
is there’s certain settings we need for
3:22
this to work so we’re going to go into
3:24
user settings and we’re going to show
3:26
account selection list calendar list and
3:28
field clock they’re not a full essay
3:31
user they’re running around with one of
3:33
our crews or if it was a subcontractor
3:35
and they’re using it they could be a
3:37
mobile user only to be able to have them
3:39
clock in and other jobs as we did for
3:41
some of the hourly cleanups we subbed
3:43
out uh that allowed for quicker billing
3:44
and quicker payment to the subcontractor
3:46
so the next thing is once we set this up
3:49
the first two selections have to be set
3:51
for this to work under details vendor
3:54
type so this is where it doesn’t show up
3:57
unless you set this up we need to go in
3:58
and actually set them up as a contractor
4:01
once we hit save now we’d also need a
4:05
resource code
4:13
once we go to our scheduling dispatch
4:15
jobs then then we do have a selection
4:18
here under assigned teams uh our L’s
4:21
maintenance is here as an assignable
4:23
resource to pull in
4:24
and when we go into team teams which is
4:28
our cruise we can go in
4:32
and when we go under assignments we can
4:35
add the resource the Al’s maintenance
4:38
right here as a subcontractors available
4:40
inside service autopilot so those are
4:43
the two big questions we’re hearing a
4:44
lot about as people are using temporary
4:46
labors Solutions right now in the spring
4:48
to get through the heavy wet season and
4:51
not carrying somebody the whole year as
4:52
an overhead uh so that’s how we get them
4:54
in and we also want to make sure we have
4:55
accurate job costing so in order to have
4:57
accurate job costing uh we need to have
4:59
accurate budgeted hours so that’s how
5:01
you go and update those as well so any
5:04
other questions feel free to drop them
5:05
as a private message or an email where
5:08
we answer the questions here live on
5:09
Facebook Callahan’s Corner give us a
5:11
question to answer them live right here
5:12
on Facebook

0:00
questions you answer them live right
0:01
here on Facebook well over the last few
0:04
weeks here I’ve been having a lot of
0:05
questions around co-pilot CRM uh founded
0:09
by Mike Andes uh particular question
0:11
that was submitted over the weekend was
0:14
about the V2 document editor updated in
0:16
copilot so wanted to take a few minutes
0:19
dive in and actually give you some
0:20
expert tips of the V2 document editor
0:23
has just been updated now the V1 uh
0:26
document will still be there for a while
0:29
for sure as Mike said uh in his release
0:31
notes but a lot of people are looking to
0:33
get into the new shift on the co-pilot
0:35
document editor so I’m going to do is
0:37
open up the screen and show you as we
0:39
traditionally do here on Callahan’s
0:41
Corner how to actually use new features
0:43
of different CRM for the lawn care and
0:45
Landscape industry as well as the home
0:47
cleaning industry so as we’re going into
0:49
copilot here we’re going to be looking
0:51
at the new layout here we’re going to be
0:53
going into
0:54
the dashboard on the left here what
0:57
we’re going to do is go into the
0:58
marketing area here not hitting on
1:00
automations today but we’ll be building
1:01
some more videos around copilot
1:03
automations as they continue to evolve
1:05
with the advanced automations but we’re
1:06
going to be looking right now is under
1:08
the emails area here uh once again if
1:10
you’re watching this video this was just
1:12
a recent update
1:13
um so we’ve got the traditional editor
1:16
here with email templates and the scent
1:18
history
1:19
uh but what we’re doing here really is
1:21
we’re going to go in and dive down uh
1:23
instead of selecting a template here
1:25
we’re going to go and switch to the
1:27
email template V2 Builder uh so this is
1:29
brand new if you’re watching this this
1:31
week uh for copilot and Mike Anderson
1:34
the team has done quite a great job here
1:36
uh as you slide down here this may uh
1:38
look familiar to some of you but there
1:40
is some additional areas in here that we
1:43
do want to point out in copilot so uh if
1:46
you’ve never seen this this is a drag
1:48
and drop Builder so we’re going to be
1:49
doing it going into rows and actually
1:51
creating some rows here
1:54
um so as we’ve gotten these rows we can
1:56
go in with different uh columns here and
1:58
sizes so the full size
2:00
um in different widths and different
2:02
options that are available here
2:04
um what I’m going to do over the next
2:05
few minutes is break down how this
2:06
actually works inside copilot so once
2:09
we’ve built the structure here we have a
2:11
desktop and a mobile view
2:14
so we definitely need to be checking her
2:15
I would suggest checking as you’re using
2:17
this so first thing we’re going to be
2:19
doing is going in here and uh dragging
2:21
in an image so what we can do is drop
2:23
that image there and browse off to the
2:26
right we have the ability to build
2:27
folders here you’ve got a couple that
2:29
are by default and once we can do what
2:32
we can do now is go in and actually
2:35
bring in some folders or bring in some
2:38
images and once you have those images in
2:41
your folder you can actually click on
2:43
those images and get those uploaded so
2:47
I’m going to go in and bring in these
2:49
simple growth document here or logo
2:53
and insert and that is going to bring my
2:56
image in here now if it on a uh an email
3:00
you may want to be able to go in and
3:02
change the width of this so for instance
3:05
if we had taken the logo and stuck it in
3:07
two or three different blocks and we
3:09
wanted just the image off to the upper
3:11
right hand size by clicking this little
3:13
button here we can go in and manually
3:16
adjust the width
3:19
and we can also put full width on mobile
3:22
so these ability to go through both of
3:24
those on the co-pilot document editor
3:27
now the next thing we could be looking
3:29
at here is going into our content so
3:32
we’re going to be looking at we can
3:33
throw in a text block and this is just
3:36
literally a drag and drop here
3:38
and
3:42
we can drag our row up
3:45
and once that’s in there I can drop that
3:47
in there so now I’ve got a new title
3:49
block so the ability to go in now with a
3:52
interface to actually go in and
3:55
manipulate the documents as if you were
3:57
in a Microsoft Word or Google doc that
4:00
gives you the ability here and then
4:01
eventually it gives you some merge here
4:04
so first name last name company last
4:06
name so if we said hey customer first
4:08
name
4:12
comma
4:14
and then we could start our text in here
4:17
so that gives us the ability to go in
4:18
and drag in uh this content as a title
4:22
paragraph or list and as we’re in here I
4:24
haven’t tested this but this would be a
4:26
good test here so if I put in the word
4:28
at that actually starts to populate this
4:31
list and I start to type it out instead
4:34
of having to go into Verge tags it acts
4:36
as a shortcut for the document editor in
4:38
copilot so those are some of the things
4:40
you’d want to be able to do so and plug
4:43
those in
4:44
as we’re diving in off to the content on
4:46
the left once again we’ve covered the
4:48
image all the tough text options the
4:50
next one is here is a button dragging
4:51
this in here and we can go in and drop
4:54
multiple buttons but if this was in an
4:56
email right here we could go in and type
4:59
right over this call now
5:03
and as we go in it is going to make a
5:08
call and we would put our office phone
5:10
number in there our next button could be
5:16
text now
5:18
and uh test but text
5:22
and we can go in and make a
5:25
send an SMS to this message with it with
5:29
a message so the idea is we can go in
5:31
and customize inside copilot all of
5:34
these different buttons and as we go in
5:36
uh if you want to go in and customize it
5:38
to your company color and branding the
5:40
area here can also be updated not only
5:43
the box but the color and some of the
5:46
functionality of the shapes of these as
5:48
well here so a lot a lot of
5:50
functionality in here as you start to do
5:52
this here with the different padding and
5:54
different directions so video here is
5:56
not to go too deep we’ll make some more
5:58
videos on some expert tips for copilot
6:00
and how to actually do that but
6:02
um next one here is we’ve got our social
6:04
and we can drag that in so if we need to
6:07
go in and build our social we can drag
6:08
in another row once again this is a drag
6:10
and drop Builder and we would drag in
6:12
our social and once we click in there it
6:15
allows us to enter the URL of our social
6:18
uh final thing I’m going to leave with
6:20
you here today is once again
6:23
um
6:24
we’re going to go in and drag in another
6:26
area and content menu
6:30
and we can go in and add a new menu item
6:33
here and the text is uh
6:38
test menu item
6:42
and we can have that send an email call
6:44
or SMS or open a web page so if we had
6:47
that in here we could go in and have
6:50
that go into our website
6:53
growth
6:56
.com so these are some of the things
6:58
that you’re going to want to be able to
7:00
do and the target is our current page or
7:02
new page in open or where we want to go
7:05
here so this is some of the high level
7:07
ideas that are in here in copilot love
7:09
the document editor I’ll view something
7:12
very similar in some several different
7:13
crms uh I’m going to be diving in about
7:16
video and some other areas in a further
7:18
video but I want to give you a high
7:19
level overview of the new document
7:21
editor in copilot and getting a lot of
7:23
private messages uh from people working
7:25
with simple growth how would you use
7:27
this how does that work inside copilot
7:29
so feel free to drop your questions
7:31
below or drop me a private message or
7:33
I’m going to continue dropping uh how-to
7:36
videos on the different crms we work
7:38
with Callahan’s corner you ask the
7:39
questions we had some live right here

0:00
Corner were you asking questions we had
0:01
some live right here on Facebook gotta
0:04
know the User submitted question
0:05
regarding co-pilot CRM by Mike Andes
0:09
um as we’re starting to dive into the
0:10
system and assist some people uh with
0:12
some of the workflow and automations as
0:14
the system continues to evolve
0:16
um there’s a lot of General use
0:18
questions that are getting submitted in
0:19
through the simple growth help desk so
0:21
as usual fashion is we help with many
0:23
different crms we want to go out and
0:25
actually provide free value and workflow
0:28
inside uh copilot as well as other crms
0:31
that we work with so in copilot
0:33
um the basic workflow that we’re looking
0:35
at today and open up the screen is using
0:38
property measurements and how to
0:39
actually take the square footage of
0:40
linear feet or say this number of small
0:42
medium large shrubs and how do we take
0:44
that variable inside copile and save it
0:47
to the lead or customer record so I’m
0:50
going to pop the screen open and kind of
0:52
uh answer the question of how do you
0:53
deal with custom fields and potentially
0:56
property measurements here so
0:58
normal fashion here when you log in to
1:00
co-pilot here uh we’ve got in and you’ve
1:03
got customer detail uh so up top we’ve
1:05
got some information here on the client
1:07
contact information invoice
1:10
um area here and uh Auto creating or
1:13
invoices we’ll talk about some of these
1:14
questions that we keep getting submitted
1:16
here on a regular basis but the area
1:17
that I’m looking for today here is
1:19
custom Fields so right now in this test
1:22
client we have the number of small
1:24
shrubs and turf square footage so we’re
1:26
going to talk about how to how to create
1:27
a custom field for say Turf square
1:29
footage or the number of small medium
1:31
and large shrubs getting ready for the
1:33
pricing matrices as Mike Andes has
1:35
talked about on his Facebook lives that
1:37
are coming uh in the future
1:39
and how to get set up for success and
1:41
get the system ready for those new
1:42
features and functions when they come so
1:44
uh first thing I’m going to do here is
1:46
uh not necessarily do anything on the
1:48
customer screen but uh very similar what
1:50
we’re going to do is always start with
1:51
our custom field so uh when we go in we
1:54
go into resource custom Fields this is
1:56
the area that we’re living in to build
1:58
out your custom Fields inside copilot so
2:01
we’re going to go in and add a field
2:03
this button here now these custom Fields
2:06
can apply to a whole bunch of different
2:08
things such as assets chemical tracking
2:10
chemical app customers equipment
2:11
estimate quotes events jobs invoice and
2:14
vendors so I’m going to recommend as
2:16
we’re diving into creating custom fields
2:18
in a brand new software let’s blueprint
2:20
it out before we go in and act
2:22
absolutely crazy and start putting a
2:23
bunch of different custom fields and
2:24
let’s think about on a high level what
2:26
this looks like now and when we scale
2:28
how do we create a naming convention how
2:30
do we create uh the ability so since
2:33
custom Fields can apply to such
2:34
different things in here what I’m going
2:36
to recommend is if we’re building them
2:37
out for custom made our customers let’s
2:40
have some kind of a naming convention is
2:41
maybe our customers are o1 DOT space
2:44
Turf square footage uh our assets are
2:47
maybe O2 so maybe employees uh first
2:50
things I would probably start with is
2:51
the 01 for
2:54
um customers O2 employees and then maybe
2:56
O3 assets and then as we continue to go
2:58
we have a naming convention so we know
3:00
what type of custom field we’re looking
3:01
at who it pertains to so uh that’s just
3:04
kind of a pro tip that we do with our
3:06
naming conventions but I’m going to say
3:07
we’re going to apply this to customers
3:09
uh field name here in this methodology
3:12
here is I’m going to say this is an 01
3:14
which would be a customer space
3:17
um
3:20
driveway
3:22
square footage and that would be for
3:24
maybe snow removal or pavement ceiling
3:26
now the field type here a lot of
3:28
different options checkbox date decimal
3:31
um we’re gonna go for decimal and that
3:33
is going to be the area here now uh
3:35
transferable field this means it can
3:37
transfer to different areas if you’re
3:38
questionable One You’re Building this
3:39
yourself take a look but it allows the
3:41
data to be shown in multiple workplaces
3:44
throughout the system so we’re going to
3:45
click yes here for best practice and
3:48
we’re going to save the field so once we
3:50
have this area in here
3:52
we can go in uh to the calculators and
3:55
do the aerial measurement
3:57
um and what we’ve got here is
3:59
I’m going to clear all the areas here so
4:02
we have our potential area here that we
4:03
want to take a look at so one area that
4:06
I’m going to be looking at here is
4:08
um and I’m going to go back to the
4:09
client record real quick so when we
4:10
reset reset the custom fields that pulls
4:13
in the new custom Fields here so now
4:16
that we’ve got all three uh we’re going
4:18
to go in and measure the driveway square
4:20
footage and the turf square footage so
4:22
I’m going to go back to our calculator
4:23
aerial measurements and go in inside
4:26
copilot and start to drive out the
4:29
ability to measure this property now
4:32
this property here uh is a little bit
4:34
different so I want to kind of show you
4:36
some of the functionality of this so
4:38
what we have is area here here
4:41
um and that is our first area so we’re
4:42
going to click in here and add our
4:43
second area
4:56
and drive that down
4:58
and now we’ve covered that area so we’ve
5:00
got 2 900 square feet in the yellow and
5:03
we’ve got uh 5564 now you can also go in
5:07
um and change those colors so everything
5:08
is in that same yellow color as well
5:11
here and be able to update those areas
5:14
but the idea is we’ve got two areas now
5:16
and they’re measuring up for 85.09 now
5:19
what if we had a mulch bed per se in the
5:22
middle of this lawn area or a pool we
5:24
could go in and label this area the pool
5:28
area or beds
5:31
and maybe we didn’t want to include for
5:33
this fictitious bed in the middle of
5:37
the property
5:40
so right now it’s adding up those areas
5:43
here
5:44
total but really what we want to do is
5:47
subtract that area that bed or that area
5:50
we don’t want included so if we’re doing
5:52
parking lots or large areas where
5:54
landscape beds or pools we can go in and
5:56
subtract that area here and then that’s
5:58
going to go in
6:01
and this is going to be subtract from
6:04
area and that’s going to give us the
6:07
ability to go in and subtract from
6:09
different areas as well so those are
6:12
some of the functionality pieces in here
6:14
within the system so let’s say we’ve got
6:16
this 8509 here we’ll get rid of the bed
6:19
just so uh there is no confusion there
6:22
so we’ve got eight thousand uh sixty
6:25
four
6:27
the turf area so what we’d want to do is
6:29
take the 80 80 60 go to the client
6:32
record and put that in for the turf
6:35
square footage and the next thing you’d
6:38
want to do is maybe go to driveway
6:40
square footage
6:41
and go in and put this instead of
6:43
building this is our driveway for
6:45
plowing
6:51
and what we’re going to do there is go
6:53
in and
6:55
add our driveway so we have multiple
7:01
measurements and we can also go in and
7:04
subtract from if that’s applicable in
7:07
those so we’ve got our driveway now at
7:10
us 1268.
7:13
and we could put that in there at 12.68
7:16
so uh main idea here is we want to be
7:19
able to go in first thing on the client
7:21
record we want to set up these custom
7:24
fields
7:25
before we do that we need to go in and
7:27
go into resource custom Fields add a
7:30
field
7:32
and as you’re adding the field we’re
7:34
going to select what it applies to we’re
7:36
going to use some of naming convention
7:37
hopefully for o1 say a customer to o1
7:40
stands for customer O2 stands for
7:42
employees we can put in red linear feet
7:46
and the type would be decimal
7:49
and we’d want to transferable and hit
7:52
save once we set that up we’re going to
7:54
go right back into copilot under
7:56
calculus aerial measurements measure
7:58
these folks up get the square footage
7:59
and then hop back to your client page
8:01
and add them in and save custom Fields
8:05
um and then as we scroll down we have
8:07
our save custom field which eventually
8:09
will drive into our price matrices ones
8:11
those those services are available
8:14
so comments questions drop below
8:15
Callahan’s corner you ask the questions
8:17
we had some live right here on Facebook

0:00
welcome back to Callahan’s corner will
0:01
you ask a question to answer them live
0:02
right here on Facebook had a User
0:04
submitted question Mike when is the best
0:06
time to start going out and getting the
0:08
renewals for snow removal and upselling
0:11
people in our current database that
0:13
haven’t signed up for snow removal so
0:15
great question so at calhan’s Lawn Care
0:17
my lawn care and snow removal company in
0:19
the Northeast uh located in Rochester
0:21
New York actually the third largest
0:23
snowfall Market in the United States
0:26
um for plowing the time that we actually
0:29
went out and started up selling and
0:31
renewing the contracts uh were actually
0:33
the week or two after the Fourth of July
0:35
so perfect timing here
0:37
um and the rest of the question was like
0:39
what’s the best way to go in and get
0:41
your leads or other people in your
0:43
database that you’re upselling to
0:45
actually go in and get these estimates
0:46
because right now after the holidays uh
0:48
we don’t have time to actually get these
0:50
estimates done in a quick fashion so uh
0:53
first thing timing for your seasonal
0:56
upsells for snow removal and renewals
0:59
right now in July is the time to do it
1:01
right after the Fourth of July we sold
1:03
several hundred thousand dollars of snow
1:05
removal literally in the two weeks after
1:07
Fourth of July uh the way I’m gonna I’m
1:09
gonna have you approach this is we’d
1:11
send out automated renewals for existing
1:12
clients anybody who is in your database
1:15
that has not signed up we’re going to
1:16
send a email with a link where they can
1:19
up uh click and request it and we can do
1:21
a direct mailing to the neighborhoods
1:23
that we’re in as well so I’m gonna open
1:25
up the screen in normal fashion show you
1:27
what this looks like so this is simple
1:29
estimate and it’s an on-demand live
1:31
estimate that you can drive to your
1:34
leads so we can have a link behind a
1:35
button or a QR code or in this example
1:40
uh it’s seal coding but same idea we
1:42
would change this out to snow removal
1:44
and we want to go in and send this to
1:46
our leads so what are you tired of all
1:49
the things that your competitors are
1:51
doing wrong and why you should hire us
1:52
what we promise to do and there’s a QR
1:55
code if you’re doing the direct mailing
1:57
that’s going to open up this website
1:58
that I’m showing you in addition we’ve
2:01
got the address here Tyler of Integrity
2:03
seal great client of ours has allowed us
2:05
to share this but same idea uh Tyler’s
2:07
Direct Mail pieces are actually going
2:08
out live right now but same thing as
2:10
seal coding I’m recommending with the
2:12
same practice for our snow removal
2:13
services with some scarcity and urgency
2:16
for them to sign up and some route
2:19
density 10 off if you get nine or more
2:21
of your neighbors to sign up so once you
2:23
drive them in you’re gonna go to a
2:24
landing page just like this simple
2:25
estimate one I’ve got here demo
2:28
and what you’re going to do is go in and
2:30
your client is going to type in their
2:32
address for snow removal and literally
2:34
hit continue and what’s going to happen
2:36
is our tool on the right is going to
2:39
show them what not to do and on the left
2:41
we’re going to color it in in green and
2:43
that is what we actually want them to do
2:45
so once they color in their service area
2:47
they can literally in seconds buy your
2:50
snow removal services online and put a
2:52
PCI Compliant credit card on form so
2:54
they’re going to literally go in and
2:56
just highlight their driveway area
2:58
that easy
3:00
and save and see estimate and then when
3:03
we click that that is going to actually
3:04
drive a property specific price with a
3:08
checkout where they can add their credit
3:10
card and if you’re using service
3:11
autopilot it’ll automatically sync to
3:13
service autopilot with a PCI Compliant
3:16
credit card form a picture of the
3:18
service area to make sure it’s accurate
3:19
and then in addition it’s also going to
3:21
send that leader contact in the sa here
:25
um
3:25
and as this loads in you can see here
3:27
we’ve got the normal landing page with
3:30
this embedded in here and snow and3
3:32
pavement services so this would be your
3:33
snow removal services residential
3:35
plowing
3:37
um every three inches of snow for an
3:39
unlimited contract at three inches or we
3:41
could do per trip or with a retainer so
3:43
a lot of variability you can stick into
3:45
this a simple estimate but then
3:47
literally we go in and add the
3:49
subscription and we’d go to the checkout
3:51
and once we have the checkout we have a
3:52
service you could add in your custom
3:54
terms and conditions in here so not only
3:57
can you go in and estimate live your
4:00
clients can go live on your estimate now
4:02
to uh on your website to get live
4:03
estimates but now you can do your
4:05
pavement services such as sealing and
4:07
snow removal and to answer the questions
4:08
submitted we want to go in and sell
4:11
those snow removal services now with
4:13
scarcity and urgency just like our
4:15
friend Tyler Integrity seal act now
4:18
August only
4:19
and we want to highlight what the wrong