Your Road Map to Success With Service Autopilot
Video Transcript
00:00
everyone mike calling here with uh
00:01
simple growth systems and wanted to take
00:03
a few minutes here
00:04
and give a little opening to this talk
00:07
but
00:08
a lot of people have been requesting
00:10
what does
00:11
service autopilot look like fully set up
00:14
and what is my roadmap to success for
00:18
specifically either the lawn care
00:19
industry or home cleaning industry so
00:21
what i’m going to be doing here over the
00:22
next 45 to 50 minutes
00:24
is literally breaking down how to use
00:27
service autopilot for the lawn care and
00:29
home cleaning
00:29
industry in each and every part of the
00:31
system that you really need
00:33
to have set up for success in addition i
00:37
have a
00:38
url here scrolling across the bottom of
00:40
the screen if you
00:41
go to simple growth systems dot com
00:43
forward slash sa
00:44
dash audit uh we’re giving a free audit
00:47
of service autopilot for lawn care and
00:49
home cleaning
00:50
uh companies so this is specific to your
00:52
industry and what you need
00:54
for success so i’m gonna go over the
00:56
next 45-50 minutes of your roadmap to
00:58
success inside service autopilot
01:00
and if you’d also like a free copy of
01:02
this slide deck and cheat sheet
01:04
uh feel free to go to that
01:06
simplegrosssystems.com
01:07
forward slash sa audit you can see it at
01:10
the bottom of the screen here and i’ll
01:11
also put it in the notes
01:13
as well here for the
01:17
facebook live so without any further
01:20
delay i’m going to actually
01:21
go ahead and show this in the screen the
01:23
stream and break this
01:25
down uh so people can see this so
01:29
uh if you have any questions here in the
01:30
live version freefield put them in the
01:32
comments section
01:33
and i’m going to go nice and slow
01:34
through this and you can actually have
01:36
your questions
01:37
answered live right here in uh this
01:39
facebook
01:40
live or in the recorded version i’ll
01:41
keep an eye on for the next 24 to 48
01:43
hours but
01:43
definitely a cool resource simple growth
01:45
team is providing right now as a
01:47
certified advisor of service autopilot
01:49
uh we’re doing about a 30 minute free
01:51
audit of your
01:52
um sa system to let you know what you
01:54
need to be
01:55
doing for success whether in lawn care
01:57
or home cleaning industry like i said
01:59
um they are a little bit different each
02:01
audit particularly what you need for
02:03
success in that
02:04
industry so hopefully that will help so
02:08
without any further delay
02:09
uh once again free copy of this
02:11
presentation and a free cheat sheet
02:13
of the presentation um here
02:17
plus an essay free audit if you go to
02:19
simplegrosssystems.com
02:20
forward slash essayaudit.com it’s in the
02:22
comments of the facebook live
02:24
as well as scrolling across the bottom
02:25
of the screen so
02:27
as we’re looking at service autopilot as
02:29
a platform there is some significant
02:31
things that i’m going to recommend for
02:33
success so the best way of seeing this
02:35
here is literally in this flowchart what
02:38
i’m going to do is break it down in each
02:40
digestible chunk but to give you a very
02:42
high level overview
02:44
we are going from lead acquisition
02:46
whether it’s from your website or when
02:48
the client calls there’s certain things
02:49
that we need in there for success
02:51
success
02:52
we’re going to go in and talk about how
02:53
they’re automatically entered in the
02:55
essay with no double entry
02:58
we’re going to go through the estimate
02:59
creation process a specific
03:01
workflow that we recommend for lost in
03:03
one estimates here for database hygiene
03:06
and workflow
03:08
we’re going to show you how to schedule
03:09
the work and all the things that we
03:11
recommend going into scheduling the work
03:13
so we’re going to be going over
03:15
one-time jobs reoccurring jobs
03:18
installment billing and waiting list
03:21
jobs
03:22
and how they pertain to the lawn care
03:25
and specifically home cleaning
03:27
separately as well so it’s not a
03:29
specific conversation around each uh
03:32
just
03:32
average industries how you would use it
03:34
we’re going to talk how you would use it
03:35
in your specific
03:36
industry as well during this talk we’re
03:38
going to go into routing and kind of
03:40
dismissify some of the things that
03:41
people
03:42
don’t think work and why they don’t work
03:44
and how to actually overcome
03:46
some of those issues to make sure your
03:47
routing is optimized and we minimize
03:49
that non-billable drive
03:51
time and optimize we’re gonna go through
03:53
the dispatch board how to adjust the
03:55
crews on the fly so we have proper
03:56
payroll and job costing
03:58
and we’re gonna go into the closeout day
04:00
screen closeout day screen really is the
04:02
most
04:02
important um system
04:06
in screen and the whole entire process
04:08
inside service autopilot so we’re gonna
04:09
spend some time and dive into
04:11
a three to five minute sanity check so
04:14
um
04:14
then the final thing is we’re gonna go
04:16
into invoice and collecting so how to
04:17
charge your invoice as far as credit
04:19
cards
04:20
email and printing and once again how to
04:22
do those installment billings to make
04:23
sure we have proper job costing and
04:25
production
04:26
um and not just putting a job on there
04:28
with a zero dollar price
04:30
or zero dollar zero budgeted hours we
04:32
need all this information for
04:33
good data in good data out so once again
04:36
if you have no data in well you’ve got
04:37
no
04:38
data so we’re gonna go and demystify all
04:40
these things for success
04:42
inside service autopilot particularly
04:44
for the lawn care and home cleaning
04:45
industry
04:46
uh if you’re not in one of those
04:47
industries this will still be applicable
04:48
but i’m gonna really break it down in
04:50
some detail and
04:51
lift the hood of how i did it in my
04:53
company and as well as how we’ve built
04:55
this out and well over 100 cleaning
04:57
companies as well for expert workflow
04:59
um we’re going to show you some examples
05:00
and really just show you how we’ve done
05:02
this for success
05:03
um in service autopilot and as a
05:05
certified advisor if you don’t have
05:07
service autopilot yet
05:08
you can reach out to us we can help you
05:10
purchase it and help you set this
05:11
up um and if you already have it
05:13
obviously we’re here as a resource to
05:15
help you do this but if you’re gonna do
05:16
it on your own
05:17
this is how i would recommend you doing
05:19
it i’m just gonna show you step by step
05:20
how we do it as
05:22
professionals here so first thing here
05:24
is
05:26
estimate request off the website so
05:29
uh once again if it’s a little blurry on
05:31
the screen here go to
05:33
simplegrosssystems.com
05:34
forward slash sa dash audit and we can
05:37
get a free copy
05:38
these decks they’re a little bit clearer
05:39
depending on how this is coming out
05:40
through the facebook live but i’m going
05:41
to break this down for you
05:42
so the first thing you want to do uh
05:43
whether you do it yourself or you have
05:45
cert uh
05:46
or i’m sorry whether you have you do it
05:48
yourself or you have simple growth do it
05:50
is we want to build out an estimate
05:52
request now what i’m going to be
05:53
recommending
05:54
is best practices we want to use our v3
05:57
forms
05:58
now v3 forms are going to handle
05:59
duplicate checking and they’re going to
06:00
automatically
06:01
insert the contact in the service
06:03
autopilot with no double entry
06:05
and it’s going to alert somebody in your
06:07
office to let them know that we have an
06:09
estimate
06:09
due and it should tell them what
06:11
services that the consumer
06:13
is interested in in addition it should
06:15
be tracking the sales source so
06:18
it’s automatically entering the client’s
06:20
information in it’s creating that
06:21
lead and it’s tracking the sales source
06:23
obviously from the website
06:25
now if a client calls i’m going to break
06:28
this down in some detail how we train
06:30
this
06:30
but there’s certain information that we
06:32
really need to have
06:33
for success so we’re going to create a
06:36
phone intake form or at least a
06:38
pre-built
06:38
um training exercise for your admin or
06:42
virtual assistant um and how to get that
06:45
client in there so if the client
06:47
info is entered in so name address all
06:49
the information you need
06:51
and the sales source how did they hear
06:53
about us we also want to track if it’s
06:54
commercial or residential
06:56
that is going to assist for foundational
06:58
um setup
06:59
for the reporting center so now that
07:01
we’ve got the from our website
07:02
or the client calls they’re
07:04
automatically in service autopilot but
07:06
what you’ve got at this point is a
07:08
foundational understanding of good data
07:10
in good data out so now
07:12
we can go in and track how many people
07:14
have come from each marketing source
07:16
and how many of those people converted
07:18
into an estimate and then how many
07:19
people converted into a client so that’s
07:21
going to give us a client
07:23
acquisition cost that’s the cost per
07:25
acquired customer
07:27
that you’re on average paying based on
07:28
your paid marketing
07:30
so whether it’s door hangers nine
07:32
arounds or a facebook ad
07:34
we’re gonna have now solid data nsa in
07:37
addition once you have enough data in
07:38
here
07:39
uh we’re actually gonna be able to go in
07:41
and get you a client
07:42
lifetime value based on each marketing
07:44
source so maybe your home advisor
07:46
um client lifetime value on average is
07:48
250 bucks but from a facebook ad maybe
07:50
that is
07:51
1800 or 2 000 so now we can go in
07:55
and figure out what’s the average
07:56
percentage of clients that
07:58
uh that leads to that turn into clients
08:00
what’s the cost
08:01
what’s the average lifetime value so
08:04
those are the foundational things when
08:05
we set this up that we want to have set
08:07
up in play
08:08
now the next thing is we go into the
08:10
estimate creation
08:12
process so we’re going to do is dive
08:14
into certain things called
08:15
custom fields or basically job variables
08:18
now one of the biggest things is what if
08:21
i’m new in business or maybe i’ve been
08:23
in business for a long time but i don’t
08:24
know how long it takes
08:26
to either mow or clean x amount of
08:29
square feet
08:30
that’s okay and this is the way we
08:32
tackle it here at simple girl
08:34
so i would like to say there’s three
08:36
types of main estimating the first one i
08:38
don’t recommend but when we all
08:39
usually first get into business uh we go
08:42
out and
08:42
charge what the we think our competitors
08:45
are charging or the market
08:46
value so you go up to a home you say
08:48
well based on my experience
08:50
this is what the market’s demanding so
08:51
that’s a 35 lawn mowing
08:53
or maybe 125 dollar weekly cleaning
08:56
obviously that’s not what we want to do
08:58
but the next one is i like to call
09:00
guesstimation uh it’s guest
09:02
guesstimation is basically
09:05
how long do you think it’s going to take
09:07
based on
09:08
your industry experience you can go up
09:10
to this yard at home and say based on my
09:12
experience i think it’s going to take
09:14
one hour to do this job
09:15
and my goal at the end of the day is
09:17
make fifty dollars per
09:18
man hour so i would take my one hour and
09:21
multiply it by the 50 bucks
09:23
and i would have 50 dollars is what i
09:25
was charging
09:27
now eventually what we want to do is
09:28
take that information
09:30
and have other custom field variables
09:32
for the
09:33
area that we’re servicing so the turf
09:35
square footage or home square footage
09:37
and we can run reports in three to six
09:39
months based on the data that we’ve set
09:40
up now and say okay based on your guys
09:42
and girls
09:43
and your equipment this is how long it
09:45
actually took your crews to do this so
09:47
we’ve been able to elevate from getting
09:49
away from
09:50
what market price is to how long you
09:51
think it’s going to take as an expert
09:53
and then taking that and evolving into a
09:55
production rate based estimating system
09:57
and that can be based on
09:59
square footage linear feet or number of
10:02
units say
10:03
small medium and large shrubs or in the
10:05
home cleaning maybe the number of
10:07
uh bed and linen changes things like
10:10
that so these are different variables
10:11
that can happen with this
10:13
the idea is that once we have this set
10:15
up we are going to select a template
10:18
a template is going to load all your
10:19
services and the
10:21
prices will be calculated off our time
10:24
or square foot or linear fee production
10:26
rate and it will calculate automatically
10:28
a price
10:29
a budgeted time and a cost before profit
10:32
those are going to be your three key
10:33
variables to success
10:35
on this process now obviously we’re
10:37
going to present that
10:38
estimate live over the phone or in
10:39
person and try to close
10:41
that consumer but if we can’t get a yes
10:44
we are going to hit save and we’re going
10:46
to go out and email this
10:48
estimate now the estimate when we hit
10:50
email an estimate a pre-loaded templated
10:53
email loads up with a clickable link
10:55
that says view my proposal
10:58
now what we’re going to do is
10:59
standardize the marketing document so
11:01
it’s set it and forget it now you can
11:02
customize it on the fly but that’s
11:04
something we really want to get away
11:05
from
11:05
we want to be able to have a
11:06
predetermined marketing document that
11:08
everyone in your office can literally
11:10
hit email
11:10
it comes up or virtual assistants such
11:13
as pink collars
11:14
so we’re going to do is hit send and
11:16
that goes out to the client
11:19
now obviously we hope that
11:22
the estimate is one but if the estimate
11:24
isn’t one
11:25
first thing i want to talk about is
11:26
let’s talk about the negative here if
11:28
the estimate is lost
11:30
how do we handle it and what i’m going
11:32
to suggest whether in version 2 or
11:34
version 3 of service autopilot is you
11:37
want to go in and physically close that
11:39
loss
11:39
estimate and track why you lost the
11:43
estimate was it too expensive they were
11:44
going with a competitor was it unknown
11:47
but we want to track that and the idea
11:49
now is we’ve got
11:50
data and why we’re losing our estimates
11:52
and we’ve closed that
11:54
lead down so we have a clean database i
11:56
like to call that database hygiene so
11:58
what we do is we’ve got a very clean
12:00
look
12:01
inside the software of all the leads
12:03
that can potentially convert into a
12:05
client
12:06
and we can now see the other lost
12:08
estimate or lost leads
12:09
that are closed to market and go out
12:12
and nurture and upsell and reactivate
12:16
our services
12:16
but really we want a clean look at what
12:18
are the people that can convert right
12:19
now in our sales pipelines that’s why
12:21
we’re going to close out that lead
12:22
create that database hygiene like i said
12:24
you can still market them you can still
12:26
upsell them now on the bottom obviously
12:28
we hope we win this
12:29
estimate um so what we’re looking at
12:31
here is
12:32
we want to either physically select uh
12:35
each service that was won or if it’s
12:37
online acceptance
12:38
the customer will click and accept and
12:40
sign and you’ll get a notification
12:42
now what i’m going to suggest is we
12:44
schedule off the physical
12:46
estimate in 99 of the scenarios when we
12:49
set this up this is the workflow now
12:50
there’s
12:51
a couple outliers um if you’ve worked
12:53
with simple growth and we’ve had to
12:54
create a custom workflow
12:55
this may not be the case but 99 of the
12:58
time we are going to
12:59
not recommend but really insist that you
13:02
ask the you schedule off that estimate
13:05
and there’s two reasons one the first
13:07
reason is
13:08
it will avoid duplicate contacts in the
13:11
system so once again database hygiene so
13:13
mrs smith won’t be a lead and a client
13:16
in the system so it’s going to force you
13:18
to convert her
13:19
into a client now once she’s a client
13:22
and we schedule that service the price
13:25
the budget of time and the cost before
13:27
profit is automatically transferred over
13:29
to that job so all the data that was
13:32
automated and systematized on the
13:33
estimate now is automatically over there
13:35
so we’re starting to remove
13:37
extra work and points of error so
13:40
traditionally when most people
13:41
before they work with us we’ll be having
13:43
about 10 to maybe 15
13:45
different screens they’re using on a
13:46
daily basis once you systematize it
13:48
and dial that in we’re only using five
13:51
or six
13:52
screens to success and that’s where i
13:53
can take someone off the street with
13:55
about seven to ten days
13:56
have that pretty confident using service
13:58
autopilot because we’re gonna condense
14:00
the workflow and streamline it from lead
14:01
acquisition all the way through building
14:04
and fulfillment
14:04
so now that we’ve got this job we need
14:07
to go out and schedule this work
14:10
so there’s three or four different types
14:11
of jobs that we’re going to recommend
14:13
that you
14:14
understand and use and this is what we
14:15
train at simple growth as a certified
14:18
advisor
14:20
but the first one is a one-time job so
14:22
one-time job is you know the day
14:24
and possibly the time that you’re going
14:26
to be doing that job at a bare minimum
14:28
you know the day
14:29
so we can schedule it for that day the
14:31
next one is a reoccurring job so this
14:33
could be a weekly bi-weekly maybe every
14:35
three or four weeks doesn’t matter
14:37
we can set that schedule up but it’s a
14:39
reoccurring job
14:40
on a reoccurring basis so we’re going to
14:42
set that up and once we get those
14:44
routed and scheduled then that schedule
14:46
is made and optimized each week so you
14:48
don’t have to worry about it
14:49
now the next one is going to be a
14:51
waiting list job now a waiting list job
14:53
is let’s say we have a job
14:55
that we have to do this month but it
14:57
doesn’t have to be done today so it
14:58
allows you to schedule within a
15:00
desired stop and end time now if you go
15:03
past it it turns red
15:04
to notify you and let you know the idea
15:07
is we’re able to schedule a whole bunch
15:09
of
15:09
jobs um and optimize and minimize that
15:12
non-billable drive time if it doesn’t
15:14
have to be done in an exact
15:15
time now building upon that car we have
15:17
a package job that’s particularly
15:19
predominantly for a fertilizing business
15:22
now what’s going to happen there is
15:25
uh we have two or four or maybe five
15:27
different rounds of fertilizer we have a
15:28
start and end date so in the spring
15:30
maybe your pre-emergent
15:31
crab grass control plus fertilizers
15:33
april first
15:35
through april 30th now it allows you to
15:38
optimize just like waiting lists for
15:40
each round now even in commercial
15:42
cleaning you may have some
15:43
packages for maybe stripping and waxing
15:46
same kind of idea
15:48
they have to be done in each quarter but
15:49
they don’t have to be done specifically
15:51
on a certain date
15:51
they can done within a certain week’s
15:52
time frame so that’s how we can go in
15:54
and tackle that
15:56
now the next thing is once we schedule
15:57
that work we want to double check to
15:59
make sure we have a price and budgeted
16:00
time
16:01
now you shouldn’t always have this um if
16:04
we’ve taken that estimate and scheduled
16:06
it from the estimate but
16:08
uh just double checking making sure we
16:10
have all the right things in there now
16:12
we’re gonna go into routing and now
16:15
uh 23 or less stops we can optimize for
16:18
free
16:19
in service autopilot through google
16:21
anything more than 23
16:23
we’re going to be using products like
16:25
track rotor ersi which is built
16:26
into the system a very minimal charge
16:29
but it’s going to allow you to route
16:32
in a systematic order your routes start
16:34
to end with
16:35
drive time calculations navigation
16:38
stop-by-step printable directions
16:40
or navigation live in your mobile
16:43
now the biggest demystifier here is and
16:45
we’re going to go in when we go to team
16:47
setup is that each team or
16:50
vendor their subcontractors needs to
16:53
have
16:53
a starting address so an address on that
16:56
actual
16:57
team and i’ll show you where that is
16:59
later in the talk but if that doesn’t
17:00
each
17:01
crew or team doesn’t have a starting
17:03
address on the file
17:05
route optimization is pretty tough for
17:06
the computer because it doesn’t have a
17:08
point to optimize on so that’s usually
17:10
the biggest issue that we see the route
17:12
optimization actually works really well
17:14
99 of the time but it can’t really work
17:17
well if it don’t
17:18
if you don’t tell it where to start and
17:19
stop so those are the ideas that we want
17:21
to look at
17:23
once again if you’re joining us live or
17:24
the recorded version happy to answer any
17:26
questions along the way of your roadmap
17:28
to success for sa
17:29
and make sure you check it out on
17:31
simplegrosssystems.com forward slash
17:33
sa dash audit
17:36
we’re giving away a free free 30-minute
17:39
audit of your essay system so the next
17:41
thing is
17:42
we’ve got the work done and we’re in our
17:44
closeout day screen
17:45
i mentioned it earlier this is really
17:47
the most important screen in service
17:48
autopilot
17:49
because this is the last point a human
17:51
can touch these start and stop times for
17:53
the job
17:54
the price and the budgeted time so
17:58
we usually traditionally train going
18:00
through that systematically for each
18:02
resource or
18:03
crew and making sure there’s a start and
18:05
stop time that makes sense a budgeted
18:06
time and a price
18:07
uh the biggest mistake you’ll see is the
18:09
start and stop times will literally be
18:10
under a minute so the crew got to the
18:12
house
18:13
to either cut the grass or clean the
18:14
house they got excited they got in they
18:16
started the job they got to the end
18:18
they’re like oh
18:19
crap we didn’t clock in so they pull up
18:21
their mobile and they go in and out
18:23
in and out and now it looks like they’ve
18:25
done that job in about a minute
18:27
so now your average revenue per man
18:30
hours probably looking something like a
18:31
thousand dollars an hour when it’s
18:33
probably only 45 or 50. so we want to
18:35
make sure
18:36
that this screen is set up correct
18:37
because this is the last time a human
18:39
can touch it before
18:40
invoicing production or uh production
18:43
rate ass
18:44
production reports and job costing
18:46
reports
18:47
now the final thing is whether you build
18:48
daily weekly or monthly or a custom day
18:51
at midnight or 12 or 1 those invoices
18:54
are automatically
18:55
generated so what you’re going to want
18:56
to do literally is going into the
18:58
accounting screen
18:59
with three clicks of a button we can
19:01
charge all the cards email the invoices
19:03
or print them out
19:05
and then enter payments um to get in
19:07
here now the biggest thing i like to
19:09
touch on here is it’s a major mistake
19:11
that we see is whether you’re setting it
19:12
up in v2 or v3
19:15
that when you do an installment contract
19:17
and you have all the jobs underneath it
19:19
so let’s say it’s a
19:21
maintenance contract for lawn care or
19:23
horm comb cleaning for that matter
19:24
and it’s a thousand dollars installment
19:26
but maybe that includes the weekly
19:28
maintenance
19:29
um but it doesn’t include say lawn care
19:31
tree pruning or maybe in home cleaning
19:33
or commercial cleaning it doesn’t
19:34
include stripping and waxing the floors
19:35
we’d want to be able to
19:37
include those ancillary services and
19:38
build those out separately up and above
19:40
the thousand dollars a month
19:41
that’s the benefit of um an installment
19:45
set up there so you can have certain
19:46
services under the monthly installment
19:48
and then
19:48
build the others up in advance the main
19:50
thing is when we go to schedule
19:52
those jobs that are under so the
19:54
individual services under that
19:55
installment
19:56
we need to assign it to the contract and
19:59
we need to have a price and budgeted
20:00
time because if you don’t have data
20:02
going in there
20:02
we won’t be able to have the data coming
20:04
out for your job costing
20:06
and reporting now the next thing we’re
20:09
looking at is electronic signature
20:11
and package display so these are the two
20:13
the biggest
20:14
questions or issues that we see when
20:16
people are either originally setting up
20:17
essay
20:18
or they’ve been in there a while but
20:20
just really haven’t had the time to dive
20:22
in so if you go
20:23
in under settings under estimates and
20:26
estimate settings we’ve got this here
20:29
the two things you want to look at is
20:30
you click on package item total here
20:33
items and it gives the ability to do
20:35
just the total of all the rounds
20:36
each round only or the prices for each
20:40
round and then the subtotal
20:41
what our best practice recommending is
20:43
package item totally only so that’s
20:44
going to avoid that sticker shock
20:46
scrolling back down um main other thing
20:49
is allow
20:50
capture on view my proposal so that’s
20:52
like your electronic signature there
20:55
and then default estimate items is one
20:57
either checked or unchecked
20:58
i’m going to recommend you put those as
21:00
unchecked so the consumer
21:02
physically has to click on it to accept
21:05
the estimate
21:07
now next thing here is custom fields so
21:10
those were those
21:10
job variables that we were talking about
21:13
so i’ve got three different sets
21:15
of ways to do this so i’ve got examples
21:17
for cleaning snow removal and lawn care
21:19
slash pest control
21:20
so from left to right cleaning industry
21:23
those are gonna be such things
21:24
as um home square footage number of
21:27
people number of pets number of areas
21:29
that you’re cleaning
21:30
those variables that you’re looking at
21:33
snow removal could be
21:35
how many square feet that we’re doing
21:37
for plowing
21:38
and maybe we have different variables
21:40
based on different increments of snow
21:42
now lawn care and pest control are
21:44
predominantly going to be on things like
21:45
called turf square footage or
21:47
the square footage a 22 52 or 60 inch
21:51
mowers handling if you have separate
21:52
production rates and estimating based on
21:54
the size of the mower
21:55
but the idea here is once again under
21:57
that gear icon we go down to custom
21:59
fields and this is what comes
22:00
up so we would have a name we want to
22:03
associate it to the customer and we want
22:05
that value type
22:06
predominantly to be a number if we’re
22:08
running a mathematical equation on it so
22:10
we have a production rate based
22:11
estimating system
22:13
um and i’m going to show you in the next
22:14
screen if we did from one to say a
22:16
thousand square feet
22:18
uh the custom field would be a number
22:19
because we’re using that in a
22:20
calculation
22:21
on a custom field so that will make more
22:24
sense right here
22:25
so this is the simple growth
22:28
estimate blueprint what we are going to
22:30
recommend
22:32
especially when people work with us we
22:33
do require it when you work with simple
22:35
girls as a certified advisor
22:37
is that we go into the uh the estimate
22:39
blueprint this is something we give our
22:41
clients when they work with us here so
22:42
if you’re doing this yourself
22:44
i recommend making something very
22:46
similar but the idea is we blueprint it
22:47
we test our profit profit percentage and
22:50
then we transfer that into service
22:51
autopilot
22:52
we have a blueprint to do it so like i
22:54
like to use the example of building a
22:56
house
22:56
you’re not going to build a house and
22:57
just put random doors and windows
22:59
anywhere
23:00
well you don’t want to do the same thing
23:02
in service autopilot you need a
23:03
blueprint
23:04
and then you implement your blueprint
23:06
inside the software itself
23:08
so we’ve got a lawn mowing and home
23:10
cleaning example so lawn mowing here the
23:12
custom
23:13
field the job variables turf square
23:15
footage
23:16
and i’m saying from one square foot to 5
23:18
000 square feet my
23:20
base price the minimum i would show up
23:21
is 45 bucks
23:23
and for one person and one person only
23:25
to mow blow and edge that property i’m
23:27
giving them 20 minutes or
23:29
0.33 man hours now based on some
23:31
variables i’ve already predetermined
23:34
my hourly goal per person on the crew is
23:36
55 bucks an hour
23:38
and my expense per hour is 36
23:41
that’s my break even so what we’ve done
23:43
is figured out our profit and profit
23:45
percentage
23:46
we’re making fictitiously in this job 33
23:48
on the base price and a 73
23:50
net profit margin then i’m saying every
23:53
thousand over my
23:54
base price of 5 000 square feet is an
23:56
additional 2.75
23:58
0.05 man hours an expense of a dollar 80
24:02
before profit now
24:03
uh you can’t see because my video
24:05
picture here is on the head
24:06
is on the bottom part of the house
24:07
cleaning but we’ve got the same exact
24:09
thing
24:09
our job square footage our house square
24:12
footage is our job
24:13
variable from one to 1200 square feet
24:16
for my weekly cleaning is 145
24:18
2.9 man hours and if we had the
24:21
calculation here it would kick out the
24:23
profit based on that
24:24
then every 500 square feet of cleaning
24:27
over the 1200
24:28
is an additional x amount of dollars x
24:30
amount of time and then behind my video
24:32
is a cost before
24:34
profit um so that is the blueprint now
24:37
what we’re going to do is take this and
24:38
if you remember these top
24:39
five lines right here they are going to
24:42
systematically line up
24:44
right here so if i jump that slide back
24:48
the top five cells here line up and the
24:50
bottom five la
24:52
cells line up here so once again we’re
24:53
just transferring them over to the top
24:56
five
24:57
and the bottom five so we’re taking our
24:59
blueprint and we’ve moved it
25:00
over to uh service autopilot’s pricing
25:04
matrix now we can get more complex and
25:06
pull it out and do
25:07
price breaks based on larger properties
25:09
and things like that but
25:11
at a bare minimum this is what we need
25:13
and when we go back to our blueprint
25:14
we’ve got our custom
25:16
field turf square footage or cleaning
25:18
home square footage
25:20
and that’s our blueprint right there so
25:22
that is
25:23
the deal here so we’re going to set our
25:24
calculation we’re going to base it on
25:27
the custom
25:28
field here so now you kind of see we’ve
25:29
blue printed this out
25:31
and we’ve created a workable road map
25:33
for success
25:35
so we’re going to go in we’ll set our
25:36
calculation our custom field
25:38
and then we are going to go in and
25:42
build it out and hit save so now we’ve
25:45
got our services set up so this is your
25:46
blueprint and guide to success
25:49
now we talked about having an estimate
25:52
request
25:53
on your website so here is in a v2 form
25:56
but almost identical in v3 how we break
25:58
this
25:59
down so what we’re going to do is go
26:01
under marketing in
26:02
forms and we’re going to put first name
26:05
last name
26:06
and map these back to first name last
26:08
name address is going to be mapped back
26:10
to
26:10
service address and then phone number
26:12
i’m recommending it
26:14
that you attach it to your cell phone
26:16
number for your client or lead
26:17
so you can use that for text messaging
26:19
and automations now if it’s not a cell
26:22
phone number it’s okay it’s not going to
26:23
fire off or charge it but by best
26:25
practice i recommend having that in
26:26
there
26:27
now emails can be mapped back to email
26:30
for this cleaning industry example or
26:32
lawn care we want to make sure that we
26:34
auto create on submit
26:36
we create on submit a lead here
26:39
and we can put our sales source for
26:41
search engine or website
26:43
now in addition we’re going in and
26:44
asking some questions they’re interested
26:46
in one-time cleaning
26:48
uh weekly or bi-weekly move in or move
26:50
out number of bedrooms bathrooms square
26:52
footage
26:53
and maybe how many stories these are
26:55
some of the things we’re pulling off the
26:56
website to be able to create an estimate
26:57
live for cleaning now in lawn care
26:59
same exact thing first name last name
27:01
service address phone number
27:03
email what are we interested in and we’d
27:05
have maybe
27:06
check boxes for them to check all the
27:08
services they want an estimate on i
27:10
would
27:10
narrow these down to your gateway
27:12
services the ones you can measure online
27:14
and sell of the phone
27:15
and then within 20 to 30 days go back
27:17
out and upsell the ancillary services on
27:19
site
27:23
so the next thing we’re diving into here
27:24
is a lead entry into your office so we
27:27
kind of covered what goes on
27:28
on your website those are the two
27:30
options we now want to go into what if
27:32
somebody calls your
27:34
office so there’s certain things that we
27:35
really need to get in
27:37
so we’re going into the plus icon we’re
27:39
adding that lead
27:41
first name last name here if it’s a
27:43
company we put the company’s name in
27:44
here
27:46
and then our office is asking the
27:47
service address now if the service
27:49
address is the same as the billing
27:50
address
27:51
it automatically populates here we
27:54
always want to be asking for the email
27:55
and a cell phone
27:57
a cell phone provider is not needed
27:59
that’s a legacy feature so just ignore
28:01
it
28:02
master property here is if you are doing
28:04
multiple properties say for a property
28:06
manager
28:07
you can have the property manager as
28:09
your master property
28:11
and then you’d have all the sub
28:12
properties in there to combine and
28:13
consolidate your billing
28:15
now the next thing we’re looking at is
28:17
this next tab here for details
28:19
when you click in that details tab i’m
28:21
going to go in and tell you that you
28:23
really need to put in
28:24
residential or commercial to segment
28:26
your database
28:28
and the next thing here is under the
28:30
sales tab we want to go in
28:32
and select the sales source so we track
28:35
how they came in and then we can get
28:36
that lead to client conversion ratio
28:39
lead uh lead acquisition cost and the
28:41
client lifetime value all based off that
28:44
and if they were referred by somebody
28:46
already in your database this is where
28:48
we’d click that the drop down menu would
28:49
come down
28:50
and you say you picked mrs smith if she
28:52
was the referring
28:54
lead or client in your system so you can
28:56
do referral
28:57
lifetime reporting as well so these are
29:00
foundational things in the system
29:02
that we really want to dial into now the
29:04
next thing is under the billing tab
29:06
as we’re entering in this is your manual
29:09
override
29:10
to manually override your system so if
29:12
you’re set up
29:13
to invoice monthly at netdo 10 and you
29:15
wanted to build this particular person
29:17
daily you could override it to build
29:19
them daily and have them do
29:21
on receipt for instance now the final
29:23
tab off to the right here is
29:25
office notes this is your internal
29:26
office notes uh they are private you
29:29
know that by this right here
29:31
so these are your internal notes based
29:32
on that client
29:35
that’s the main thing so now we’re gonna
29:37
go in and hit
29:38
save and create this lead now now
29:41
we have a lead in the system there are
29:42
some visual clues that we like to train
29:45
as a certified advisor uh you want to
29:48
look at
29:48
and you can see on the left hand side
29:50
here we’ve got the little avatar the
29:52
little person here with the red l
29:53
that’s a lead uh no avatar is a
29:57
lead that we’ve closed out with a loss
29:59
estimate
30:01
if we have the little avatar with
30:02
nothing next to it that’s a client
30:04
and then if you have the avatar here
30:06
with the little slash through it that’s
30:08
a canceled client so once again when a
30:10
customer cancels we want to close them
30:12
out
30:13
so we have a clean database of just
30:14
clients we can still see
30:16
people that haven’t won an estimate and
30:18
we haven’t become a client and we can
30:19
see our canceled clients but now we have
30:21
a really clean
30:23
database and when we go under the
30:25
magnifying glass here we have
30:27
great little visual clues how to
30:29
actually go out
30:31
and dial into where they’re at in the
30:34
system
30:35
now another great visual clue here is
30:36
this long gray
30:38
estimate bar uh there’s also going to be
30:40
a little uh l i believe it is in v3
30:43
that signifies that but that long gray
30:45
bar is a visual clue for your team and
30:47
you
30:47
that the person is a lead and then when
30:49
they convert into a client there’ll be
30:51
three distinct
30:52
columns for scheduling billing and
30:54
estimates and installments underneath
30:56
with contracts
30:57
so these are the visual clues and how we
30:59
create database hygiene in service
31:01
autopilot
31:03
so three work clothes for estimate data
31:05
collection
31:06
uh maps pro creating a standard phone
31:08
intake sheet and then an
31:10
on-site estimate form and these are the
31:13
three ways that we recommend
31:14
um and teach how to use service
31:16
autopilot so the first one here
31:18
is maps pro or in v3 it’s called smart
31:21
maps very much the same thing
31:24
things you want to do is you want to go
31:25
to the more tab which is right here
31:28
when you blow it up we’re going to
31:29
property measurement now you can see
31:31
i’ve got the areas here measured out so
31:33
i’ve gone in
31:34
and measured it by just clicking on the
31:37
map here
31:38
and then i recommend color coding the
31:40
turf area or whatever you’re servicing
31:42
if there’s bed square footage you’ll
31:44
notice there’s plus zero and minus signs
31:46
here
31:46
this gives you the ability to add a null
31:49
add to the
31:50
to it subtract to it or keep a null
31:52
value the same exact thing is available
31:54
in v3
31:54
very handy to have these things labeled
31:58
we have our total square footage and we
31:59
would hit save then we’re going to go
32:01
into our custom fields down here and
32:03
select the variable say turf square
32:04
footage for the grass area
32:06
and save that and then it is ready to
32:09
calculate off your pricing matrix
32:12
so the next thing is the auto assist for
32:13
standard workflow so if you are using
32:16
pro plus with automations
32:17
this little a for auto assist is here
32:19
and it’s a workflow
32:21
um addition that’s really going to help
32:24
you
32:24
so if not you need to go down to the
32:26
bottom and hit forms and select
32:28
your forms this is what we recommend pro
32:30
plus
32:31
and then we’ve got our fillable phone
32:33
intake form
32:35
we click on that and we’ve got a
32:37
cleaning example and then i’ve got a
32:38
lawn care example next
32:39
uh but the idea is here is uh debbie
32:42
sardones for cleaning business
32:43
fundamentals
32:44
um has built out a product with simple
32:47
growth
32:48
so if you’re a cbf member uh let us know
32:50
or let debbie know we happy to show you
32:52
how we automated cbf right inside
32:54
service autopilot turnkey for you
32:55
complete with marketing documents
32:57
uh but the idea here is this this lead
32:59
sheet is going in and creating a call
33:01
script so how did you hear about us is
33:03
it a one-timer ongoing service
33:04
and it’s grabbing all the variables that
33:06
her team needs to
33:07
go out and estimate all the cleaning
33:09
over the phone
33:11
the next thing is a mobile on-site
33:13
estimate form so let’s say we can’t
33:14
measure it over the satellite for lawn
33:16
care
33:17
we want to be able to go in and have a
33:20
mobile phone where you can go in and
33:21
walk around
33:22
and your estimator is plugging the data
33:24
in now they’re plugging the data in so
33:26
we got
33:27
property specific data we’ve got our
33:29
phone we’re walking around the property
33:32
what’s the lawn square footage if you
33:34
couldn’t measure it on
33:35
the satellite what’s the linear length
33:37
of landscape beds for
33:38
edging those beds what’s the number of
33:40
small medium and large shrubs
33:42
how many hedgerows with 10 foot sections
33:45
with or without a ladder
33:46
what we’re doing is driving in all the
33:49
data we need so when we get to that
33:51
estimate part it’s going to
33:51
automatically calculate your price your
33:53
budget time and cost before
33:55
profit now pro tip we recommend
33:59
and we’ve cracked the code here how to
34:00
use custom fields from
34:02
the new document editor inside the
34:03
estimate description so the
34:05
notes down here i can type in does not
34:08
include the hedgerow on the back side of
34:10
the lot line
34:11
and it will automatically merge into the
34:14
estimate without having to remember to
34:15
do it so the idea is we’re walking
34:17
around that phone or tablet we’re
34:18
plugging in all the
34:20
property specific data so we’ve created
34:21
a standardized process so this is a
34:23
gentleman who ran my business
34:24
had never done pruning mulching mowing
34:27
any of those services
34:28
within a few days i had him up and
34:30
running
34:32
just plugging data in there and be able
34:34
to estimate as well as i have with 20
34:35
plus years experience so
34:37
um the idea is we want to standardize
34:38
what’s in the owner manager’s head and
34:40
be able to take it out into an on-site
34:42
estimate form
34:43
cleaning industry once again if we’ve
34:45
got a top to bottom deluxe weekly clean
34:47
bi-weekly clean
34:48
you’re plugging in how many hours in
34:49
each one of these that you think it’s
34:51
going to take based on your experience
34:53
on that job if we’re not ready for
34:54
square foot production rates
34:56
to actually go out and estimate that job
35:00
so the next step here is creating
35:02
pre-built estimates for leads and
35:03
clients separately
35:07
so what you can see here right out of my
35:08
old company’s um essay account here is
35:11
we’ve got one for clients and leads and
35:12
why why we’re doing this is
35:14
in my opinion we’re going to have two
35:16
separate conversations if someone’s a
35:18
lead and never done work with us
35:20
the marketing conversation based on
35:22
where they are in the client life cycle
35:24
is going to be different versus someone
35:25
who is already a client
35:27
so i’m recommending you make two
35:28
different versions of your estimate
35:30
email and your estimate
35:31
document to be able to have that
35:33
personalized but automated conversation
35:35
based on where they’re at
35:38
now the next thing is pre-built aspect
35:39
templates safe for lawn care and i’m
35:40
going to go into home cleaning next
35:42
is what we’ve done here is we’ve gone in
35:46
and built a production rate based
35:48
estimating system where it will
35:49
calculate uh based on the long square
35:52
footage and we’ve added different
35:53
zones or postal codes where you could
35:55
just plug the number in it would
35:56
calculate a
35:57
on-site time and a drive time and all
36:00
the consumer sees is the bottom price
36:02
but we’re able to break out our
36:03
production for drive time and on-site
36:06
separately in addition
36:09
we’ve got an example here for disposal
36:11
fees of 30
36:12
that’s defaulted in so another thing
36:14
that happens when we start to delegate
36:16
our estimating is
36:17
people forget to add the different
36:19
things in or they conveniently erase it
36:21
and don’t put it in to win the jobs
36:23
the idea is we can default things that
36:24
always need to be on the system
36:26
to create predictable systems now probe
36:30
previous
36:30
template cleaning is very interesting so
36:33
what we’ve done is kind of crack the
36:35
code and cleaning so
36:36
and this also works for lawn care if you
36:38
want high low pricing for
36:40
spring and fall cleanups but there’s two
36:41
different ways to be able to do it so we
36:43
can estimate with a minimum and maximum
36:45
price range
36:46
for cleaning or say spring or fall
36:48
cleanups and lawn care
36:49
or on the right hand side of the screen
36:51
we can do it for
36:52
uh exact pricing so we’ve got the
36:54
ability now to go out and do high low
36:56
price ranges for jobs that are a little
36:58
um
36:59
scarier to give an exact price and they
37:01
come with a budgeted time
37:04
for high and low and cost before profit
37:06
or we can go in and do an exact price
37:08
with budgeted timing costs those are the
37:10
two different variables
37:11
for lawn care and home cleaning we can
37:13
do high low price ranges
37:15
exact pricing or hourly time and
37:17
materials
37:19
so next thing is we want pre-built
37:21
estimated emails so we’ve gone and we’ve
37:22
created this
37:23
estimate and we try to close them over
37:25
the phone but if we can’t close them
37:26
over the phone
37:27
next step is let’s email that out so we
37:30
go in and hit the email button right
37:31
here
37:32
and this email loads in with everything
37:35
you already have and it’s got a
37:36
clickable quote link in there so you
37:37
send that out to your
37:39
client or lead this would be what they’d
37:41
be getting and it had this little thing
37:42
here
37:43
click here to view my proposal now
37:46
included in this we’ve included our lead
37:48
letter of the five or six main reasons
37:50
why we’re different we’ve included some
37:52
buttons off there on their mobile they
37:53
can call us now or text our office
37:56
but the idea is they click in that and
37:59
then
37:59
they’re going to open up the estimate
38:01
which i’m going to show you but another
38:02
pro tip is
38:03
i would uh blank carbon copy yourself in
38:06
your office
38:07
and um text the quote through the
38:10
message center
38:12
in essays we email it and text message
38:14
it huge huge benefit that we’ve had
38:16
in my lawn care company as well as
38:17
simple growth the ability to email and
38:19
text message the estimates an extra two
38:21
minutes
38:22
well worth the investment in my opinion
38:25
so pre-built estimate documents and
38:26
price grid so the next thing that we’re
38:29
looking at
38:29
is this is the actual estimate it’s kind
38:31
of chunked in three parts because it’s
38:33
pretty long
38:34
but step one is select the services you
38:36
want step two is accept and sign
38:38
so we can have the service details in
38:40
there for that forty five dollar mowing
38:43
uh if we want we can also have videos
38:45
embedded on the service line item
38:48
or below that then we have our general
38:50
details and contract terms
38:52
we have more clickable buttons and some
38:54
videos that can play live in the
38:55
estimate below the pricing so we have
38:57
videos on the actual service level and
39:00
below
39:02
that so that is your your 24 hours seven
39:05
days a week
39:06
automated sales person so i highly
39:07
recommend making those videos
39:09
and if you’re making your videos they
39:10
don’t have to be perfect but you want to
39:12
include what’s included in the service
39:13
what’s not included
39:15
and your satisfaction guarantee and
39:17
addressing the sales or price objections
39:18
up front do i need them at home to have
39:20
the service done
39:21
is there certain insurance i should be
39:22
looking for whatever those issues are
39:24
for that service
39:25
be up front and talk about it that’s
39:26
going to shorten that sales cycle and
39:27
hopefully raise that price
39:29
um ability to charge the highest price
39:32
because we’ve created you as the expert
39:34
throughout that video
39:37
now next thing here is we’ve got the
39:38
electronic signature they click to sign
39:40
and that’s going to time a date stamp
39:42
all that information inside
39:43
sa so as we go in once the estimate is
39:46
won
39:47
i’ve got time and date stamped ip
39:49
address above the estimate
39:50
and an electronic signature i can print
39:52
out for collections or
39:53
if you’re in new york state and they
39:55
have pretty strict dec
39:56
pesticide laws that is going to cover
39:59
you
40:00
we also had some buttons here we can
40:01
click in and get msd labels if that’s
40:03
applicable to the
40:04
industry you’re in so we can have that
40:06
all inside a service autopilot estimate
40:11
now that we’ve won that estimate we need
40:13
to convert that lead into a client so if
40:15
you remember that flow chart earlier in
40:17
the talk i said
40:18
when we win that estimate we want to
40:20
convert the lead into a client and
40:21
schedule
40:22
off the estimate so when we go to
40:23
schedule if you don’t remember to
40:25
convert
40:25
it’s going to force you to convert then
40:29
we’re going to take our price and
40:32
budgeted time and cost
40:33
and we’re going to schedule that job so
40:35
all of that’s now moving
40:36
into the job so we have a price budget
40:38
time it costs before profit
40:40
we’re going to add in our reoccurring
40:42
jobs either weekly bi-weekly or
40:44
custom schedule we can dial that into a
40:47
lot of different variables they’re
40:48
really popular in the cleaning industry
40:50
for sure right here but lawn care folks
40:52
are starting to catch on to that as well
40:54
um and that’s our one timer reoccurring
40:56
and then we’ve got our waiting list job
40:57
where we have a start and complete by
40:59
date so that’s that time range very
41:01
popular in holiday lights
41:02
spring and fall cleanups uh cleaning
41:04
industry it’s gonna be something where
41:06
you’re probably doing a move-in move out
41:07
or a post-construction clean
41:08
it doesn’t need to be done today but it
41:09
needs to be done before the end of the
41:11
week so that gives you that variability
41:14
so foundations to scheduling once again
41:16
i said teams or basically crews
41:18
we want to go under teams here and pull
41:21
out each crew so we have our residential
41:23
crew
41:24
number one the starting address that is
41:27
for the best results for route
41:30
optimization
41:32
once we have that we’re in good shape
41:33
but we’d go in we add our team and then
41:36
we create that team
41:37
you need a starting address on there we
41:39
also want to be able to go under crew
41:40
assignments and assign the
41:42
default assignees now if someone doesn’t
41:44
show i’ll show you how to remove that
41:46
quickly
41:46
um in the next few slides so
41:50
as we click team assignments we’ve got
41:51
them in there how many days
41:53
are they available if you work seven
41:57
days a week
41:57
and they are available put all seven
41:59
days so they are available if we get
42:00
rain delay or issues especially in lawn
42:02
care
42:04
next thing is scheduling in payroll
42:07
reporting so even if you’re not using
42:09
service autopilot azure payroll
42:11
system this information needs to be in
42:14
there and it’s actually kind of
42:15
confusing
42:16
so i’m going to break it down for you so
42:18
under teams employees
42:19
we need to go in oh sorry under the job
42:22
costing
42:23
tab and mark hourly employees hourly and
42:26
put their hourly rates if this gentleman
42:28
or lady was making 15 bucks an hour on a
42:30
payroll job costing
42:32
in my sheet over here i figured out my
42:34
labor burden
42:35
and now labor burden is going to i’m
42:39
going to split the screen here so you
42:40
can actually see this for a minute
42:42
so labor burden here is your fica
42:44
unemployment workers comp
42:46
and we’re getting it as a percentage of
42:47
a dollar and if it was hourly rate was
42:50
15
42:50
we add that labor with labor burden in
42:53
there so it’s 1785
42:54
and 26.78 and that’s what goes in here
42:57
so it’s labor
42:58
uh hourly rate with labor burden and
43:00
overtime with labor burden
43:02
those are the keys to success for that
43:05
um in there so we’re running job costs
43:07
and reports and some other reports
43:09
if you’re going in for um costing effect
43:12
or drive time labor cost effect you will
43:14
have zeros in there if the
43:16
information’s not on there because those
43:17
are data points the system works off of
43:19
to
43:20
calculate that for you
43:26
so the next thing we’re looking at is
43:27
the dispatch board so what if we have a
43:30
no show no
43:30
no call employee by when we’ve set up
43:33
those teams with the employees on there
43:34
we have them defaulted in here
43:36
but the idea is if we go to the more tab
43:38
onto the dispatch board and assign teams
43:40
this comes up and this
43:41
gives us the ability to drag and drop
43:43
these individuals
43:44
off and you can see at the bottom there
43:46
it says update end times based on
43:48
budgeted hours and assignments
43:50
so this is only applicable for that one
43:52
day but this is your key to success
43:54
for having proper payroll job costing
43:57
production reports each and every day
43:58
especially viewing time and material
44:00
jobs so very important
44:01
no matter the industry we can drag and
44:03
drop if the crews change from the
44:05
default setup from
44:06
the system now the closeout date screen
44:09
like i said that’s probably the most
44:11
important screen of the whole entire
44:13
system so
44:14
this is where a human should go in at
44:17
the end of the day or the beginning of
44:18
the next day for the previous day
44:20
and we’re making sure we got start and
44:21
stop times budgeted time
44:25
and um so
44:28
start and stop times budgeted times and
44:30
a rate and we also want to go into the
44:32
columns and add
44:35
the variance and the actual
44:38
hours work now that is going to give you
44:39
the actual time
44:41
and the variance plus or minus over the
44:43
budgeted times that’s going to give you
44:44
a really good look at where you’re at
44:47
for good data in good data out this is
44:49
going to set up your billing
44:50
your job costing production rate reports
44:53
for success now contract setup so this
44:57
was the part of the final part of
44:59
the the flow chart that we went through
45:01
is imagine we have a maintenance
45:03
contract so we’re going to select
45:04
the start and end time a line item when
45:07
with the plus icon it drops it in
45:09
that’s our invoice line item with
45:11
default service that’s going to be under
45:13
and then we’d fill in the monthly
45:15
installment now we can say
45:16
bill to what day of the month are we
45:18
billing one day in advance how are they
45:20
paying check card or whatever else it
45:21
may be
45:22
auto generate active and include sub
45:25
properties so that could be the sub
45:26
properties
45:27
of a master property and we’re going to
45:30
be adding
45:30
the services in there and then under
45:32
alerts right here
45:34
we can do an alert if it’s over x amount
45:36
of hours or x amount of visits and that
45:39
gives you that granularity there as well
45:42
main thing is when we set these services
45:44
up here under the contract
45:46
we assign it to the contract and then we
45:48
have a price and budgeted time so we
45:51
need that data it will not double bill
45:53
that
45:54
um if it’s there we need to have that
45:56
price and budgeted time for scheduling
45:58
and reporting
45:59
if we assign it to the contract and
46:01
that’s a service that’s under the
46:02
installment
46:03
it will not double bill in addition
46:05
package jobs for fertilizing
46:08
right here assign it to that contract
46:11
same thing we want to price and budget
46:12
at a time
46:13
it will not double bill so the next
46:15
thing is invoice email with credit card
46:17
payment option or the client
46:19
portal so we go down and email out those
46:22
invoices we can have a
46:24
really nice document here with click
46:25
here to pay with a pci compliant credit
46:28
card form for clearance
46:29
or we can have a link to your payment
46:32
portal
46:32
and you can have a separate uh email the
46:34
first time they sign up for a temporary
46:36
username and password
46:37
for the service autopilot payment portal
46:38
that’s how we can go in and get that
46:39
credit card
46:40
and get those process processes going to
46:43
get that payment
46:45
so the final part is the report center
46:48
job costing reports
46:50
and this is really important because now
46:52
we’ve got
46:53
all of this data and everybody that i
46:55
see on facebook
46:57
um near the end of the year the
46:59
beginning of the year even in the middle
47:00
of the year ago you know
47:01
i’m going to raise my prices three
47:02
dollars across the board or a percentage
47:05
so really i think that’s really a
47:06
foolish thing to do because really what
47:08
you’re doing is you’re telling your most
47:09
profitable clients
47:10
um to go shop you and you’re telling
47:12
your least profitable clients you’re
47:13
raising them up a little bit but they
47:14
already know they’re probably getting a
47:16
deal so they’re going to stick around
47:17
so what we’re going to recommend is
47:18
running a job costing report through the
47:20
rot report center
47:22
and what we have here is uh name address
47:25
and the date
47:26
and the price per visit so we’ve got an
47:28
average of fifty four dollars per cut
47:30
and the two stops that we’re here
47:32
obviously you’d have a whole year’s
47:33
worth of date or half years worth of
47:34
data
47:35
but on average you made fifty four
47:36
dollars and per man hour sixty dollars
47:38
per minute
47:39
on average it came out to fifty seven
47:41
dollars in 30 cents
47:43
so what we’ve got here is we put in our
47:45
desired dollar per man hour of 60 bucks
47:48
if we’re only making 57 so we’re just
47:50
under three dollars under our
47:52
goal uh it’s telling us we need to raise
47:54
our price 2.56 cents with no emotion so
47:57
this is how you would raise your prices
47:58
with no emotion uh based on the report
48:01
center
48:03
um so basically that is your service
48:06
autopilot from stem stern
48:08
before you automate it fully set up um
48:11
back literally from lead acquisition all
48:13
the way through estimate scheduling
48:15
billing and fulfillment now
48:17
that’s only half the deal so once we’ve
48:20
got service autopilot set up there’s
48:21
three key areas in the business we’re
48:23
going to recommend for a fully set up
48:25
essay
48:26
roadmap to success is we’re going to go
48:28
in and automate our sales
48:30
um including some finances and overdue
48:32
accounts uh we’re gonna
48:34
automate our employee recruiting
48:36
training and onboarding and we’re gonna
48:37
automate our repetitive tasks
48:39
and these are the three main hurdles to
48:40
break that million mark and beyond and
48:42
even if you’ve broken that million mark
48:43
if you haven’t automate these
48:45
these are probably uh holding the owner
48:47
down from having that lifestyle they
48:49
desire
48:50
because they are babysitting their
48:52
business and probably entrenched in it
48:53
so i’m gonna break this down real
48:56
quickly
48:57
but if you need or want an audit for
49:00
your essay set up before we get to the
49:02
automated audit
49:03
um go to simplegrosssystems.com forward
49:06
slash
49:07
sa audit and that is um going to be
49:10
right here there’s a
49:11
video kind of outlining it and then you
49:13
can literally book a call
49:15
uh with myself or dylan on the simple
49:17
growth team
49:18
to actually get a time to go on a screen
49:21
share for a half hour
49:22
and and literally get a free essay on it
49:25
we’ll tell you where your
49:26
setup is in need of help at no cost
49:30
so the next thing is automation so we’re
49:33
in now an automation so
49:35
when you come to simple growth as a
49:37
certified advisor we set up
49:39
done for you turnkey automations for
49:40
lawn care and home cleaning now this is
49:42
example i’m going to show you in
49:44
lawn care but it’s very similar to the
49:45
home cleaning automations they come
49:47
pre-built in three different areas the
49:49
north south and southwest
49:51
parts of the u.s and canada
49:54
and they come with about 130 to 140
49:57
marketing documents pre-built with
49:59
marketing content already written for
50:01
you
50:01
i’m going to say vanilla content you may
50:03
want to go in there make them a little
50:04
more sexier but
50:05
it gives you a really good starting
50:06
point so we have three different
50:07
versions for the north south and
50:09
southwest
50:09
pre-built marketing content turnkey for
50:11
you so we have email scripts
50:13
uh text message scripts and phone call
50:15
scripts that you can copy or
50:16
edit in addition uh based on each part
50:19
of the country we go in and customize
50:21
the automations to the particular timing
50:23
of your market
50:24
based on the time of your market the
50:26
services you automate
50:27
so the first thing we do here um and if
50:29
you’re doing this yourself this is what
50:30
i’d recommend
50:31
uh we go in and enhance that estimate
50:33
request that we went through in the
50:34
beginning
50:35
and we build logic in there so if
50:37
someone’s interested in
50:39
lawn mowing or fertilization we know
50:40
exactly what that is we have an
50:42
automated but personal conversation
50:44
around that
50:45
if they come from the office we enter
50:47
the for the information into that phone
50:48
intake form
50:49
or the three to four step process i
50:51
broke down in the earlier the talk
50:54
once they’re in we automatically fire
50:56
off a thing called the lead letter these
50:57
are the five or six main reasons why
50:59
your business is different why someone
51:00
is going to want to do work with you
51:02
and not your competitors in addition we
51:04
can tie into a product called send gym
51:06
if you want a hard copy letter of this
51:08
mailed out to the postal service
51:11
in the u.s we can have that out to them
51:12
as well so we have something emotional
51:14
physical they can connect really great
51:16
idea for design build or any really high
51:18
ticket products where you actually have
51:20
to go out and schedule an estimate
51:21
this just helps differentiate and
51:23
reinforce your brand differentiation
51:27
so they’ve got this lead letter this
51:29
fires off automatically in the email
51:30
though
51:30
five or six reasons why your business is
51:32
different now before the estimate or
51:34
the same time is the estimate in
51:35
conjunction if you’re doing the asterisk
51:37
live over the phone as we recommend it
51:38
with those gateway services
51:39
we’re going to send out a thing called
51:40
short term education so this is going to
51:43
go and educate them to the particular
51:45
service they’re interested in so
51:47
in the lawn mowing example it’s going to
51:49
be talking about
51:50
maybe the proper mowing hood how to
51:52
sharpen your blades and proper
51:53
irrigation go with the mowing in
51:54
addition we recommend
51:56
that you go in and edit and add to the
51:58
documents that we’ve already given you
51:59
to overcome any sales or price
52:01
objections
52:02
so do i need to be home to have the
52:03
service done are you going to close the
52:04
fence gate behind you
52:06
um so i don’t have to worry about it if
52:08
i don’t check it after the technician
52:09
leaves so the kids and the dog don’t run
52:11
out of backyard
52:12
same thing in the home cleaning industry
52:13
you may be talking about the difference
52:14
between
52:15
a top to bottom deluxe which is your
52:17
initial clean what that includes versus
52:19
a general maintenance weekly or
52:20
bi-weekly clean
52:21
we’re educating them around those
52:23
processes once the estimate is submitted
52:26
this process here is called 20 days to
52:28
close
52:29
this follows up on each and every
52:30
estimate till we get a yes or no answer
52:32
it’s going to follow up
52:33
via automated email automated text and
52:36
phone calls yes phone calls people don’t
52:38
like making phone calls i highly
52:39
recommend
52:40
making phone calls it comes in the form
52:42
of a two with a phone script
52:45
and a deadline assigned to a specific
52:47
role or person in the business
52:49
now it’s going to literally say hey
52:50
called mr smith it’s been three days
52:51
since we dropped off the estimate here’s
52:53
what to say
52:54
if she says the price is too high here’s
52:56
some call sales script overcome that
52:58
and in addition it says if she becomes a
53:00
client
53:01
do this in service autopilot if she
53:03
doesn’t become a client of service
53:04
autopilot do this you should like
53:05
i’m not sure if i’m going to hire you or
53:06
not do this in service autopilot so
53:08
we’ve created a predictable
53:09
and delegatable workflow inside the
53:11
system now for all the folks watching
53:13
that don’t want to make a phone call
53:15
good news we’ve been able to tie into a
53:17
thing called a ringless
53:18
voicemail bomb so if there’s a cell
53:20
phone on file right back to the inning
53:22
remember on the
53:23
phone number we said always collect the
53:25
cell phone when in doubt put it in there
53:27
this ringless voice bail bomb now
53:28
triggers and
53:30
it makes the cell phone look like it’s
53:32
had a missed call
53:34
and it leaves a pre-recorded message but
53:36
it’s not a robocall
53:38
it’s literally so if i was there hey
53:40
it’s mike from callahan so sorry i
53:41
missed you i wanted to follow see any
53:43
questions regarding your estimate
53:44
if you do please call us back at this
53:46
number if not feel free to accept the
53:47
online assets we’ve created an automated
53:49
but personal workflow
53:51
around that estimate follow-up now
53:53
hopefully we win that estimate
53:55
so automatically now without you having
53:57
to do anything
53:58
we automatically send out a welcome
54:00
email this will acclimate the consumer
54:02
what to expect when working with you
54:04
and if you want a credit card on file we
54:06
automate that process right here with a
54:08
pci compliant credit card form
54:10
in addition we customize the automation
54:13
for you
54:14
to follow up on only reoccurring
54:16
services 30
54:17
60 and 90 days now one of the biggest
54:20
mistakes that we see folks doing is
54:22
their automations aren’t customized so
54:25
we customize the automations to your
54:26
services they’re only reoccurring
54:28
to follow up 30 60 and 90 days and it
54:31
doesn’t look like an automated email
54:32
it’s a plain text email
54:34
that looks like somebody in your office
54:36
literally took a few minutes to write up
54:37
a quick email like hey
54:38
how’s the service going up to this point
54:40
so we’re going to capture those little
54:41
cancellation issues
54:42
before they escalate to cancellation now
54:45
if you end up working with civil growth
54:46
we also go in here and customize your
54:48
one-time service so i have a one-time
54:50
follow-up
54:50
with that same personalized looking
54:52
email to follow up to make sure they’re
54:54
happy
54:55
next thing we do is happy holidays all
54:57
your major u.s and canadian holidays
54:59
pre-written is a little blurb
55:01
about the holiday we educate them and
55:02
wish them a happy holiday
55:04
now below that we’ve got newsletters uh
55:07
those go out the beginning of every
55:08
month they go to everybody in your
55:10
database
55:10
leads and clients the idea here is is
55:13
you want to educate the consumer what
55:15
they should be doing
55:16
in their yard or home the month in
55:18
advance so we’re going to educate them
55:20
let’s say in the winter time about
55:21
ornamental pruning
55:23
how to do it proper timing of the cuts
55:25
and then a soft one liner by the way
55:27
you’re here to help
55:28
home cleaning great examples by the
55:29
holidays maybe refrigerator and stove
55:31
cleanouts we talk about the process and
55:32
the system
55:33
educate them around the products and
55:35
then upsell that at the bottom softly
55:37
now below that we’ve segmented your
55:39
pipeline for leads and clients
55:42
very important because we can have
55:43
special promotions for leads that
55:44
haven’t converted into clients
55:46
or special communication or promotions
55:48
for people that haven’t uh
55:50
for customers so we don’t alienate our
55:52
customers if we’re running a special for
55:53
people who haven’t converted into
55:54
clients
55:55
um that is the process there now the
55:57
final process here is
55:59
the loss process originally we used to
56:01
call these service
56:02
automations what we’ve realized is
56:06
is there’s a bigger benefit of casting
56:08
this broad net
56:10
across your entire database so upsell
56:13
would be literally is if they
56:15
haven’t just won an sm4 if they don’t
56:16
have it scheduled we upsell that service
56:19
to everyone in the database so if
56:20
there’s anybody watching this
56:22
who is on our sales level three package
56:24
uh drop us
56:25
an email at help simplegrosssystems.com
56:27
we’re systematically going through at no
56:29
extra
56:30
cost adding upsell automations for up to
56:32
five services for you so make sure that
56:34
you’re looking at that
56:35
home cleaning as well if you’re in this
56:37
process everything’s identical but we’re
56:38
recommending here is
56:40
that we have an additional one in there
56:42
so if we have a one-time cleaning
56:44
and they don’t sign up for reoccurring
56:46
cleaning the automation with about seven
56:48
days kicks in and tries to upsell that
56:49
reoccurring cleaning
56:52
so now we’re growing so fast we need to
56:55
get some employees so how do we do it
56:57
we’ve created employee recruiting
56:58
training and onboarding inside service
57:00
autopilot
57:01
so the way we’ve broken this out and if
57:03
you’re going to follow the process and
57:04
do it yourself this is how i recommend
57:05
it
57:06
we’ve created a hosted landing page that
57:08
would go on your craigslist and deter
57:09
facebook wherever you’re looking online
57:10
for employees
57:11
and an office entry form newest addition
57:14
to this is it’s in english and street
57:15
spanish
57:16
both versions to convert based on the
57:18
language once they’ve filled that out
57:20
we’ve dropped them into
57:21
essay and the automation we run through
57:23
an online application process
57:26
let’s say the gentleman’s name is joe
57:27
after he’s jumped through some of these
57:28
virtual hoops he’s ready to
57:30
go and he’s gotten through the
57:33
application
57:34
to do or a task that’s going to pop up
57:36
in your office assigned to a particular
57:37
person who is responsible for setting up
57:39
these interviews
57:40
we can have a pre-interview ranking of a
57:42
b and c so maybe only the a’s and b’s
57:44
get to the interview
57:45
it’s a filtering mechanism we’re
57:47
starting to buy that time back
57:49
in addition the person in your office is
57:50
typing in the interview date and time
57:53
in the automation we’ll either text
57:55
message or email i’m recommending text
57:57
it will text the applicant the week
57:58
before and the day before the interview
58:00
reminding where to show up when to show
58:01
up
58:02
uh if they’re not going to show up to
58:03
let you know and you can sign homework
58:05
so big idea here is
58:06
assign some homework like we did in my
58:08
company to go down get a driver’s
58:09
abstract at the dmv
58:11
proves they have a license and now
58:13
they’ve got some skin in the game and if
58:14
anybody’s sat at the dmv anytime lately
58:17
trust me if they sit down to that dmv
58:18
and get that driver’s abstract they’re
58:19
pretty interested in that job it’s a
58:20
good way to screen them out
58:22
now once we get up here we’ve got our
58:24
standardized interviewing package
58:26
so if you’ve watched any of the lawn
58:27
care millionaire videos with jonathan
58:29
patoshnik
58:30
of the lawn care millionaire or been to
58:33
any of the regional events where
58:34
jonathan and i talk we talk a lot about
58:36
stacking that virtual bench uh and that
58:38
virtual bench the idea is we’re always
58:40
constantly recruiting for every position
58:42
of the company and this is way
58:43
that automation was built around that so
58:46
uh
58:46
there’s five or six standardized
58:48
questions you would ask every applicant
58:50
and then the interviewer is prompted to
58:53
rank the
58:54
the applicant in an a b and c fashion
58:56
now what we’ve done is created a saved
58:58
database or almost a qualified labor
59:00
pool for you so this is your virtual
59:01
bench
59:02
so you can go into essay through a safe
59:04
search that we’ve set up for you
59:05
and go in and say i want to see all my a
59:08
applicants
59:09
um
59:12
all my applicants say the last 15 to 20
59:14
days so
59:15
um and that gives you that virtual bench
59:17
or that hiring pool to go from
59:20
now the next thing is if we don’t have
59:21
the hiring process we automatically fire
59:23
out you know hey we’re sorry we’re not
59:25
hiring at this point
59:26
we’ll keep in the database it makes it
59:28
uncomfortable conversation a little bit
59:29
easier but if we hire them
59:30
we drop them into a two to three part
59:32
introduction company culture that’s
59:33
going to go over your mission vision
59:34
values
59:35
those are the things that are going to
59:36
start helping relate retain that
59:38
millennium
59:39
employee and we’re not aligning them to
59:41
just a paycheck that was a game changer
59:43
at my company
59:45
and below that we’re going to an
59:46
automated tax document collection
59:50
so we’re going to do is culture and tax
59:52
tax goes up to three
59:53
attempts after the third and final
59:54
attempt if they don’t fill out say their
59:56
tax documents after the final deadline
59:58
you will get a task or to do basically
60:00
in service autopilot saying hey
60:02
um joe didn’t fill out his tax docs and
60:05
we recommend
60:06
um basically firing
60:09
because what the automation’s built to
60:10
do is right here it buys the time back
60:13
before we hire them and screens them out
60:15
once we hire them
60:17
we screen them out again and onboard
60:19
them but this is before we train them
60:21
now the final part and i think it’s
60:22
quite magical personally but i’m a
60:24
little biased
60:25
is what we do here is we send the office
60:28
through
60:28
36 videos and six modules complete with
60:30
testing
60:31
from the original flowchart i showed you
60:33
through automated video training with
60:35
testing how to use service autopilot in
60:37
a substantial workflow
60:38
that’s where we get people up and
60:39
running an essay within seven to ten
60:40
days
60:41
pretty quickly in addition what we did
60:44
in my company is we took
60:46
videos in the field with literally a
60:48
smartphone a tripod and a wireless mic
60:50
we created basically videos that were
60:53
automated now for training our field
60:55
staff so
60:56
everybody that went in our field stuff
60:57
with your online automated video
60:58
training
60:59
for training in the field stuff so the
61:00
idea is we create our own little
61:02
franchise without franchise fees
61:04
that’s replicatable so uh if you end up
61:06
working with simple growth we’ll take up
61:07
to
61:08
five videos you provide with training
61:09
techs and create an online automated
61:11
video training series for your field
61:12
staff
61:13
and we automatically give you the 36
61:15
videos and six modules with testing
61:17
for your office staff how to use service
61:19
autopilot we also have an automated
61:21
contract and handbook fulfillment so if
61:23
you work with us obviously we don’t give
61:24
you those for a reason like for legal
61:26
reasons but
61:27
all the things that should happen when
61:28
someone is hired now happens without the
61:30
business manager or owner babysitting
61:32
the process so if you’re building your
61:34
own
61:34
put in the ideas of all the things that
61:36
need to be done
61:38
with accountability so the automation
61:39
manages the process
61:42
now the last and final thing here is
61:44
once you got 25 30 employees
61:47
the business owner is becoming a
61:48
full-time daycare center so if you’re
61:50
not telling everyone what to do
61:53
every day every week every month or
61:55
every quarter
61:58
it’s not happening and what we found is
61:59
there’s seven core areas of business
62:01
inside service autopilot can be
62:02
automated
62:03
and there’s sales customer service
62:05
scheduling billing office manager
62:07
maintenance and owner
62:08
so what we’ve done here in our package
62:10
is it pre-loaded with about 38 or 39 of
62:13
these there’s some examples of them
62:15
and then you can build as many of these
62:17
as you want reach frequency in each
62:18
division
62:19
but if you’re building this on your own
62:21
this would be best practice to start
62:23
with for sure
62:24
really basic example here is if we had a
62:26
full-time sales person maybe his name is
62:28
dave
62:28
dave’s job or most of his job of the day
62:30
was to finish his estimates and follow
62:32
up his phone calls
62:33
if dave didn’t do that job and finish it
62:35
and complete it through the automation
62:37
and about 5 30 in the afternoon
62:38
depending on how the automation was
62:39
configured
62:40
dave would either get a text message or
62:42
an email i’ll let you know he didn’t do
62:44
his job what he needs to do to complete
62:45
it and based on how important it was
62:48
the automation would either email or
62:50
text message the manager the owner to
62:51
let them know that dave didn’t do his
62:53
job
62:53
so the automation manages the repetitive
62:55
task and workflow
62:56
and if it doesn’t happen it pulls a
62:58
human in to manage what should happen
63:00
when it should happen
63:02
so hopefully that was helpful but this
63:04
is literally
63:05
essay setup workflow scheduling billing
63:08
estimating and then the fully automated
63:10
business all inside service autopilot
63:12
so free copy of this presentation in a
63:14
free cheat sheet
63:15
go to simplegrosssystems.com
63:19
forward slash sa dash audit that’s
63:22
slash sa dash audit
63:25
and that’s going to be the key to
63:26
success uh we’ve got a few people
63:28
watching here live so if you have any
63:30
questions i’m happy to answer those live
63:32
while
63:33
we are here but when you go to that
63:36
page there of simple growth systems
63:39
essay audit
63:41
we’re going to give you a free 30-minute
63:43
audit and evaluate you we’ll get you a
63:45
copy of today’s
63:46
presentation slides you can go online
63:48
based on your time zone and book a free
63:50
call with somebody on the simple road
63:52
team
63:52
for a half hour for this free audit no
63:54
sales pressure but we want to make sure
63:56
if you’re using service autopilot that
63:58
you really are indeed harnessing the
64:00
power of it and creating a workflow
64:01
that’s starting to buy
64:02
time back and avoid all the double
64:04
entries so we’ve got good data in good
64:06
data out
64:07
cat william watkins wants to know will
64:09
the recording be
64:10
available later uh yes it will be on
64:13
facebook live you can watch this
64:14
recorded
64:15
and after this is done it will be live
64:17
on the simple growth
64:19
facebook page as well so just about to
64:21
wrap this up if there is no more of the
64:23
comments or questions i will wrap it up
64:25
but
64:26
um definitely want to reveal what the
64:30
roadmap to success of service autopilot
64:32
is and what it looks like fully set up
64:35
before you automate it
64:36
and how to foundationally set up and
64:37
then once you automate it those three
64:39
core
64:40
areas of the business your sales your
64:41
employee and your repetitive tasks
64:44
so look forward to chatting on you make
64:45
sure you hit that
64:47
website simplegrowthsystems.com forward
64:49
slash sa audit
64:51
get you a copy of this presentation the
64:53
slides and
64:54
the ability to book a free consult uh
64:56
with myself or dylan on the simple grow
64:58
team so
64:59
hopefully to see on a live talk soon
65:01
otherwise hopefully this was helpful
65:03
what service autopilot looks like fully
65:05
set up to fully automate
65:06
your business and streamline it and be
65:08
able to delegate it to other folks
65:10
in your business