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Callahan’s Corner: Price Matrices for Estimating Delegation (submitted question)

Video Transcript

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

Mike Andes: Major Announcement

Video Transcript

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

Callahan’s Corner: 3 Must Have Reports and How to build reports in SA (logi)

Video Transcript

0:00
ask the questions we had some live right here on Facebook I had a pre-submitted question here once again from the
0:05
Facebook uh group here for service autopilot today uh Kyle asked sap
0:10
reports service autopilot custom reports can anyone point me in the direction how to add your own custom columns that
0:16
perform basic functions of math such as actual hours divided by budgeted hours
0:21
uh I just know I could get so much more functionality out of the reporting
0:28
um a lot of people answering or actually putting some notes on here regarding this and
0:34
um really the report Center is a very very powerful tool but uh we need to actually proceed with some caution and
0:39
figure out what we want before we get in there and actually create a game plan so what
0:44
I’m going to do is pop open the screen in natural uh form here as we normally do if you have any comments or questions
0:50
about the report Center anything around sa please drop these uh the notes in the
0:56
comments and we’re going to be coming on live pretty much every day here uh throughout the winter season answering
1:01
your questions pre-submitted either directly to simple growth um or in the Facebook groups that we
1:06
hang out in to help business owners scale and grow their business in the off season so without any further delay here I’m going to go in and grab the screen
1:13
of reports uh and share that out as I normally do once again composite questions drop them below here and I
1:20
just gotta flip this around here to make that view had it like that yesterday with a interview we did with Mike Andes
1:26
announcing his 2023 landscape Summit in Louisville Kentucky right before equipment expo which is now uh used to
1:33
be gie uh so the question once again if you’re joining is how to build custom reports and service autopilot submitted
1:39
on the Facebook User Group I’m going to dive in first thing on a high level I’m
1:44
going to show you some slides real quick to go over and overview and I’m going to dive into the reports Center Ansel Kyle’s question if you have never been
1:51
in the report Center and service autopilot we go into reports report Center it pulls up this screen
1:57
um essay has built out some really great canned reports if you’re not into building your own right here under the
2:02
little toaster oven icon it looks like here under reports what we’re going to
2:07
be building here is actually analyzes and analyzes you can see we’ve got quite a few here where we built out uh
2:14
production rates here for a bunch of our clients so they know how much time it takes to cut say a thousand square feet with a 60 inch mower or to mob blowing
2:21
Edge but we’ve got a lot of stuff in this test account here but the idea is Kyle wanted to Basics how to build
2:26
custom reports I’m going to show you the top three actually Four as a bonus uh reports that you should have inside your
2:32
service autopilot account then I’m going to show you some Basics how to build them out so hold tight here we go so I’m going to pop this open as we normally do
2:38
and the first thing that we’re looking at here once this loads is an automated report based around
2:45
automation so a little known fact most people think that you cannot build
2:50
reports around automations um even at one point in the early days sa did not understand that you could
2:56
actually go out and build these in here if you see the logo in the upper left hand corner of my screen this is our siblical scale group and scale plus
3:04
um these are a couple slides that I used in one of our previous talks where we get business owners together once a
3:09
month um and teach these Concepts and we also have two and a half hours a month one-on-one with one of our seven figure
3:15
coaches so most of those folks are growing by several hundred thousand dollars a year on their way to break a
3:20
million to our masterminds group but the first report that we’re looking at here is 20 days of close it’s an automated estimate follow-up report
3:28
and what this report does is it actually communicates on how many people are in
3:33
your sales pipeline so if we’re going towards the end of the month here we need to know uh what is active in our
3:39
sales pipeline under communicating it’s our status how many days have they been in our sales pipeline
3:46
here on the left and then we’ve got the actual estimate date the projected Revenue a really important thing that we
3:52
want to be looking at is the type is it a leader client because we’re gonna have different closing ratios versus new sale
3:57
versus an upsell expansion play estimate number for easy reference the status has it been sent or is in draft also
4:04
important uh we filter this out just so it is the sent estimates only uh the email of the client
4:10
the postal code and the source how do they hear about us because once again we could go in and iterate off this uh if
4:17
you’re doing lead Source tracking inside service autopilot or any other software you’re going to have very distinct closing ratios based on your client lead
4:25
source so these are things that we want to be able to do to empower the business owner to have a really good look diving
4:30
into their business of how many people are in their sales pipeline how long has it been the estimate value and the the
4:37
lead Source you know they are lead or client and this is going to give us some clarity here uh where to focus to drive
4:44
those sales to hit our monthly quarterly and yearly goals so report number one a automated report based on your sales
4:50
pipeline including estimate date value lead Source estimate status
4:57
um and whether they’re a leader client that’s going to be report number one that I’m looking at in my service business as we looked at Callahan’s Lawn
5:03
Care uh next thing we want to look at is doing a little homework so under the
5:09
payroll job costing tab on the right under the employee level we should be putting their hourly rate and their
5:14
labor with labor burden so not only Kyle I’m not going to talk about their supports but I’m going to give you some of the data you need because good data
5:21
and good data out what we’re finding here is no data in no data out so we need to have some good data in here to be able to drive those important
5:27
business decisions that Kyle wants to make in his report uh so we need to go in Kyle before we do uh one of the
5:34
second must-have report is we need to add in our labor burden now these are some fictitious numbers but the idea is
5:39
we got workman’s comp unemployment FICA some other things in there maybe health
5:44
insurance things like that don’t play in your business yet so you’d zero it out but what you’re going to have is uh down here on the left is a 19 labor burden we
5:52
plug in each employee’s number here in the simple growth blueprint it kicks out your labor with labor burden we put the
5:58
hourly rate here and the regular rate with labor burden any overtime with labor now you may ask Mike why would we
6:03
ever fill this data in uh well Kyle the question is why wouldn’t we because this
6:09
data is now flow going into a essay report of report number two that I think is essential so what we’ve got is
6:17
employee job costing data in report so whether you’re pulling this from a pre-canned report in a little toaster
6:23
oven and I’ll show you what report that is uh this data is going to uh flow in automatically this is one of our
6:30
customized reports and I’m going to show you how to build out some of this but we need to be clocking in and out of the drive mobile and we need to be clocking
6:37
into the drive time in and out and we need to hit the start and stop for the labor those are the data points that
6:42
when Kyle goes to build these or anybody else reports that we want in the system data in data out no data in no business
6:49
decisions out so once you fill this out with the labor and labor burden on the previous screen and we go into uh the
6:56
product called Low G it’s a third-party bolt-on Reporting System uh Enterprise Reporting System actually inside service
7:02
autopilot it’s going to give you your labor cost labor and labor burden and direct uh drive time direct costs at
7:10
non-billable time here um and honestly we probably could start backing in some inefficiency percentages
7:16
of downtime once we get this data in the report but the idea is whoever’s clocked into that job or drive time we get their
7:22
labor and labor burden per job so this is going to give us some ability to see uh if we’re winning on the site or if
7:27
we’re losing on drive time uh now three things that could happen with that drive time when you’re inferring from this report is a you have not created good
7:35
route density you’ve routed incorrectly for Route density or B or actually C your employees are making uh not
7:42
informed decisions and driving halfway across town for a gas station or cigarette break but these things can start to be inferred based on this data
7:48
by simply forcing the methodology of them clocking and clocking out so that’s report number two job costing data and
7:55
reports for labor costs and direct costs as we get that in there and that’s going
8:01
to be our clock time times our labor and labor burden that all happens automatically and I say that’s that’s a
8:07
report number two so once again good data in good data out not only am I going to show you how to manipulate
8:13
manipulate some of these reports but uh we want to be able to make sure we’ve got the system set up correctly to do
8:20
that so if you’re interested we do offer free audit 45 minutes of essay to make
8:25
sure or any software to make sure you’re using it correctly and getting the data you need to run your service business this is a closeout day screen in service
8:31
autopilot this is probably the most important screen in the entire system because it sets you up for success to
8:38
make sure we have all the data we need for invoicing and our reporting
8:44
so first thing we want to do is go on the far right hand side here under columns and we want to click close out
8:50
day screen we want to click variance and we want to put actual hours and what that’s going to do is get us all the
8:56
data we need on a daily basis for a quick two to three minute sweep per crew to make sure all the data is in there so
9:02
when we run those reports we’re going to show you how to build a minute we’ve got good data now that’s going to be under our
9:07
dispatch board we want to do is actually go to Resource filter to the crew and create a views we’re clicking through
9:13
moku one two three four five six and just making sure Cadence in each day and
9:19
we’re if there is not the drive time or there is not the clock and clock out time we are going to that crew leader at
9:24
the beginning of the day and ensuring that data is entered in that Cadence of probably once a week solid will get your
9:29
crew leader into shape if your crew leader is not still clocking in and out of the data after week week and a half to either coach up or coach out because
9:36
this is the essential business data that we need to run our businesses and if we’re doing paper performance or piece
9:42
rate pay uh this is the data that we can automatically pull in a piece rate pay system we do that for lawn care and home
9:48
cleaning at this point so close out day screen once we get those columns and the data we want to
9:54
make sure we have a a good start and stop time that’s over a minute
10:00
hopefully we have our variance is the over and under we want to make sure we have our so the
10:07
three things we’re checking really quickly starting stop times a rate and budgeted hours if those three variables
10:13
are there we are set up for some of these reports we’re gonna be diving into shortly in a second all right so raising
10:19
prices big big thing going into this season uh how do we know these customers are profitable so there is a total of uh
10:27
two reports I’m actually going to call it three that are essential under this umbrella so we’ve given you actually the
10:33
top three reports I’ve given you probably two bonuses in this talker I’m not going to show you how to build some of the stuff out uh so the first thing
10:39
is how to know when we’re raising our prices so this is an export from uh the
10:44
little toaster oven pre-built reports and the idea here is this is a manual
10:50
version which I’m not recommending uh we use the report Center which I’m going to show you how to use in a second but if
10:55
we did export it what this report does manually is shows you how much revenue we generated per mowing what our Revenue
11:02
our actual our price was per cut the revenue per Mano based on the guys on average 57.30 if our desired gold per
11:09
man hour and that crew is 60 we need the rate is the price by 2.56 the good news is this can all be automated in the
11:16
service autopilot’s report Center and if you have the automations you can actually automate that report up to five
11:22
of them to be emailed to you and your team members on a daily weekly or monthly basis so this is what we’re getting into here in a second
11:28
so new V2 kpi and accountability uh this is what we’re gonna be doing in the new report Center and how we build it out so
11:34
once this is built out that same exact report that was on manual extract a whole bunch of Excel or Google sheet
11:40
formulas uh we have now automated that and built that into service autopilot uh so what you’re going to see here as we
11:47
dive through is uh clock time is the data okay so you can build some logic in
11:52
these reports to make sure there’s actually data in here um is there billable hours is there
11:57
budgeted hours and is there a job amounts if you remember a few seconds ago I talked about the key element on
12:03
the service autopilot report or dispatch board or closeout day screen we need we need a start and stop time a budget time
12:09
and a job amount an automated report now if we build it customized can check to make sure that data is there and if it
12:14
isn’t uh you’ll see on one of the next screens it can actually tell you to check your data so what we’ve got here is a
12:21
a daily and weekly report that we’d want to run so I’m going to consider this one report but this should be in your Suite
12:28
of reports no matter the software you’re using so the assigned resource whether it’s a solo individual is Chad or our
12:34
cleanup crew number two what we’ve got here is an efficiency percentage of
12:39
budget uh so if they were at 125 they’re 25 percent under budget
12:45
um what they would do is we’d aggregate or average these up um to get a total I’m going to show you
12:50
actually how to do some aggregation and Counting inside the software uh but the idea is we know now not emotionally if
12:57
they’re on budget this is data we can share with the crew uh live time within a day the idea though is we built this
13:03
as percentages 100 we can go to you and say hey you guys gave 100 with quality now that’s important if you gave 125
13:10
today you kick butt you did your job uh but it it conversely if you only gave 85 and the difference between 85 and 100 is
13:18
the um is the over the timer over budget so if you were let’s just say it’s 75 for easy
13:24
math the difference between 75 and 100 is 25. you were 25 over budget obvious
13:31
that’s a non-emotional number we could stick on the shop wall on a TV or dry erase board it doesn’t show you how many
13:36
people were budgeted for each hour um but these reports will get you that data so we’re not creating animosity amongst the crews but we’ve got clear
13:42
accountability with quality for these Crews so we want daily and weekly reports that we can report out on each
13:48
Cruise efficiency and the entire company and we want a percent of budget uh in a
13:53
fashion whether it’s our version or your version that we can actually show to the cruise that doesn’t show the actual
13:58
budgeted hours so uh if you do show the budgeted hours someone’s going to complain that they got too many hours not enough hours they’re never going to
14:05
be happy percentage is the way to go especially um with our crew that came in from Mexico and Guatemala English is a secret
14:11
language sometimes they had a heart stand understanding um some of the things we were showing them on the wall but they did understand the percentages
14:17
100 giving 100 that was pretty common across all the cultures that we employed uh whether it was h2b or our normal
14:25
Workforce so that’s that would be my Pro tip so basically your third report there
14:30
uh that we’re looking at before we get to the bonus report is be able to daily and weekly accountability with a
14:36
percentage over or under budget um on a daily weekly report automated out and the final one here is automated
14:43
job costing so this is a report we should be running right now if we have not done this with Automotion but once
14:48
again we need that labor and labor burden connected on the employees which is good news if you don’t have it you can update it no update in in addition
14:56
we also need good data from the closeout day screen as we’ve already viewed on this video so if you’re joining me late make sure you watch the review of it
15:03
um but what we’ve got now is every client that we have serviced here and we
15:09
know the assigned resource the date and we have budgeted hours we have actual hours we have Revenue per man
15:16
hour and our total revenue so once again the sheet is checking do we have a start and stop time a budgeted time and
15:22
revenue we’re charging uh you can see here in this example we do not have some data so check the actual hours and check
15:28
the revenue per man hour this is going to force you go back to the closeout day screen and update good news that is once
15:34
you update it on the closeout day screen and refresh this automated report we’re going to dive into here in a second that
15:40
data will flow and you got good data so what we’ve got here is uh in this fictitious company
15:46
um actual Revenue confirmed how much we were making and what is our desired dollar per man hour so if you plug in
15:52
and told to say hey Mike I want to make 55 per man hour um the sheet is saying hey on this
15:58
account here you need to raise that average trip five dollars and four cents this says you need to raise it by 1200
16:03
but lo and behold we’ve got some red data in here that is inaccurate and missing data so we need to go back and
16:09
fix that assumption before we do such uh next job down here we’ve got all green data need to raise the price 12.18 or
16:16
12.80 and on the bottom one here we’re hitting our hourly goal of 55 bucks an hour so we don’t need to raise the price
16:21
if we’re going out and raising and doing contract renewals right now uh my suggestion is we raise the price to our
16:27
hourly goal on just the people not hitting the hourly threshold for making 100 bucks an hour and our
16:32
goal is 55 don’t go out and raise the prices by a percent to some of your most profitable clients because what they’re
16:38
going to do is go out and shop you and you’re going to lose your most profitable and best clients and what you’ve done is only incrementally raise
16:44
the losers and they are definitely losers for most the time because these are the people that complain they don’t
16:49
pay on time and are just not fun to work with um they already know they’re getting a deal so we want to go out and
16:54
not emotionally raise those prices so that is the third and final report uh
17:00
that we want to actually do and as an added bonus if we’re talking about reporting we want to have that crew
17:07
buy-in from those daily and weekly reports um for public accountabilities if you’re putting it on the shop wall or a TV this
17:14
is a great template to use we’ve got our 11 mowing Crews here percent of budget
17:20
across the board and the quality score and that’s going to be out of a 10 and
17:26
then we have our weekly results so now we have our non-emotional alignment of Revenue per man hour our production with
17:33
a quality score uh once again we want to use it as a percentage not the budgeted hours because we will create animosity
17:39
around the cruise so Kyle great question what I’m going to do now is dive into service autopilot report Center and give
17:45
you some Basics how to build the three plus the bonus report I showed you
17:51
um in there but there is an endless amount of opportunity here even going into figuring out how much production
17:57
rate it it is per thousand square feet based on the piece of equipment um so as we’re adding this data in we
18:04
can start to not use industry averages but we can actually Implement some time and motion studies based on the guys and
18:10
girls in the field in your actual equipment so once again this is the canned reports here we’re going to be living in uh an analysis and the packing
18:17
order of an analysis in a report is the data is held inside of analysis
18:23
and it is can be captured inside a report to um send out where people don’t actually
18:29
have access to this database so was on a call last night with uh very important customer for service autopilot we were
18:35
actually called into uh lend a hand um to help in these reports so the simple girl team uh really is taking the
18:42
reports to a Next Level we’ve spent thousands of hours over the last two or three years in here we were actually at
18:48
Service autopilot’s uh office in Dallas when they were actually building these when John and Jonathan the co-founders
18:55
the service autopilot flew out my whole development team to actually help them uh put some structure and some workflow
19:01
to the automations that you’re currently using so uh we’ve been seeing this as long as we’ve been doing automation so
19:06
there’s a lot here I suggest taking some baby steps start out with a toaster oven when you’re ready to dial in we’re going
19:12
in and we’re selecting some data sets here so uh there is a lot a lot of options here
19:18
um but let’s go in and we’re just going to go in and take a job cost details so this is the
19:23
foundation of a lot of the reports we’re doing start and stops dollar per hour now it’s going to select everything in
19:28
here um we probably want to go in let’s say we’ve got the number of men the actual hours that they’re on the job
19:35
and maybe budgeted hours per man hour and we would probably want the drive
19:41
time cost effect and then our labor cost and our labor cost of Revenue so I’m not
19:47
getting the exact I won’t get into the exact percentages but in our scale and masterminds group we talk about what a
19:52
healthy percentage labor percentage of Revenue is some of this can be actually built out automatically inside here and
19:58
then we’re going to go in and grab our service and this will probably be a good uh
20:06
starting point here so I’m going to go in now I can go in and select the actual clients so it’s a cast dating thing as it loads the data tables on stop so Kyle
20:13
had a great question here and we’re we’re going to get into this here um so let’s grab we’re going to do a
20:18
service address uh depending what data is in here I won’t do a client name
20:24
and we could go into custom Fields so let’s go in and
20:30
grab the date of the job and the budgeted hours as well so this is a good
20:37
start actual start actual stop time is probably decent and signed resources
20:43
so you can play with this once you hit OK uh you can drive this in once again you can pull those custom fields in to start maybe building production reports
20:49
as well um so as this loads in we’ve got all our data in here so these are drag and drop
20:56
Builders so as we’re building these here I would suggest starting to go in and dragging some things around so date
21:02
we would go in and put the service address we are going to go in and put our
21:09
service name our service and here a number of men I would probably say
21:16
actual start actual stop and
21:24
grab my assigned resources so I know what are the resources were how many men start stop time actual hours our
21:30
budgeted hours budget dollars per hour our drive time cost effect our labor cost effect so
21:36
those are some of the things that we would look at and man maybe labor as a percentage okay
21:43
so as we’re going in here now we can go in and add some uh filters so let’s go
21:48
in and do a date filter so we’re going to go in and filter and I’m going to do a date range here and I’m going to go in
21:55
to a specific date here
22:03
and we’ll grab on here so let’s do the month of June
22:19
we’re going to add that in
22:28
so what we’ve done is started a filter between the first and 30th of June and
22:33
now what we can do is go into the date and actually sort it from A to Z so growing from top to bottom and we can
22:39
filter down now there’s some additional things here we may want to do so and we’ll get into
22:46
some basic equations so we can go in now and actually go into service address or client name right now we did it
22:53
address so what I’m going to do is actually group all of our clients together so we’ve got all of the jobs we
22:58
did each location um per per visit
23:06
and we’ve got actual start times and we’ve got uh actual hours so actual verse budgeted so one of the questions
23:13
is Kyle said how do we start to actually run um data on some of these things here
23:20
so in this test account obviously we’re missing some labor and drive time cost effects but we could do now is go into
23:26
these formula and name this uh
23:33
over slash under the hours and the formula now would go
23:40
in and we’re going to take the column of budgeted hours
23:47
and subtract that from our actual hours
23:53
actually we would probably want to do that in the opposite order
24:04
and that date data tape is going to be a number and it is this display format
24:10
would be probably just a number so we would go in and actually add that out so this is how we start to Aggregate and
24:16
start building those additional Kyle those numbers that Kyle actually had now we can go in and you can see here
24:22
we’ve got the display format it’s kind of funky so if we click into that here
24:28
we can actually put our display format and
24:34
put it in there we’re not going to hit add we’re actually going to replace that and by replacing it that will update those values on there based on the
24:41
selection we made now we pulled them out to two digits so now that we have that the other
24:48
interesting thing here is we may want to know how many jobs we did for each person so based on the date
24:55
um or the service we can go in and say based on that service how many services did we actually do in
25:02
that month so we can go in and Aggregate and actually get a count and that’s going to go in and subtotal each one of
25:07
those jobs as we go in I probably could give you a 10 hour crash course here so I don’t want to go too deep but we have
25:14
a total of 1600 jobs done in the month and this is a specific count on each one
25:19
of those now what we’ve done here on our over budgeted hours is we’ve got our total
25:27
for each one so what we probably want to do now is go in and Aggregate and take an average now this can all be done in
25:33
the formulas up here but I’m trying not to overwhelm everybody in this video but this is some of the foundational stuff
25:38
like I said we’ve been doing this for a long time it’s not often it’s not uh uncommon that the software company will
25:44
actually call us to to get some insight how we build some of these reports we’ve got a team about 26 to 28 people
25:49
full-time now um that actually work on some of this um and we spend probably 20 to 30 hours a
25:56
month at least in the report Center building the reports and testing it so on average you can see now we’re over
26:01
under budgeted hours here now we got some over some under uh the
26:07
idea here is then we could probably go in and format those cells
26:12
and we’d want to say if the numeric value
26:17
um is
26:26
up to zero
26:35
and let’s see how this goes and hit OK
26:48
so if it is less than zero we are good now we can go in and add
26:54
additional data if it’s over zero over budget we could put it in Red so these are some of the things we could start to
26:59
format as visual Clues as well now if we’re looking at uh Kyle’s question of
27:05
dollars per man hour um Revenue we could also go in and
27:10
Aggregate and take an average and that’s going to be the easiest way of doing this we can also write custom
27:16
formulas up top right up here just like I did here and that is also a great way of doing it but now I know uh my average
27:24
value here um of my Revenue per man hour
27:29
so that’s how we start to then eventually take that data and say if the revenue per man hour is less than say 55
27:36
an hour what do I need to charge so these are some of the basics in the service autopilot report Center that I
27:43
would recommend um you start with on the basics and if anybody has their comments or questions
27:48
we want a more advanced video how to actually go out and build more custom formulas just like we did here I’m happy
27:56
to dive in that but that is um basically here is your your list of columns and there’s a list of formulas
28:03
that we can get in here and as well as the operators here we can also go in and write uh not if else statements but
28:10
actually case statements um so for most people watching this diving into a case statement would probably be extremely confusing so I’ve kept this actually
28:16
pretty pretty detailed but high level Not to cause confusion so comments questions dropping below uh top three
28:22
reports plus the bonus one report that we should be looking at um we are going to go in and I’ll give
28:27
you a quick overview and how to actually go go in and build also reports and logis the first report that we should be
28:34
looking at is a sales pipeline report based on your estimate automation follow-up
28:39
we want job costing data in here for Success we have good data in good data
28:45
out for our job costing data for Drive Time and um on the site with labor and labor
28:51
burden gotta clock in and out of those Drive times close out day screen we need all the appropriate information in there
28:56
start stop time budgeted timing and values and we need some save views to save the checking of this data for your
29:01
admin or virtual assistant as we’re going in this is another view of those three areas start and stop budget hours
29:07
and rate raising prices how do we do it we raise it on the prices just below our hourly threshold and this is our manual
29:14
export out of the Little Toaster icon that we can use into Excel but I recommend automating this report
29:20
through our V2 kpi and accountability so we’re going to have our daily and weekly reports telling is a percentage if
29:26
they’re over and under budget per crew for the day and summarize for the week and our job cost and report to raise
29:31
those prices not emotionally final piece that I do want to leave you with is when we go back to the home icon and this
29:38
loads how do we actually automate these reports to get them in your hands or
29:43
your managers or your team’s hand in there so the key thing remembers you have up to five reports we are working
29:49
with sa as of right now to get that number up up so you can actually automate these ports because who really
29:56
wants to go in here and find these uh we hit the green icon here of the schedule we put in all of the information who
30:04
it’s going to and hit done and once we do that if we come back there will be another
30:10
button here that we can hit run on or run now we can actually send that automatically to report that so that’s
30:16
how we send our analysis and if we want to build the analysis I can make another video how to take your analyzes and
30:22
actually bucket them up inside a report so Kyle great question how to build some formulas how to get some reports an
30:28
essay hopefully that helped Callahan’s corner you ask the questions we had some live right here

How to figure out your man hour rate when services are priced per K in a rate matrices?

Video Transcript

0:00

you ask user groups uh Patrick wants to

0:02

know how are you coming up with your

0:04

hourly man rate when services are priced

0:07

per thousand in the rate matrices inside

0:09

the software would you just figure

0:11

expense plus product plus labor divided

0:14

by Machine hours question mark or do you

0:16

prefer paid hours

0:18

I have a huge difference in my job hours

0:21

and my clocked in and clocked out hours

0:23

so uh Patrick great question uh love

0:26

your approach on this uh might be a

0:28

little bit different approach than I

0:29

would take on it here so I’m going to

0:30

break down how we would tackle this here

0:32

uh for the business for job costing

0:34

accountability and budgeted time so uh

0:37

really looking at it uh to summarize

0:39

that question again how do you come up

0:40

your man rate

0:42

um for fertilization

0:43

when a price Matrix is based on uh per

0:46

thousand square feet so what I’m going

0:48

to do is open up the simple growth

0:50

blueprint here and I’m actually going to

0:52

tackle the pricing matrices first and

0:56

then I’m going to dive in how do you

0:57

actually come up with that hourly rate

0:58

but really uh there’s two parts of it

1:00

you need to come up with that hourly

1:02

rate of what are you charging per hour

1:04

and your Breakeven fully loaded uh labor

1:07

labor burden all your expenses and the

1:09

difference between your hourly rate and

1:11

your Breakeven is your profit and uh

1:14

with the fertilization If the product

1:15

cost of product markup if there’s any uh

1:17

so really we’ve got almost two questions

1:19

in one uh so I’m going to actually show

1:21

you how to tackle a price break matrices

1:23

for fertilization with a budgeted or a

1:26

desired Revenue permanent on a break

1:27

even with product costs

1:29

and then I’ll dive into how to show you

1:31

how to actually set up and come to do a

1:33

break even uh Revenue number so the

1:36

first part we’re going to do here is

1:37

we’re going to dive into the simple

1:39

growth blueprint here so no matter the

Simple Growth Blueprint
1:41

software you’re using this is where

1:42

we’re going to start we’re going to

1:43

blueprint it and then we’re going to

1:45

build it in your software so what we’ve

1:47

got here is our round number one for

1:49

fertilization and our custom field is

1:52

sure square footage that’s where we’re

1:53

measuring uh the Ariana satellite image

1:55

and then we’re going to go out and

1:57

actually uh estimate that so the first

1:59

thing we want to do Patrick is we want

2:01

to go in per service

2:03

or all the rounds probably and average

2:05

them together so I’m going to keep this

2:06

really basic and we’ll assume that we’re

2:09

just doing it for round one uh so let’s

2:11

assume round one

2:13

um or maybe round two has a uh a

2:16

granular product as well as a liquid so

2:19

if we’re uh going in and prescribing the

2:21

IPM integrated Pest Management we may be

2:23

doing a a broadcast of the fertilizer

2:25

fertilizer but doing a spot spray for

2:27

the areas we need treated for post

2:29

emergent uh so the first thing here is

2:31

we would go and get our chemical costs

2:33

or fertilizer cost of the year so our

2:35

cost per bag let’s say is 28 bucks it’s

2:37

a 50 pound bag

2:39

and that bag is going to cover 12 000

2:41

square feet

2:43

traditionally we are not marking the

2:45

product up occasionally we do an essay

2:46

setup or deep dive some clients like to

2:48

mark that up so I have that here but

2:50

really what is going on here is our

2:52

calculations of product hours our cost

2:53

for that bagged product is two dollars

2:56

and 33 cents per thousand square feet

2:58

now the question is if we’re doing a

3:00

post-emergent uh weed control but it’s

3:02

not a blanket application how do we

3:04

figure that out how do we actually get

3:06

that job costing in there well folks I’m

3:08

here to tell you it’s not going to be

3:09

100 perfect but we’re going to grab an

3:11

average and that’s going to work out on

3:13

average based on historical data so

3:14

let’s say we’ve got a jug of 120 dollars

3:19

and uh we could plug in the ounces but

3:23

let’s say that jug coverage now is going

3:25

to cover 110

3:28

000 square feet

3:29

and once we go in here

3:33

we have the ability to put in a coverage

3:36

so right now that’s zero dollars so if

3:38

it was a blanket application we could

3:39

put in 100 and it would be costing us a

3:41

dollar or nine but most of the time

3:43

we’re not doing a blanket application

3:45

for post-emergent weed control it’s a

3:47

spot spray scenario so every thousand

3:49

square feet what percentage are we

3:50

actually doing a post-emergent spray so

3:54

let’s say on average on the high side

3:55

we’re covering 30 percent of that

3:57

thousand square feet so what we’ve got

3:58

now is our blanket application of 233

4:01

per thousand and 33 cents per thousand

4:04

for our post immersion spot Sprint uh

4:06

add them together we get 266 is our cost

4:09

per thousand so what we’re going to do

Base Price
4:11

is really go in and say hey Patrick as

4:13

we’re building this out with you or

4:14

you’re building yourself uh what is your

4:16

base price to show up and Patrick says

4:18

you know Mike my price is uh 55 bucks we

4:21

plug that in and we say okay well how

4:24

many square feet does that actually

4:25

cover Patrick’s well maybe that covers

4:26

four thousand so we plug that in and

4:29

what happens here is if sheet starts to

4:31

actually calculate the the price

4:34

all the way up to almost an acre here a

4:36

little over an acre down here and we can

4:39

stretch this all the way out to two

4:40

acres if we need B now I would say for

4:43

most folks we would probably want to cut

4:45

this off and actually go up to about an

4:48

acre so that would be somewhere right

4:49

around this area here

4:53

and if we went in we could delete that

4:56

out

4:58

or actually just hide it

5:02

and we can say every

5:06

foreign

5:10

over 42 000 square feet is x amount of

5:14

more dollars time and cost so Patrick to

Dollar Per Hour
5:17

answer your question we really need to

5:18

have this dollar per hour in expense per

5:21

hour so I’m going to get into this in

5:23

the second part of the video but let’s

5:24

just say we know our Revenue per hour is

5:26

110 that is our goal per man hour for

5:29

the the licensed fertilizing technician

5:32

and let’s say that our Breakeven is

5:34

about 49 per man hour so after doing

5:37

several hundred of these a year uh

5:39

that’s probably where I’m seeing

5:40

ballpark in the average of the country

5:42

now we don’t want to base it on other

5:43

people second half of the video I’m

5:45

going to show you how we come up with

5:46

that break even in the hourly Revenue

5:47

goal but once we have that we figured

5:50

out our calculations for the product

5:51

based on the bag product 100 coverage

5:54

and our liquid post emerging at 30

5:56

percent coverage for spot Springer IPM

5:58

now we’ve set our base price at 55 and

6:01

that covers up to 4 000 square feet and

6:04

what we’ve done here is I’ve set a

6:05

production rate of 0.047 so maybe that

6:08

is going to cover our production for the

6:09

first four thousand square feet

6:11

for hose and reel push spreader or some

6:15

extra added time for unloading loading

6:18

in that dashboard time now in addition

6:20

we can do is go in and say hey if I’m

6:22

using a write-on spreader we’re probably

6:23

going to be closer to a 0.02 or maybe

6:26

somewhere in the middle of a 0.035

6:29

that’s our production rate per thousand

6:32

and you can see what the sheet has done

6:34

automatically says hey I’m based on this

6:35

base price that Patrick potentially gave

6:37

us we’re charging 13.75 per thousand and

6:41

what we’ve done is built a methodology

6:43

into the sheet here where we can

6:44

literally plug this in and say baits at

6:47

7.50 this is what we would charge based

6:50

on these price breaks but if we went in

6:52

and say Hey you know at ten thousand at

6:53

100 bucks it’s a little bit High not

6:55

where I want to be let’s plug that in at

6:57

seven and now the sheet drops it down to

6:59

97. so we’ve done is give me the ability

7:01

to to alter your production rates per

7:03

thousand and your charge per square feet

7:05

all the way down here now what happens

7:08

is when we go into service autopilot or

7:12

any other pricing softwares that you may

7:14

be using that we could uh build out with

7:16

you

7:17

you want the ability to actually go in

7:19

and take this so this is really your

7:21

blueprint

7:23

um good news is now none of the other

7:25

software that I know of actually give

7:27

you a profit and profit percentage

7:29

projection okay so if we go in and pull

7:33

up a product like service autopilot this

7:35

is going to be our blueprint this is

7:37

what we do with hundreds of businesses a

7:39

year uh we go in

7:41

we go into our services

7:44

and then we go in

7:47

and we pull up or create a fertilization

7:50

service

7:54

and see if we have on this test account

7:55

if not I can show you so we’ve got a

7:57

fertilization of weed control maybe

7:58

early summer treatment

8:01

and when we pull it in we go to the rate

8:03

matrices and the idea here is the the

8:06

top five lines here we’re going to line

8:08

up two

8:10

the top five lines here in this sheet

8:13

and we continue to add the lines all the

8:15

way down price breaking and say ten

8:17

thousand twenty thousand thirty thousand

8:20

wherever those breaks are where you want

8:21

and that every thousand over the last 42

8:24

000 is an additional 350.02 time and

8:27

it’s costing us 364. so based on the

8:30

cost that material we’re actually losing

8:32

money if we’re at 350. so we need to

8:34

adjust that and that’s something that’s

8:36

very very common because when we deal

8:38

with companies and work with them

8:40

they’re throwing numbers against the

8:42

wall and hoping they stick and they’re

8:43

assuming that they’re making money so

8:46

this is a non-emotional way um this is a

8:48

great example so I’m glad I added in the

8:50

post-emergent in there because this is

8:51

where folks get into trouble

8:53

um that 350 is not covering 3.64 cents

8:56

per thousand cost and a one minute

8:58

production rate per thousand so they

9:00

have to be charging at least three

9:02

dollars and 64 cents per thousand after

9:04

the first acre to at least break even so

9:07

this would probably have to be a

9:08

significantly uh jump so we’re at 450

9:10

that’s making sense this here is

9:13

probably got to be closer to four four

9:16

dollars and 25 cents on average to make

9:19

sense on your price per thousand so the

9:21

idea is we can now check our math of our

9:23

profit and profit percentage our hourly

9:26

wage that Patrick asked about that we’re

9:27

going to get into in a minute in the

9:29

hourly uh in the expense for manner so

Answer
9:31

to Patrick to answer your question

9:32

exactly

9:33

um the matrices does not

9:36

um determine your dollar per man hour

9:38

Revenue goal we need to have a dollar

9:41

per minute hour Revenue goal

9:43

um

9:44

determined and they break even number

9:46

would it cost you power to break even

9:47

before we ever go into the matrices so

9:50

we need a revenue hour a revenue per man

9:52

hour goal and a break even we need your

9:54

non-emotional product cost per thousand

9:56

with the coverage and once we bring the

9:58

revenue permanent hour the Breakeven and

10:00

the product with product costs and

10:02

coverage it all comes together into the

10:04

blueprint and then your top five cells

10:06

here are going to go into the top five

10:09

cells here and then you would continue

10:11

to add matrices and lines as we build

10:14

that out and we literally copy and paste

10:16

them in that’s then when you plug into a

10:18

square footage it’s going to calculate

10:20

the exact price so that is the way we

10:23

are going to tackle a price break model

10:26

in any software

10:27

um and if you’re using service autopilot

10:29

you take the top five lines and transfer

10:31

them in here we want to set our

10:33

calculation and our custom field to

10:35

probably per square footage so to answer

10:38

your question uh Patrick needed we need

10:40

to develop your charge per man hour and

10:42

a break even and we need to include your

10:44

product costs in the rate matrices in

10:46

service autopilot service autopilot

10:48

question second question is how do we

How to figure out your man hour rate
10:50

actually figure out what Patrick needs

10:52

to charge per hour and what’s it costing

10:54

him so the idea here is we’re going to

10:56

go into simple growth

10:58

um

11:01

average wage and overhead recovery

11:04

template so this is where we can use a

11:06

more system multiple overhead recovery

11:08

system to build out and figure out what

11:10

your cost per hour is and how to get

11:12

that cost per hour and desired Revenue

11:15

hour man hour in the matrices in

11:17

addition when we go out to schedule

11:19

those jobs on a fertilizing technician

11:21

in my company we’re running 12 to 1300 a

11:24

day for one technician so how how do you

11:26

know what to charge for that technician

11:28

so what we’ve done here is we go into

11:30

setup say Patrick’s fertilization

11:32

Division and we may not have tax and

11:36

crew leads

11:37

um but we may have

11:39

a series of technicians and they could

11:42

be making anywhere let’s say from 28

11:45

29 and maybe we got a couple veteran

11:48

guys at 38 and 34.

11:51

and if you’re in my market Upstate New

11:53

York you’re going to be running about

11:54

1800

11:56

1700 hours a year so we put the

11:58

projected hours in here and the Sheet’s

12:00

going to say hey we got 5400 hours of

12:02

projected payroll based on those wages

12:04

it’s going to cost you 182 857 and let’s

12:09

say that uh five percent of their

12:11

payroll time is in overtime so the

12:14

average wage now across all those

12:15

technicians is 33.86 we’d want to go to

12:19

our payroll company and get our labor

12:21

burden is a percentage of the dollar and

12:23

then each technician as we go in we

12:26

would plug their hourly wage so if the

12:28

gentleman that is making 34 bucks an

12:30

hour we plug that in

12:33

and that is our hourly wage with burden

12:35

and OT with burden those are budgetary

12:38

numbers that we need so that’s the first

12:39

step we figured out average wage and

12:40

labor and next step

12:42

we’re going in and building out our

12:45

truck and tank or truck and trailer

12:47

whatever that looks like in your company

12:49

uh so in this basic example we’ve got a

12:52

2500 pickup uh purchase price here’s

12:55

Finance interest rate years of use

12:57

salvage value what are we selling it for

12:58

work days per year and uh hours per day

13:03

licensing and miles per gallon uh fuel

13:08

cost

13:09

oil changes oil change interview oil

13:11

change cost tire change interval entire

13:14

change cost and additional maintenance

13:16

so that truck if we were running a 2500

13:19

say GMC or Chevy truck it would be

13:22

costing us 7.78 per hour

13:25

in a yearly or monthly budget there uh

13:28

in that example we probably do not have

13:30

a trailer but we may have a machine so

13:33

we may have instead of a 60 inch laser

13:35

we may have a perma-green or an X marker

13:38

Toro ride at same idea uh we’re going in

13:41

the finance Years Years used insurance

13:46

um maybe that set of blades but

13:48

different uh swapping out of

13:50

preventative maintenance on that machine

13:52

oil changes cost of fuel and then we get

13:55

an hourly operating cost so we could

13:57

have the truck we could have the right

13:59

on machine and then we would probably

14:02

have somewhere over here a tank that we

14:05

were actually holding the materials in

14:06

but the idea is we’re going in and

14:08

driving in all those costs for the

14:11

fertilizing I’ll show you a mowing

14:12

example because I’ve already had it

14:13

pre-built but that’s the idea that we

14:15

want to build out all the divisions and

14:17

all the equipment here uh maintenance

14:19

package is going to be more for

14:21

maintenance or design build but it’s

14:22

your weed whacker stick out your blower

14:24

and one crew put the total cost of that

14:26

all in there and we run it over

14:28

and lump it together so that we don’t

14:30

get lost in the minutia but that’s also

14:32

going to give you an hourly cost as well

14:34

so once we’ve got all your equipment

14:36

we’re going to go in and let’s say we

14:38

have five of those 2500 pickups with the

14:41

tanks in the back and the spreaders on

14:43

the back we put in the purchase price

14:45

the quantity equipment type original

14:47

cost hours per year hours per day hourly

14:49

rate cost per year all from the previous

14:51

sheet and then it’s going to get you a

14:52

cost for all five of those trucks the

14:55

whole entire year and as you scroll down

14:56

to the bottom we’ll have a total

14:58

equipment cost so this is the idea that

15:00

if we are serving

15:04

um

15:05

Debt Service such as equipment payment

15:07

things like that that don’t show up on

15:09

profit loss we are covering it in this

15:11

process as a Debt Service because a lot

15:14

of companies will look really nice and

15:15

good on the profit and loss but in the

15:17

balance sheet they’re forgetting about

15:19

all the debt service so this Pro this

15:21

process will pull that Debt Service in

15:24

so we actually have a relative number to

15:26

recover that Debt Service as well so if

15:28

you are uh have long-term payables such

15:30

as loans for your trucks or equipment

15:31

that needs to be figured in when we

15:33

figure out some of these hourly recovery

15:35

rates uh next thing we’re doing is we’re

15:37

going to build an actual budget here

15:39

General administrative costs across the

15:42

top for overhead

15:44

plugging those all in

15:47

and we’re going to go in and put our

15:48

gross sales our material including tax

15:52

our labor with scheduled hours and

15:53

average wage from the labor sheet our

15:55

labor burden subcontractors equipment

15:57

that we just went through any rental

15:58

equipment and the total cost of sales

16:00

and it’s going to give us a gross profit

16:02

we’re going to take our detailed

16:03

overhead from the top and drop that in

16:05

here

16:06

and what that’s going to do at the end

16:08

is give us our total overhead to be

16:09

recovered as a percentage of sales our

16:11

net profit or loss and if we’re

16:14

recovering in a Moore’s overhead

16:15

recovery system we’re going to mark up

16:17

materials 10 equipment 25 and Subs at

16:20

five percent and what that’s going to do

16:22

when we plug that all in is going to

16:24

give us an overhead recovery labor

16:27

percentage and we’re going to drive that

16:29

into our hourly Bill rate per crew so

16:32

Patrick was talking about fertilizing

16:34

I’m going to use a mowing example same

16:36

idea a little more simplistic for

16:38

fertilizing we’re going to put the

16:40

number of people on the crew so in this

16:42

mowing crew it’s two how many hours a

16:44

day the average wage off the Labor uh

16:46

labor sheet is a labor burden the

16:49

overhead recovery is coming from our

16:51

labor recovery number down here on the

16:54

bottom

16:55

and now we know the labor on that crew

16:57

is 8 52 built in with a 20 profit margin

17:01

our truck and trailer for mowing crew

17:03

how many hours per day overhead

17:05

recovering profits a truck and trailers

17:07

cost us 152 a day uh we got the mowers

17:10

on the crew but this would be the

17:11

fertilizing machine on the truck how

17:14

many hours are we using it not curb time

17:16

time from shop to shop like we do the

17:18

trailer truck at 73 dollars

17:22

and our maintenance package our handheld

17:24

equipment so in this mowing example when

17:27

we run through this process for

17:28

Patrick’s question is we’re gonna have a

17:30

daily sales goal of eleven hundred

17:31

dollars

17:32

Breakeven is costing us 918 before May

17:35

profit and we need a budget 20 hours and

17:38

our break even is now 45.90 based on

17:42

that particular crew makeup and as

17:44

Patrick’s question exactly the hourly

17:47

Bill rate for that mowing crew is 55.

17:50

but if you went through the same exact

17:51

process for a fertilization technician

17:53

uh this would obviously be a bit higher

17:56

but I’m guessing your daily sales goals

17:58

are going to be between 15 uh 12 to 1300

18:01

it’s probably an eight to ten hour a day

18:03

and our bill right here is probably a

18:06

little over a hundred dollars and once

18:07

we get these non-emotional numbers

18:09

Patrick that’s what’s going to drive

18:11

right into the charge per hour and the

18:13

expense it’s not the matrices we need to

18:15

set our charge set our expense

18:18

figure out our average cost of materials

18:21

based on granular and liquid and whether

18:24

we’re covering 100 or percentage of spot

18:26

spraying and then build a minimum in the

18:30

price to show up so let’s say we’re at

18:32

60 bucks minimum and now that covers 5

18:34

000 square feet

18:35

the simple growth blueprint updates that

18:38

sets the price changes

18:41

and at that calculation hour 12 dollars

18:44

per thousand and we can adjust our

18:47

charge per thousand as we go down and

18:49

our production rate per thousand to

18:51

update the matrices and once this is all

18:53

set up we’d go in the service autopilot

18:56

or whatever software and take the top

18:58

five cells here

19:01

outside of the profit and profit

19:03

percentage so these guys here and

19:05

literally put them in the system the

19:07

problem with most software is they do

19:09

not give you the profit and profit

19:10

percentage projection so we want to

19:12

blueprint it confirm our projections and

19:14

then drive that into the software so

19:16

Patrick go out figure out your hourly

19:18

rate your break even put that into the

19:21

simple growth blueprint or something

19:22

similar figure out your product costs

19:24

across each round are averaged and then

19:26

drive your matrices with a production

19:28

rate that’s not emotional based on here

19:30

historical data or a conservative

19:32

industry average so Callahan’s corner

19:35

you ask the questions we had some live

19:36

right here on Facebook Patrick great

19:38

question please submit your question in

19:40

the comment or a couple of Facebook

19:41

groups are in and we’ll be answering

19:43

them pretty much on a daily basis

19:44

throughout the following months thanks a

19:47

lot Patrick for the question

Reports: For Paying your subcontractors as a % of the …

Video Transcript

0:00
questions we had some live right here on
0:01
Facebook got another User submitted
0:03
question here in uh one of our Facebook
0:05
groups Dan wants to know uh we pay a
0:09
percentage to our subcontract as the job
0:11
is performed is there a way of
0:12
generating reports showing the work a
0:15
subcontractor is done the problem is a
0:17
lot of our jobs are uh part of our
0:21
installment plans offers so basically
0:23
they’re doing an installment plan
0:25
payment uh fixed monthly payments
0:27
customers and service autopilot
0:30
generates the course based on invoices I
0:32
need an input a dollar amount inserted
0:34
for those installment customers uh tired
0:37
of using Google Sheets to come up with a
0:39
subcontractor’s payment so Dan uh the
0:43
solution here to your problems of paying
0:45
your subcontractors as a percentage of
0:47
the work that’s been completed as well
0:49
as the ones for installment plans can
0:51
actually really be easily tackled here
0:53
so I’m going to open up the screen and
0:55
talk about how do we pay our uh
0:57
contractors as a percentage of an
0:59
invoice a percentage of an installment
1:01
for the jobs completed
1:03
and there’s two different ways or three
1:05
different ways we can tackle this dance
1:07
questions as a percentage of invoice we
1:09
can do it as a fixed amount or we can do
1:11
it as a dollarly amount based on the
1:14
budgeted time uh predominantly it’s
1:16
going to be based on a percentage of the
1:20
invoice amount so if you have multiple
1:22
subcontractors and you have your more
1:24
veteran subcontractors and getting paid
1:26
at different rates or percentages uh
1:28
good news is I got a solution for you
1:30
here so typical fashion I’m going to
1:31
open up the screen and show you how to
1:33
actually tackle this in-service
1:34
autopilot and Dan wants to know how do
1:36
we pay that percentage
1:38
um of the invoice as a commission
1:41
um and especially if it’s on an
1:43
installment plan so we’ve got the
1:45
question here from Dan and I’m going to
1:46
hop into service autopilot what I’m
1:49
going to do here is there’s two things
1:50
Dan that you really need to tackle up
1:52
front
1:53
um the first part of the question is
1:54
he’s using an installment plan to
1:57
actually pay the uh these billing
2:00
decline in installment plan and he’s
2:01
paying the subcontractor percentage of
2:04
each individual service or part of the
2:06
services inside the installment plan so
2:07
Dan the first thing you want to do is go
2:09
in the service autopilot at a contract
2:11
this can be done in V2 and V3 where I do
2:14
recommend V3 is going in to be able to
2:17
apply the chart of accountancy income so
2:20
if we’ve got our test client here this
2:23
is going to be our test uh installment
2:27
and then I’m going to actually open up
2:28
the record and see how this is in we’re
2:30
gonna have a start and end dates of gen
2:32
1 to let’s say
2:35
December 31st and we are going to have
2:39
lawn mowing
2:42
and our spring cleanup
2:47
and our fall cleanup now there could be
2:49
some other ones in here but if you were
2:51
like myself at Callahan’s lawn care a
2:53
lot of our
2:56
Services we did were actually
2:58
subcontracted out based on
3:01
um different services so the the fall
3:04
cleanup we subcontracted most of those
3:06
out to take the risk out of it because
3:08
we would actually go in and do a high
3:09
low pricing or a fixed price the
3:11
contractor was okay with that so we did
3:14
the lawn mowing the fertilization
3:15
in-house but we do we de-risk some of
3:18
those services that had open-ended uh
3:20
things this is a great opportunity to
3:22
talk about some some methodology behind
3:24
this uh in addition the default Service
3:25
uh we’re gonna have to go in and
3:27
actually create one service so
3:30
um
3:31
you may just have a maintenance service
3:35
um but the Deep the the downfall of V2
3:38
installments is you can only set a
3:40
default service so all the income is
3:42
going to be applied to that default
3:44
service so if you want your chart of
3:46
accounts which I’m going to recommend
3:47
using go into V3 and set up each service
3:50
that adds up into the installment and
3:52
that’s going to give you a cleaner chart
3:53
of accounts for accounting and when you
3:55
add that to QuickBooks manually or
3:57
through the sync let’s say we go in and
3:59
this is a thousand dollar a month
4:00
contract we’re going to auto fill that
4:02
in we’re going to fill on the first day
4:03
of the month and I’m going to suggest
4:05
maybe we Bill one day in a month and
4:07
payment type is going to be credit card
4:08
we’re going to Auto generate activate
4:10
and include any sub properties so the
4:12
part here Dan that you’re missing before
4:14
we get to your report so we’re going to
4:15
go in and add our contract items here
4:18
and I’m going to add in our lawn mowing
4:23
and we can put the number of visits in
4:25
here if we want so my market that’s 28
4:27
and if it’s part of an installment plan
4:29
if the it’s greater than or equal to
4:33
or actually greater than 28 visits that
4:35
contract may actually allow us to
4:39
charge extra so those are the things we
4:41
want to put in there so we’re going to
4:42
list all our services then hit save so
4:45
Dan I think the piece you may be missing
4:46
is when we go in to add that lawn mowing
4:49
we should be driving it through a price
4:50
Matrix we have budget time and cost off
4:53
the Facebook live I’m just going to put
4:54
this in as a one-time or a reoccurring
4:56
job
4:58
um but hopefully we’re going through a
4:59
process through production rate based
5:00
estimating so our schedule here is I’m
5:02
going to do a weekly Monday and we’ve
5:05
got our lawn mowing
5:08
service
5:10
and automatically the rate of say 50
5:12
bucks and one hour should load if we’re
5:15
using a price Matrix now the idea here
5:18
Dan is I’m guessing based on your
5:20
question is in my market we’re going to
5:22
be probably starting the second week of
5:24
April and we’d start recurring
5:27
on the second week of April so that’s
5:28
how we would set this up and why I’m
5:30
looking at this part here is I want to
5:32
set the foundations up for the report
5:34
because if this isn’t set up the data in
5:36
the report is not going to be there so
5:39
good data in good data out essay a lot
5:42
of these softwares no data in no data
5:44
out so this is the foundation the report
5:45
Dan before we jump in there so we need
5:47
to do is go in and set the contract of
5:49
the test installment and once we hit
5:52
save that rate and budgeted hours in a
5:55
time
5:56
um and you also obviously need to select
5:58
a resource so we’ll go in and put uh
6:00
moku number six in here
6:03
and once we hit save that job now will
6:06
be dispatched with the dollar amount the
6:07
budgeted time but it will not build
6:09
because it’s Associated to this
6:11
installment contract that’s the key that
6:13
I’m assuming Dan is probably missing now
6:15
once that’s is set up and we’ve done
6:17
that
6:18
we need to go in and we go to the report
6:21
Center under reports report Center this
6:23
is a pre-built report that uh we’ve
6:25
built out for simple growth this is a
6:27
piece rate report or it can also double
6:29
as a subcontractor payment report so if
6:33
Chris here was one of our subcontractors
6:36
these are all the jobs the start and
6:37
stop times he had we’ve built some logic
6:40
in it we need to check the dollar amount
6:43
because there wasn’t one in this test
6:44
account or clock in a clock out time uh
6:47
and what we can do is go in and we can
6:49
see the assigned resource or the
6:50
assigned
6:51
subcontractor we can filter Down based
6:54
on job status so that is exactly what
6:57
Dan was talking about we want to pay
6:58
upon completed so is there a status of
7:01
completed who’s the assigned resource in
7:04
the assigned resource we have gone in
7:06
and aggregated and grouped them together
7:07
and what we’ve got now is different pay
7:10
rates hourly or percentages of the
7:14
invoice that we would be paying on there
7:16
now you can see that some of these paid
7:18
percentage of billable pay hours is 50
7:20
percent
7:22
um that is when we have two employees
7:24
that are splitting that time or two
7:26
subcontractors so if you have two
7:27
subcontractors that may be working
7:29
together on a project the ability to
7:31
separate those out is available inside
7:33
that report Center when you build this
7:34
custom level So based on a hourly rate
7:37
based on budgeted time we have up to
7:40
eight pay levels you put in or
7:41
percentages of the dollar
7:43
and this is the actual pay output for
7:47
that that subcontractor employee for
7:49
that week based on the work we’ve done
7:51
and their payout or of dollar dollar
7:53
amount per hour or the um percentage of
7:57
the invoice and this question Dan this
7:58
would be the payout based on the level
8:00
of percentage payout which would be
8:02
updated here so uh this is something you
8:04
can definitely build out yourself if
8:05
you’re interested simple growth does
8:07
have uh this solution already TurnKey
8:09
for you uh but the idea here is to go in
8:11
and actually hit the basis and show you
8:13
what to do if you’re building this
8:14
yourself main thing is we got to set up
8:16
the installment and inside the
8:17
particular job we assign it to the
8:19
installment package and the contract so
8:22
it does not double bill and when we do
8:23
that that dollar value of the job amount
8:26
here will come in and based on the
8:28
assigned resource that we’ve grouped
8:29
together we know that it’s assigned to
8:31
the subcontract or accrue and once the
8:34
status is done so we’d go in and
8:36
automatically set a filter on this to
8:38
run
8:40
on a date range or in this instance a
8:44
sliding date last week start last
8:46
weekend and we’d pay that subcontracted
8:48
weekly or monthly basis so comments
8:50
questions drop below Callahan’s corner
8:51
you ask the questions we answer them
8:53
live right here on Facebook how to pay
8:54
your subcontractors is it percentage of
8:56
the invoice or potentially set up a
8:58
piece rate pay system or pay for
9:00
performance as they call it now uh for
9:02
your team Dan great question please drop
9:04
your questions uh in the chat or in the
9:06
Facebook groups and
9:08
um we will definitely get these on here
9:09
live and update them inside the Facebook
9:11
group to help you go out and out learn
9:13
your competition for this upcoming
9:15
season Mike Callahan with Callahan’s
9:16
corner

Standardize training with videos and testing (office and field work)

Video Transcript

0:00
welcome back to Callahan’s corner where
0:02
you asking questions we had some live
0:04
right here on Facebook well uh I wanted
0:06
to dive in and talk about employee
0:09
training in onboarding uh big big issue
0:12
that we see uh after several of the
0:14
talks I’ve been given lately on the road
0:15
and on some of the Facebook lives and
0:17
that uh we’ve been talking about the
0:19
five stages of business and the growth
0:21
hurdles
0:22
um and one of the biggest issues we find
0:23
in most service business particularly
0:25
lawn care and Landscape is people in
0:27
systems once we break that million
0:29
dollar Mark or probably from about 750
0:31
to a million how do we go out and
0:33
actually train the people that we as
0:35
business owners have hired that we don’t
0:37
know who they are
0:38
and we’ve got to actually train them get
0:40
them to a standardizing operating
0:42
procedure and then actually get them and
0:44
feel in the field with predictable
0:45
systems um in addition if you’re using
0:48
uh many of the software’s out there crms
0:50
how do we go in and get a admin uh that
0:53
may has may have never ever worked in
0:55
the service industry particularly in uh
0:58
your specific Lawn Care landscape
0:59
fertilizing and how do we get them up
1:01
and running within seven to ten days on
1:03
a particular software so what I’m going
1:06
to do is break down what we’ve actually
1:07
done in my lawn care company
1:09
um and now we help hundreds of other
1:11
businesses year after year with the same
1:13
exact process so I’m going to show you a
1:15
training video from my lawn care company
1:17
how he actually went in and trained uh
1:19
crew leaders and trained the trainers
1:22
um one thing to keep in mind is a crew
1:24
leader that has a great skill set is not
1:27
always a great trainer so we need to
1:29
train the trainer and along with
1:30
training the trainer uh we went in and
1:33
actually did a video series with testing
1:35
for all the services in the field I’m
1:37
going to show you how we broke that down
1:39
uh and then I’m going to show you how to
1:41
break down uh in the office training I’m
1:44
going to show an example of service
1:45
autopilot and that’s something of
1:47
interest uh let us know we have the
1:49
ability to actually load this training
1:50
with testing inside your service
1:53
autopilot or an additional learning
1:55
management system so uh without any
1:57
further delay I’m going to pop the
1:58
screen open here and you’ll be able to
1:59
actually see what we’re building out so
2:01
this right here is what we built out for
2:04
Callahan’s Lawn Care
2:05
um if you supply the videos and the
2:07
questions this is something we’ve
2:08
actually built out for a lot of people
2:09
but the idea here is we’ve gone into a
2:11
V2 form and embedded this video so this
2:14
is actually as you can see here service
2:16
autopilot form we’ve got Certification
2:19
testing here uh some of the example
2:21
questions we’ve used so
2:23
um the video itself actually goes over
2:26
this so if you go in and hit play you
2:28
can actually see we’ve got some learning
2:30
objectives that actually come up into
2:32
this it’s a low low level uh video that
2:35
we built but it actually works so learn
2:37
the parsley equipment proper use the
2:39
equipment and the proper technique when
2:40
operating the mower we go in and
2:43
actually talk about the personal
2:45
protection PPE that we should be using
2:48
uh this is what
2:49
literally
2:52
zero churn mowers here
2:54
off to the right there’s kind of a shoot
2:57
of another mower here so we went through
2:58
each type of piece of equipment that we
3:01
did for the mowing so we did this for
3:02
hedge trimming mowing mulch insulation
3:05
fertilization and we literally went
3:08
through and dove in and uh did it so now
3:11
we’re actually talking about the
3:12
controls how to operate it and then in
3:14
addition we actually set up
3:17
um a iPhone on a tripod with a wireless
3:21
mic and actually made this video and
3:23
then eventually uh through that I went
3:25
through and actually
3:28
drove the machine
3:32
and showed the show them how to actually
3:34
use the machine here so the video itself
3:37
um is actually highlighting the ability
3:39
to go in uh go around the property two
3:42
times and then we showed the proper
3:43
technique of turning uh with a zero turn
3:46
mower so we didn’t actually tear up the
3:48
grass so I believe in the next turn here
3:50
as I come around we go in and
3:52
demonstrate a three-point turn uh after
3:54
this part here but I actually go down
3:56
and stop each part of the video break it
3:58
down and make it digestible for the
4:00
person we’re training um and then once
4:02
again we’ve got some true false
4:04
questions here uh in there so that’s how
4:06
we tackle that if you’re looking at the
4:07
stages of business as well I’m going to
4:10
go into the office training here in a
4:11
minute to give you some examples how we
4:12
actually did that uh this is going to be
4:14
applicable for that stage three stage
4:16
four business uh people and systems as
4:18
you get to a million in Revenue here one
4:20
to three million this is where it
4:21
becomes a major issue uh in the lawn
4:24
care landscape industry I’m going to
4:26
suggest that sometimes around that 750
4:28
Mark maybe even a little bit earlier
4:30
some of these people in system things
4:31
creep in because the amount of Labor
4:34
that we need to fulfill those Services
4:36
is a little bit heavier so these are
4:39
things that we I recommend once you get
4:41
to scale that we need to actually start
4:42
building so first thing is we would want
4:44
to tackle
4:46
is in the field all your major services
4:48
and demonstrate it and literally this
4:50
doesn’t have to be high production it
4:52
wasn’t but what we realized is when we
4:53
paid professionals to actually do this
4:55
and video it it actually resonated last
4:58
with the team so literally this is a
5:00
about a thirty dollar tripod 100
5:02
wireless mic and a smartphone on a
5:04
tripod and we just sliced the videos
5:06
together so that’s how we actually did
5:08
this next step is a lot of people using
5:11
service autopilot or any other software
5:12
for that matter are really in disbelief
5:14
how can simple growth go in and train
5:16
somebody in seven to ten days and have
5:18
them up and running so this is actually
5:19
the secret to success so what we’ve done
5:21
is done the same exact thing
5:24
um in here and we’ve created uh five two
5:26
to maybe five minute videos and we’ve
5:27
broken them into six modules so the
5:29
total of 36 videos
5:31
um and really we start from lead
5:33
acquisition all the way to billing and
5:34
fulfillment once again this is a form
5:36
that we’ve built out and these are
5:38
actually available to the general public
5:39
if you don’t want to build them yourself
5:40
but right here literally uh lead
5:43
acquisition from the office and website
5:45
lead source track tracking referral
5:47
tracking commercial versus residential
5:48
priorities billing details the gear icon
5:51
and a skill test review you actually
5:53
have to get 100 on this to go to the
5:55
next level but this is the secret to
5:58
success of training your admin on your
6:00
team or virtual assistant so that is uh
6:03
module number one as we go into module
6:05
number two we’re going into two-way
6:07
texting user writes and roles Services
6:10
custom Fields job estimate templates
6:12
estimate documents pricing grid
6:15
um
6:15
Master packages and custom packages once
6:18
again a test as well module number three
6:21
we go in and actually talk about the
6:22
two-way texting message center what’s
6:24
required what’s not maps Pro the
6:27
appropriate way to use maps Pro and to
6:29
route and measure estimate template
6:31
workflow emailing and printing estimates
6:33
a lot of questions on the user group
6:35
about printing estimates we standardize
6:36
that right across the bat the estimate
6:38
loss process and estimate one process
6:40
seems basic but a lot of people are not
6:42
handling uh the statuses of a lead a
6:45
closed lead a client and a canceled
6:46
client so we’re teaching that literally
6:48
in about a two to three minute video
6:49
once again we’re driving them down and
6:52
having testing here for accountability
6:54
and then we go into module number four
6:56
converting a lead into a client
6:58
scheduling one time reoccurring jobs
7:00
waiting list jobs and package jobs and
7:03
setting up a contract with installments
7:05
other big issue where a lot of people
7:06
are getting wrong we go into what the
7:08
way you do it how you should do it once
7:10
again if you’re building this yourself
7:11
this is your roadmap uh module number
7:13
five we’re going in the route
7:14
optimization overview manual routing
7:18
with groups and show the pins with GPS
7:20
and driving directions changing crew
7:22
assignments on the fly so good data in
7:24
good data out schedules live in the
7:26
mobile or print and the questions again
7:28
and then wrapping it up for module
7:30
number six with video testing for our
7:31
admin
7:33
um we go in and finalize that out so
7:36
comments or questions drop them below
7:37
but I wanted to address the question
7:39
that a lot of people are having here
7:42
um how do we go in and create a
7:43
standardized system
7:45
um and pro plain text for video for
7:47
training for most of our staff is not
7:48
going to be uh sufficient we need text
7:50
with videos
7:52
um and if we have a visual learner this
7:54
is going to be it but a lot of stuff
7:55
it’s going to be hard to actually type
7:57
this out uh and one day I was able to
7:59
make all the mowing videos literally in
8:01
about a half well probably about four or
8:02
five hours with video editing first
8:04
draft is the best draft it doesn’t need
8:06
to be perfect but literally uh take it
8:10
take a note out of this here my wife’s
8:11
in education uh these learning
8:13
objectives and what was in it uh was
8:15
really really important so the parts of
8:17
the equipment proper use proper
8:18
technique when operating the mower these
8:20
are the things you want to highlight and
8:21
then literally if there’s PPE or
8:23
anything else that you need
8:24
um include those in there very very easy
8:27
to do this is literally a Google doc
8:29
that I scrolled and just video did the
8:31
screen recording and I clipped them all
8:32
together but really take it down piece
8:35
by piece little chunks and repeat
8:37
yourself those are going to be the keys
8:39
there but if you’re using your equipment
8:41
with your brand of equipment
8:43
um
8:44
with one of your trucks in the
8:45
background that is probably the way to
8:47
go uh there’s some great companies out
8:49
there doing training videos but
8:50
unfortunately
8:52
um they’re not the exact equipment we’re
8:53
using and when we started making some of
8:55
these low budget videos uh our training
8:58
first versus the generic ones that we
9:00
bought online uh went up exponentially
9:02
at the point where Carlos on our team uh
9:04
literally asked for the links of all
9:06
these training videos especially for his
9:07
mowing crew because we did pay for
9:09
performance or piece rate as we called
9:10
it
9:11
um and Carlos when he was training got
9:12
paid straight time but if they beat the
9:14
budget of time with quality he got paid
9:16
the piece rate so Carlos had these in
9:18
his phone or in the company’s phone that
9:21
was in the truck so after they logged in
9:23
for the uh clock in clock out Carlos
9:26
would hand his new technician these
9:28
videos and he required them for the
9:29
first week to watch the videos and what
9:31
he did is shave two to three days off of
9:32
the learning curve for a mowing Cruise
9:34
uh worked as well for maintenance for
9:36
mulch and things like that now you may
9:38
Wonder Mike what would you be doing for
9:40
mulch but there was a certain technique
9:41
in process that we taught to lay down
9:44
that made our industry production rates
9:46
now that we share with people are very
9:48
very predictable right down to literally
9:50
having a smaller
9:53
um garbage can two of them that we put
9:55
in a wheelbarrow
9:56
that we used to pour the bulk mulch
9:59
around the shrubs to avoid the guys
10:01
holding it with their hands moving
10:03
around or shoveling it twice so there
10:05
were some things that we did to optimize
10:07
productivity that most companies in our
10:09
area did not do so we were able to
10:11
visually show them how to place the the
10:13
cans in the wheelbarrow so they didn’t
10:15
spill all the place how to actually
10:16
handle the cans and lift with their legs
10:20
so they weren’t blowing their backs out
10:21
and then how to actually manage it what
10:23
a proper cleanup looked like so these
10:25
are the things if you’re building out a
10:27
system right now as we’re going into the
10:29
new season that I would highly recommend
10:30
but take some time use your own
10:33
equipment a 30 tripod 100 wireless mic
10:36
you can see it’s lapel mic they’ve got
10:39
some newer ones now that are great
10:41
um that literally go right to your phone
10:43
and then just take different shots with
10:46
the tripod as you kind of station it
10:48
around the property and you can clip
10:50
those together on a Mac or a PC with
10:52
either free or really really cheap
10:54
software it doesn’t have to be high
10:55
production but if it’s showing on your
10:57
equipment you’ve got your uniform on
10:59
um and the guys or girls are watching
11:01
this it’s going to resonate work so
11:02
comments questions drop below go out
11:04
automate your office training as well as
11:07
your
11:08
um
11:09
in the field training with videos and
11:11
testing and if you have any questions or
11:14
are interested in the office training
11:16
from simple growth for service autopilot
11:17
drop me a private message I’ll have to
11:19
show you how you do that but otherwise
11:20
if you’re building yourself this is
11:21
step-by-step Direction with testing how
11:23
to actually build out a onboarding
11:25
system for your office for seven to ten
11:27
days and how to go out and automate your
11:30
field staff and tackle the biggest one
11:33
of the biggest hurdles in this stage
11:34
three to stage four business is people
11:36
and systems how to go out and hire
11:37
people we don’t know and how do we let
11:39
those people we don’t go out and create
11:40
standardized system with quality control
11:42
we do it through video training with
11:44
testing and this is going to be key to
11:46
train your trainers because not all Tech
11:48
all not all crew leaders they can
11:49
perform it are good trainers this would
11:51
be a great vetting system if we’ve made
11:53
a tweak to this to train the trainer as
11:54
well comments questions drop them below
11:56
and let’s see we’ve got a question Mike
11:57
can you do training and bulk email
12:00
marketing uh MSG Lawn Care yes I will
12:04
drop either tomorrow or the next day I
12:06
will get you a video on bulk email
12:08
marketing uh as well as I’ve got another
12:11
video coming up how to do pre-pay
12:12
letters as well so Callahan’s corner you
12:14
ask questions we end some live right
12:15
here on Facebook

Renewal letters, prepay discounts, and upsells this spring (How to)

Video Transcript

0:00
hands corner where you ask a question
0:01
there’s handsome live right here on
0:02
Facebook another great submitted
0:04
question here on the Facebook group uh
0:06
John says first spring for me with
0:07
service autopilot can anybody point me
0:09
in the right direction with regards to
0:11
creating renewal contracts in a welcome
0:14
back spring letter is there a mail merge
0:17
feature I should use or is there a
0:19
template for this somewhere thank you
0:21
John well great question here
0:23
um right here we’re going to dive in and
0:24
actually show you how to open this up so
0:26
the first thing is you may not even be
0:28
aware of this feature uh it is a free
0:31
feature that’s included in the software
0:32
you may actually have to get it turned
0:34
on so uh what we’re going to be doing
0:36
here is opening up the screen and
0:38
actually breaking down how to actually
0:39
do a springtime renewal as an added
0:42
bonus I’m going to show you how to do a
0:43
prepaid discount and upsell additional
0:45
ancillary services that you may not be
0:48
even offering to these people here
0:50
um so without any further delay John I’m
0:52
going to go in and show you how to
0:53
tackle this so we’re going to go in the
0:55
service autopilot here in my test
0:56
account and break this down so uh John
0:59
asked the question he’s new to sa first
1:01
year in the spring
1:03
Johnny first thing you want to do is go
1:05
under Marketing sales campaigns now uh
1:08
this right here may not be turned on if
1:10
you’re not seeing this you need to uh go
1:12
to the chat inside service autopilot or
1:14
call their support team no additional
1:16
charge they will turn this on for you
1:17
here uh this is going to be one way to
1:19
actually print out these renewal letters
1:22
uh there’s some other ways to do it
1:23
through an Automation and email I can
1:25
tackle that in a another video but I
1:28
believe this is kind of what you’re
1:28
asking about basically a mail merge that
1:31
you would do in Microsoft Excel uh with
1:34
a word doc or in Google Sheets in a
1:36
Google Docs so this is how you would
1:37
actually tack it based on the question
1:39
so we would actually go in and add a
1:41
campaign here I’ve got one that’s
1:43
already built out so I’m going to kind
1:44
of walk through
1:45
um
1:46
this process here so we’re going to go
1:48
in and create that campaign so it’s
1:51
about a five-step process John actually
1:53
go in and crank this out so first thing
1:55
we want to do is go in and create a
1:57
description so we’ve created our
1:59
fertilization renewal and upsell for
2:02
lawn mowing so we’re going to be
2:03
tackling our renewals for fertilization
2:05
and anybody who has the fertilization
2:09
but doesn’t have the lawn mowing service
2:10
we’re going to have the ability to
2:11
upsell it uh the customer type we’re
2:14
going into here we’ve got a lot of
2:15
different options here client lead
2:18
former client close close lead so this
2:21
can be done on the segmentation so
2:23
obviously these are clients but what I’m
2:26
also going to recommend here as best
2:28
practice when you come into uh service
2:31
autopilot
2:33
we want to be able to go in and have
2:36
some segmentation here so when we are in
2:38
here uh there’s four types of people
2:40
we’ve got a client and a lead uh so you
2:42
can see about the Avatar this is a
2:44
client and this is a lead uh the next
2:46
person is going to be a closed lead and
2:48
then a canceled client uh so when you’re
2:50
in a actual lead here and we lose the
2:54
estimate
2:55
um and they don’t have any other service
2:57
we want to go into the more and close
2:59
the lead
3:00
and then it’s going to ask you why so
3:02
this is going to be your cancellation
3:03
reason or your non-buying reason the
3:06
other thing you want to do John just so
3:07
you have that clean database is when we
3:09
have a client they cancel their services
3:10
we want to go into the more tab now and
3:13
you’ll notice there’s three distinct
3:14
columns that’s the visual clue of a
3:15
client uh we want to go in now and
3:18
actually
3:20
uh cancel that client right there now
3:23
that John is going to give you the
3:25
ability to go in and segment the
3:28
different uh mail merges as you call
3:31
them or the upsell campaigns or
3:33
reactivation campaigns so not only can
3:35
we do this for clients we can do past
3:36
clients lost leads and the other ones in
3:38
the database here so uh this is where we
3:41
want to go
3:42
um and we can exclude our do not Market
3:44
clients and leads
3:46
um this is going to be a printed out
3:47
version so if you have some people that
3:49
have opted out of your email marketing
3:50
or text marketing uh you can actually
3:53
legally send them some things in the
3:55
mail so that actually may be a great way
3:57
to continue to out uh create your
4:00
increased Outreach around your marketing
4:02
database so uh first thing is we did we
4:05
went into Marketing sales campaigns and
4:08
we created and added a campaign this
4:09
pops up we’re gonna name the description
4:10
and our customer type and then we’re
4:13
going to go in and filter two
4:15
uh any of these areas here so this one
4:17
would probably be
4:19
um account type potentially uh so we
4:21
could do Residential or commercial
4:23
right here
4:26
so this would be a commercial upsell
4:28
here
4:28
and we could go in and actually do
4:31
Residential as well and then we’d go in
4:33
and hit search so that’s gonna what
4:34
that’s going to do is pull up all the
4:36
clients in our database that meet the
4:39
criteria of commercial or residential
4:43
um so obviously there’s not as many in
4:45
this test account but what we would do
4:46
then is go in in their active clients as
4:48
well and we’ve excluded our do not
4:50
Market
4:52
um we’re going to go in now the next job
4:53
is go into scheduled jobs and what we’re
4:56
going to do is go in and literally as
5:00
they’re in here it’s a drag and drop
5:01
Builder as it comes in
5:04
it is actually blank air so what you’ve
5:06
got is all your services on the right
5:08
and packages and orange recurring
5:12
services in the green so if I just
5:13
wanted to go in and do the package jobs
5:17
because we’re up we’re we’re going and
5:18
renewing the fertilizing we could go in
5:21
and do our
5:23
fruit package here
5:24
and our test account
5:26
and we could also go in
5:30
um and increase the rate by
5:33
say
5:35
five percent or five dollars so that
5:38
allows you to add a bulk increase on the
5:41
actual upsell letter itself or renewal
5:44
letter
5:45
so once we have the services here
5:48
um these are the renewal Services then
5:50
on Tab number three we go in we’re going
5:53
to actually upsell so if they have that
5:55
fertilization service but do not have
5:58
lawn overseeding or grub control and I
6:01
literally just pulled those over so
6:02
those would be logical services for a
6:04
fertilization
6:06
um
6:06
company now in addition we’d probably
6:09
maybe want to go in and upsell the lawn
6:11
mowing if we have it in this test
6:12
account here and that would actually
6:14
allow us to
6:16
upsell that service now this test
6:18
account we may not have the mowing but
6:20
the same idea is uh we would go in and
6:23
maybe say we want our
6:27
cleanup Service as well we could upsell
6:29
that as well so that’s how we do is drag
6:31
it in and you can use the rate Matrix
6:35
default or if you don’t have a rate
6:38
Matrix built for it you can hit call it
6:40
quote so we can go in and say okay we’re
6:41
going to use our read Matrix for
6:43
overseeding and grub control our
6:45
cleanups could be questionable so that
6:47
would be call for a quote and we maybe
6:49
do that as an hourly rate but grub
6:51
control is going to be our default so
6:54
that is how we’re actually going to go
6:55
out and build out the
6:59
um rate matrices here for our renewal
7:02
and then our upsell and what the system
7:04
is going to say is uh if they don’t have
7:07
long if they’ve got fertilizing but
7:09
don’t have overseeding grub controller
7:11
uh cleanup we go in and actually upsell
7:13
those Services the next step is we’re
7:15
going to go in Step number four we’re
7:16
actually going to go in and create or
7:17
grab the document now I’m going to
7:19
recommend there’s a lot of different
7:21
formats here I like e it’s probably the
7:23
best we hit view preview and it’s going
7:25
to show you the different options so
7:28
what we’ve got is a couple areas here
7:30
that can be customized and some cannot
7:33
So the instructions can be updated here
7:36
and right here
7:38
uh right here we add another area where
7:40
it says gain a free 30 credit uh with
7:44
the prepay all services or it could be
7:46
refer a friend that signs up get a 25 or
7:48
50 credit
7:50
um so that’s the idea here but this is
7:52
going to list their currently scheduled
7:53
Services any recommended service is the
7:56
upsell
7:57
so once we pick a document this is where
8:01
we’re probably going so prepay format e
8:03
is probably the most popular
8:05
um but in the instructions here we can
8:07
add particular customized documentation
8:09
the header and the footer and those were
8:12
in the previous so you can kind of see
8:14
where those are going to go in
8:16
um right here so header footer
8:19
and
8:21
uh there’s one other area here header
8:24
footer
8:25
oh footer and description so those are
8:27
the areas that would be filling in and
8:29
we’d actually be able to tweak those in
8:31
and obviously once you fill that in you
8:32
can go in uh we can do a prepaid
8:35
discount as well so that is one way of
8:37
doing that
8:39
and then we’d go in and actually
8:41
generate and we’d set the company return
8:43
address client address whether it’s
8:45
physical or billing and we could have a
8:47
printed signature line or not on that
8:49
document so once we go in we would go in
8:51
and actually generate that and this is
8:53
where the discounts actually come out to
8:55
play so schedule job discount
8:57
so if we have the fertilizing that’s
8:59
what we’re renewing that could be our
9:00
prepaid discount and then we could reset
9:02
our upsell discount to say maybe five
9:04
percent uh so that’s how we would set
9:06
that and we can add and remove tags to
9:09
say uh this customer has received or has
9:12
been printed out the upsell and renewal
9:13
prepay letter for 2020 whatever that is
9:16
2023 2024 uh and then next thing we do
9:20
is literally go in and hit generate and
9:22
that generates basically a PDF that can
9:24
be printed out on your local machine
9:26
stuffed an envelope and mailed out so
9:29
those can be the five steps to go out
9:31
and actually create a renewal prepaid
9:33
discount and upsell ancillary Services
9:36
based on the rate matrices in your
9:38
system or call the quote that could be
9:40
quoted
9:41
um in person later so idea here is we
9:44
really want to focus on those Gateway
9:45
Services services that can be sold with
9:47
the rate matrices so they can sign up
9:49
and then we sell those additional
9:51
ancillary Services uh later for Speed
9:54
and creating uh more recurring value on
9:57
those maintenance clients so Callahan’s
9:59
question or Callahan’s corner you ask
10:01
the questions we had some live right
10:02
here on Facebook uh we’ll be back
10:04
tomorrow with another pre-submitted
10:05
question uh through Facebook or in one
10:08
of the user groups so if any questions
10:09
or comments drop below and I’ll be happy
10:11
to answer them live on Facebook for you
10:12
we’ll see you

How to build a clean up estimate with pricing

Video Transcript

0:00
Callahan’s corner where you ask the
0:01
questions Anthem live right here on
0:02
Facebook got a email submitted question
0:04
by Angie this morning uh Angie writes
0:07
good morning uh I remember remember you
0:10
showing me how to build a cleanup
0:11
estimate with pricing in-service
0:13
autopilot but simply can’t remember any
0:15
chance you have a video on how to
0:18
actually do it so I clarified if Angie
0:20
uh this morning wanted an exact price or
0:23
a price range when she was quoting her
0:25
uh cleanup estimate and she said she
0:28
wants an exact price and she’s looking
0:30
for bed cleanup pruning trimming bark
0:33
application pre and post emergent for
0:35
weeds all an exact price range so Angie
0:38
good news is this can be tackled pretty
0:40
quickly
0:41
um in just about any software I’m going
0:43
to show you how we do it uh in a
0:44
blueprint and then actually get it into
0:46
service autopilot so Callahan’s Corner’s
0:48
question today is going out to Angie
0:51
um
0:52
so first thing I’m going to do is open
0:54
up my screen and
0:57
pop into the simple growth blueprint
1:00
here so uh knowing Angie and her company
1:03
working with them
1:04
um we’re probably going to go in and
1:06
drive her Revenue goal at about the
1:09
maintenance division at about 65 bucks
1:11
an hour and it would probably break even
1:13
my gases somewhere around 42 dollars per
1:15
man hour so we’ve already established
1:17
our Revenue goal and our Breakeven for
1:19
that division so what we’re going to do
1:21
is tackle uh her first question here
1:25
uh on there is probably going to go in
1:27
and
1:29
um take a look at how many minutes it
1:31
she thinks it’s going to take based on
1:33
the square footage of the bed so
1:35
actually
1:36
um well yeah we’ll go in for the the pre
1:38
and post-emergent spring as well so this
1:40
can be done
1:42
um on square footage linear feet however
1:44
you want but we’re going to go in and
1:45
drive that in here uh for Angie so
1:48
that’s going to be our Roundup per
1:49
minute that’s going to be our post
1:50
emergent it could also be the same way
1:52
for a pre-emergent if we’re spraying it
1:53
if we are not spraying it let’s go in
1:57
and Tackle her pre-emergent as well
2:01
so as we’re going in we’re driving in
2:05
some pre-built formulas so if you’re
2:07
working with us on an essay setup or
2:08
deep dive this is kind of how this all
2:10
Lays into the program
2:13
um
2:14
so right now she’s got her Roundup per
2:16
minute uh well based on how many minutes
2:18
she thinks it’s going to take and we’re
2:20
going to go in and do our uh bed
2:26
emergent
2:29
and we’re going to build some uh
2:30
matrices around here so the next one she
2:32
had was based on
2:38
mulch installation so we’re going to go
2:40
in and I’ll build this one on the Fly
2:43
here but I’m going to grab a template
2:45
here
2:48
so the idea is we want to blueprint
2:50
these out before we actually do them
2:53
ought to confirm our projected profit
2:54
and profit margin so what we’re going to
2:57
do is go in and create this one as
3:01
shrub pruning
3:04
and we’ll be able to iterate off that
3:05
and then I’ll tackle the mulch as well
3:07
so to answer Angie’s question here we’re
3:10
going to tackle our bed post-emergent
3:12
then pre-emergent obviously probably not
3:14
in that order but that’s the way I
3:15
pasted them in so we’ve confirmed that
3:17
she wants 65 bucks an hour her cost per
3:19
operating hour is let’s say 42.35 that
3:23
number is
3:24
um
3:26
now driving through our blueprint so the
3:29
first question I’ve got to ask Angie is
3:30
what is your product cost on the actual
3:34
post-emergent uh non-selective herbicide
3:37
so we’ll call that a Roundup uh so if
3:40
there is 125 ounces in The Jug and or
3:43
the cost per jug is 125 and there’s 64
3:46
ounces in there
3:48
um what we can do then is literally go
3:50
in and take a look at it and drive
3:52
through this formula what is their cost
3:54
for the whole entire four gallon
3:56
backpack so what we’ve done now is
3:57
driven uh the cost per gallon and then
4:00
the cost per minute uh per spraying into
4:03
the actual equation so for one to one
4:06
it’s going to be one minute divided by
4:09
60 should give both 0.02 so that’s how
4:12
we would go in and drive the labor cost
4:15
with materials overhead recovery
4:18
everything loaded in so now an estimator
4:20
can look at a landscape bed and our
4:23
first step of estimating which would be
4:24
our guesstimating based on experience
4:26
and then eventually Angie you’d want to
4:28
roll into a square foot production rate
4:29
I’ll show you how we do that with the
4:30
post with the pre-emergent uh depending
4:32
where you’re at in your estimating
4:33
Journey so I’m going to kind of show you
4:34
both of those so uh right now
4:37
based on one minute
4:40
and the cost per minute for that
4:43
um poor four four gallon backpack uh
4:46
it’s gonna be about a dollar twenty
4:47
three so just to break even she’s got to
4:49
be charging a dollar twenty three per
4:51
minute so uh she’s at about 1.65 that’s
4:55
going to get her to a 25 profit margin
4:57
so in that maintenance Division I think
4:59
they’re running around 30 percent so I’m
5:01
going to go in at about a dollar seventy
5:03
five now the other question here is if
5:06
you want and I’d recommend do we have a
5:09
base price so what’s the minimum to show
5:13
up so I would probably say this is a
5:15
dollar seventy five for one minute
5:18
and at about a 30 profit margin but I’d
5:21
say Angie what is your minimum show up
5:22
for that bad pre-emergence so let’s say
5:24
she has a minimum of 45 dollars per
5:26
visit so what we would do then is go in
5:28
and take our break even our budget hours
5:31
and say okay 45 divided by 60 which is
5:34
0.75
5:35
um and then we would need to go in and
5:37
make some assumptions on okay if it’s
5:38
costing her 32.48
5:43
that’s going to get her about a 40
5:44
profit margin so if we go in and say hey
5:47
our base price is 50 it’s 35 percent net
5:52
and then what we’re going to do here is
5:54
go in and readjust our formula and take
5:57
our one minute
6:03
times our Breakeven
6:06
and with a little math here we can add
6:09
in the product cost per minute that we
6:11
figured out based on her actual product
6:12
cost off to the right so now we’ve got
6:14
production rate overhead recovery and
6:17
material recovery uh without any markup
6:19
but we could Mark that material up if we
6:21
wanted to traditionally you’re not going
6:22
to have that in a chemical situation so
6:24
what we’ve got is the ability now for
6:25
Angie’s team to go out and put in how
6:27
many minutes they think it’s going to
6:28
take
6:30
um here
6:31
and the final part is that right there
6:34
so between 1 and 45 minutes Angie’s
6:36
charging for 50 bucks should take 45
6:38
minutes or 0.75 man hours and labor
6:40
overhead and materials is costing at
6:42
32.28 and each additional minute over
6:44
the 45 minutes she needs to charge 175
6:47
it should take 0.02 uh hours which is a
6:50
minute and it’s costing 149 giving her a
6:52
14 profit margin here so with that math
6:55
if she wanted to be closer to 30 percent
6:58
she could go in and manipulate those
7:00
numbers here in the blueprint to get as
7:02
close as she wanted to so I’m not going
7:04
to waste the time doing that but that’s
7:05
how we base it on time now if we’re
7:07
going in as a bed pre-emergent
7:10
going to be the same idea so bed
7:12
pre-emergent here we’re going to go in
7:14
and change this to bed square footage
7:18
and I’m going to say Angie’s base price
7:21
is up to 500 square feet for a bed
7:26
let’s actually make it a thousand so up
7:28
to a thousand square feet uh it should
7:30
take 0.05 man hours based on a uh
7:34
production rate there to actually lay
7:35
down that bed pre-emergent and obviously
7:37
want to make sure these production rates
7:38
are accurate for your company so don’t
7:40
copy these right out of the sheet
7:42
um and then what is her base price to
7:44
show up that bed pre-emergent so I would
7:46
say it’s probably still 50 based on the
7:48
post-emergent charge I would manipulate
7:51
this every thousand down to every 100
7:53
square feet
7:55
and go in and manipulate
7:59
the production right here of
8:10
here so that every 100 over a thousand
8:12
is an additional four dollars and 17
8:15
cents and she’s charging so we’ve got
8:17
our information in here we’ve got our
8:19
margins in here but we haven’t figured
8:21
out is our product cost so uh let’s
8:23
assume that our bed pre-emergent is not
8:26
a liquid like in the example above so
8:27
we’re gonna get rid of that
8:31
um but we’re going to go in and use a
8:33
um something like a snapshot or a Preen
8:37
um but we’re going to go in and use
8:38
let’s say our cost our bag is 85 bucks
8:40
it’s a 50 pound bag and the coverage is
8:44
8 500 square feet
8:47
there is no markup the coverage is going
8:48
to be 100 so in that scenario based on
8:51
these fictitious numbers her cost per
8:53
thousand would be ten dollars so what
8:55
we’d want to do then is go in and make
8:58
sure that our cost per thousand here
9:01
would be accurate so that would go in
9:03
there and our budgeted cost here
9:05
since we’re doing every 100 square feet
9:10
divide that by 10 parts
9:13
that would be her her charge
9:16
so she’s at a 10.31 cents here so we can
9:20
go in and actually manipulate that if we
9:22
wanted to be at eight dollars say per
9:24
100 square feet or whatever that was
9:27
um and that’s our margin right there
9:29
so obviously some of these numbers are
9:30
fictitious but this is the process
9:31
you’re going to go through you’re going
9:32
to go in and set your hourly rate your
9:34
Breakeven and you’re going to figure out
9:36
your product cost liquid or granular and
9:38
drive that into the system especially if
9:40
you’re using service autopilot uh final
9:42
part here is our shrub prune that’s
9:44
going to be our parent service
9:46
um
9:47
and we’re going to go in and we would
9:48
tackle this as the number of small
9:50
medium and large shrubs traditionally
9:52
with a production rate but let’s just
9:54
use the example of
9:56
um
9:57
that Angie may have been using there is
9:59
let’s say how many hours it actually is
10:00
going to take so maybe we’re not ready
10:02
for production rate based estimating
10:04
that’s something we obviously can help
10:05
you with and give you those in mystery
10:07
production rates but this is usually the
10:09
biggest question is what if we did uh
10:11
shrub pruning so we go in and build our
10:14
shrub
10:15
pruning man hours and then that is going
10:18
to be our custom field
10:20
team methodology all we need to do is
10:22
say what’s our base price to show up so
10:24
Angie’s uh charging 275 that’s her
10:26
minimum to show up and what the sheet
10:28
does now is automatically calculates the
10:29
hours
10:30
that are budgeted and the matrices with
10:33
the overhead recovery so uh it’s easy as
10:36
that once you build these formulas in
10:37
and that’s what we’ve been doing on our
10:38
deep diving essay setups here so we’re
10:40
going to base that shrub pruning on the
10:42
shrub pruning man hours that’s going to
10:43
be a sub service of that now that’s
10:45
where we could also break in our small
10:47
medium and large shrubs so Angie’s final
10:50
question here I’m just going to copy and
10:52
paste this for Speed
10:54
is we’re going to build out
10:56
um
10:58
maybe we’ll build out let’s grab this
11:00
whole thing we’re going to grab this
11:02
format here and I’m going to build out a
11:03
mulch installation for her
11:06
so let’s just say this is mulch
11:20
translation and our custom field would
11:23
be bad square footage
11:26
so as we’re going in here we probably do
11:29
not want to include the materials in
11:31
here there’s some instances you may
11:33
um but right now I’d say Angie what is
11:36
your base price for the mulch
11:37
installation uh so let’s say she has a
11:39
three yard minimum
11:41
and we’re doing a three inch depth so
11:44
that would be one to three hundred and
11:46
then every
11:48
actually yeah that’d be one to three
11:49
hundred and every 100 over the first
11:51
300. uh basically if we’re using an
11:53
industry average that should probably
11:55
take three hours and one hour per yard
11:58
installed
11:59
um and that is going to be
12:02
foreign
12:06
based on the three hours so she’s got
12:08
about a 34 to 35 percent net margin on
12:11
the Labor uh which is jiving throughout
12:13
the sheet here so now we’ve got some
12:15
consistency how to uh check our profit
12:18
profit percentage so when we go into a
12:20
product like service autopilot um
12:22
unfortunately on the service level and I
12:24
don’t think any of the other softwares
12:26
as well do this for you so this is why
12:28
we really recommend Blueprinting this
12:30
and if you’re a business owner looking
12:31
to delegate and get some of this stuff
12:32
off your plate to a VA an admin or a
12:34
manager this is really
12:36
um going to be essential here for you so
12:38
what we’re going to do is go in and add
12:40
a service now we’re going to make some
12:42
custom Fields that’s our first process
12:44
but I want to show you something really
12:45
quickly here is uh this is the data
12:48
table that drives that nowhere in here
12:50
does it tell you your profit or profit
12:51
percentage so it’s really essential to
12:54
be able to go into something like the
12:55
simple growth blueprint confirm your
12:57
profit profit percentage especially if
12:59
we’re working with uh post-emergent like
13:02
Roundup or bed pre-emergent we’ve got
13:03
some product costs whether it’s granular
13:05
or liquid here um the liquid or granular
13:08
and we really want to be able to drive
13:10
that in now the the chemical
13:13
um applications are the one exception
13:14
inside at least service autopilot that
13:16
uh you do want to include those on the
13:19
actual service level themselves
13:20
everything else like mulch pine straw uh
13:23
design build things like that we want to
13:25
keep the products separately but there
13:26
is no good way of tracking that and it’s
13:28
going to lead this inefficiency as far
13:30
as delegating the estimates so right
13:32
from service auto Pilots Dev development
13:34
they do recommend including this so this
13:36
is going to be the best practice I do
13:37
agree with here so the first thing we’re
13:40
going to do is go in
13:41
and service to autopilot here
13:43
foundationally from the beginning for
13:45
Angie here’s uh Angie you’re going to
13:46
want to make some custom Fields so we go
13:48
in
13:49
um and Angie if you’ve worked with us
13:51
before obviously uh just confirms these
13:53
custom fields are not there we do want
13:55
to duplicate them just like we’ve
13:56
duplicated a lot of these in my test
13:58
account so her first one is going to be
14:00
the number of backpacks
14:03
um
14:06
and I would just say we’ll put Roundup
14:08
the client’s not going to see this but
14:10
we want to be able to go in and build
14:13
that out so it’s going to go in or build
14:14
the name associated the customer and
14:16
it’s going to be a number I’m going to
14:18
go in here
14:21
and just put three a couple threes in
14:25
front of it so I can find this quickly
14:26
on this Facebook live in this test
14:27
account I need to clean it up a little
14:29
bit next one’s going to be our bed
14:30
square footage so we’re just walking
14:32
down the blueprint and we’re just
14:34
dropping them in as they lay once again
14:36
to the number
14:38
say the new
14:39
and our last one I believe is our shrub
14:42
pruning man hours now you’ll notice as
14:44
we’re going down the sheet I got bed
14:46
square footage twice no need to make two
14:47
custom Fields uh it will double dip for
14:51
this process so this is literally kind
14:53
of diving under the hood of what a
14:56
seven-figure business should be doing
14:57
really a half 250 and up uh you really
15:00
need to drive these things in here uh
15:02
you will be the bottleneck and you will
15:04
not be able to make that non-emotional
15:06
uh delegation and not emotional pricing
15:09
without this so the next thing is we’re
15:10
gonna go into gear icon Services then
15:12
we’re gonna go back to the blueprint
15:13
we’re actually going to build out our
15:14
services here so
15:16
this is what we’re doing we’re driving
15:18
it in
15:18
uh so Angie hopefully this is helpful
15:21
but we’re going to go back to simple
15:22
growth blueprint you should have a copy
15:24
from when we worked previously but we’re
15:26
going to go in and grab our Roundup per
15:28
minute we’re going to add that service
15:32
foreign
15:39
s that we need to select
15:43
to make this work
15:46
we’re going to go on our rate Matrix
15:47
here quantity rate times visits and I’m
15:49
going to go right back to our custom
15:51
field here
15:53
and pull that in
15:57
and literally copy the top five lines in
15:59
the bottom lines and I’ll show one two
16:00
45 minutes is Angie’s base price of 50
16:03
bucks
16:06
that includes
16:08
0.75 man hours I believe
16:11
and it cost me 32-28 labor overhead and
16:15
material so that is the number that she
16:16
wants to be doing and every one minute
16:18
over the first 45 minutes she needs to
16:21
charge uh two dollars and it’s going to
16:23
be one minute
16:25
and that one minute with material labor
16:28
time overhead is now costing her a
16:30
dollar Forty Nine so we’ve done is
16:33
created our pre-emergent for Angie we’re
16:36
gonna save a new and walk down the sheet
16:37
here so we’ve got our uh actually that’s
16:40
our bed post emergent we’re onto our bed
16:42
pre-emergent
16:47
same exact process we need a code we
16:50
need a service mode is it taxable is it
16:51
not invoice description needs to be
16:53
selected to an account we need an
16:55
estimate description and we need to go
16:57
into our rate matrices
16:59
and we’re going to grab our
17:02
set square footage
17:05
and ignore those threes and fun
17:06
obviously I’m just doing that right now
17:08
for Speed and simplicity top five lines
17:10
are going in the essay one new a
17:12
thousand is 50 bucks
17:14
foreign
17:21
costing us 11.99
17:26
and every 100 square feet over the first
17:28
thousand for our bed pre-emergent which
17:31
is a granular with the product built in
17:32
here on the left
17:34
um it’s gonna be eight dollars and .005
17:39
that is costing Angie and the team a
17:42
dollar twenty
17:43
so if you have questions you want us to
17:45
kind of demo how to do this inside
17:47
service autopilot let us know but we do
17:49
this with hundreds of companies each
17:51
year
17:52
um in here so first Simplicity here
17:54
because I have a meeting in a minute I’m
17:56
going to grab our pruning we already
17:58
have an example for pruning just like
18:00
the backpack last one I’m going to do
18:01
here is our mulch installation
18:05
business
18:09
we’re building this out and now we are
18:11
going to drive this all into a estimate
18:13
template here in a second to bring it
18:15
all the way across the finish line for
18:16
everybody
18:17
watching
18:21
and that is that square footage
18:25
and we’re going back 1 to 300 is 195 in
18:29
labor so
18:34
it’s three hours and it’s costing Angie
18:37
127.05.
18:42
and every 100 square feet over the first
18:45
300 so after our three yard minimum
18:48
that is 60
18:50
65 bucks in one hour
18:54
and 42.35 it’s cautious so save last
18:57
part of this that we’re doing is going
18:58
to be driving this all home into a
19:01
scalable process so now what we’re doing
19:03
is going back to the simple growth
19:05
blueprint if you need some help uh feel
19:07
free to drop us a line or check us out
19:09
at simple growthsystems.com uh but what
19:12
we’re really doing now is we’re going
19:13
into the gear icon and we’re grabbing
19:15
our job estimate templates
19:18
all right
19:25
we are going to create a new one here
19:35
Facebook live Angie all right she’s got
19:37
her name in here now both and we’re
19:39
going to connect this to a estimate
19:40
document that connects our email
19:41
estimate document and our acceptance
19:44
email
19:48
and what we’re going to do is now go in
19:50
and add the services from top to bottom
19:53
so Roundup per minute is our first one
19:56
obviously we named this a little bit
19:58
different if we’re showing it customer
19:59
facing but for today’s
20:02
example this is just fine and our bed
20:05
pre-emergent now this would probably in
20:07
my opinion be put together in a package
20:11
so we could actually go in and
20:16
apply those different applications in a
20:19
set start to end around but for this
20:20
example I’m going to do is set services
20:22
and we’re going to go in and grab
20:25
our mulch installation
20:28
and now we’ve got our three surfaces
20:30
that were built out in the live show
20:32
here we’re going to save and close and
20:34
then we’re going to drive in some
20:37
um
20:37
workflow so we go in
20:40
go to our test tester ideally you’d want
20:42
to create a form to capture these custom
20:44
fields and plug it into the on-site form
20:46
in the mobile and then when you open up
20:48
this estimate they are going to drive in
20:50
there automatically but for time right
20:51
now I’ve got uh symbicro Financial
20:54
meeting here in about two minutes so I
20:57
want to make sure that we’re not missing
20:58
that uh so we’re going to go in and add
21:00
a template
21:02
that template now is going to connect to
21:03
our estimate email estimate document and
21:05
acceptance email
21:06
and Angie where’s your template there we
21:09
go
21:11
all the service equipment and if we had
21:13
a on-site estimate form we would be
21:16
filling out the form and the data would
21:18
come in so let’s say I thought there was
21:19
35 minutes for
21:22
um the spraying per visit and our bed
21:25
pre-emergent is based on square footage
21:28
so let’s say I got a 600 square foot bed
21:32
here
21:33
and our mulch installation I measured
21:36
was 900 square feet
21:38
and we want to go in on the template
21:40
most likely that you could select it on
21:42
the Fly here you would go in and grab
21:43
your hardwood mulch
21:45
and since there’s nine hours here and
21:47
we’re using that production rate that
21:48
would be nine yards of mulch that we’re
21:50
charging 50 bucks or a yard cost us 38
21:53
with a profit margin markup of 24
21:55
percent so we’re going to draft a quote
21:57
on all of these
21:59
um now Angie if you’re quoting in a
22:01
package you may have multiple rounds or
22:03
if you’re doing it separately at least
22:05
in my area I may have eight visits
22:07
or that post-emergent so this would be
22:14
uh
22:15
bad maintenance
22:22
he visits obviously you want to dial
22:25
this all in on the template but I just
22:27
want to add ask or answer her question
22:28
live here uh this next thing you’re
22:30
going to hit save and close I’m going to
22:32
email this to myself so you can kind of
22:33
see what the finished product looks like
22:35
any comments or questions drop them
22:38
uh right to
22:41
us write to us on Facebook here we’re
22:44
happy to answer them just like we did
22:45
Angie’s pre-submitted question actually
22:47
by email uh so if you’re a client of
22:49
simple growth and you have some
22:50
questions around this
22:52
uh let me know and we are just waiting
22:54
for this email to come on the other
22:56
screen and I will pull up
22:58
the actual estimate
23:03
and time wise here we may just
23:06
looks like I did not send it so that
23:08
would be part of the problem
23:10
all right so we’re gonna hit email
23:14
got a pre-templated email and we’re
23:15
going to hit send and with any luck that
23:19
email will be in my inbox and I can show
23:21
you what the live version actually looks
23:23
like of this email little known fact too
23:25
with these um
23:27
estimates here sent through service
23:29
autopilot they’re a live edible docs you
23:31
can do actually changes in it until it’s
23:32
accepted or won so that is actually
23:34
going to be a massive benefit here uh so
23:37
as we’re going in and pulling this over
23:38
from my email that just came over less
23:41
than a minute we’re going to click view
23:43
my proposal and this is the answer to
23:46
Angie’s question so we’ve got our bed
23:50
pre-emergent eight visits or
23:52
post-emergent eight visits we’ve got
23:54
pre-emergent I would suggest building
23:56
this in a package Angie I’ve got remote
23:58
installation is here so uh best practice
24:01
we probably have two columns that’s the
24:03
way we traditionally build that out we
24:04
set these up for folks that estimate
24:06
grid can be a little bit tricky so I’ll
24:08
definitely make a video in upcoming
24:10
videos how to actually manipulate the
24:11
estimate grid to get it to show how you
24:13
want for your maintenance fertilization
24:14
design build they’re probably all
24:16
different grid views that you want to
24:18
put together so appreciate you coming
24:19
out today Callahan’s corner you ask the
24:21
questions we had some live right here on
24:23
Facebook

New Hire Onboarding

Video Transcript

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

Manage Time to Succeed

Video Transcript

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

Callahan’s Corner: Creating Estimate Templates

Video Transcript

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

Callahans Corner: How to estimate and account for liquid…

Video Transcript

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

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