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SA Weekly Talk Show 2nd Edition 5-8-2020

WHY Automations – The Over Night Success Story

Service Autopilot: Scheduling Recurring Jobs In V3

Video Transcript

This video is going to go over how to go out and set scheduling a recurring job. What we’ve got here is a test account in V3 you’ll notice the user interface looks a little bit different if you haven’t seen it yet but the idea is it once we’re on the client screen, now you do need to remember when you go in and add an account not a lead or client we’re gonna add them in as a lead once we win that estimate as a lead we’re gonna convert them into a client which you can see here the lead was converted. Now the next thing we wanna do is go in to the left here and I’m gonna bump the screen out so you can actually see it is you want to go in to the schedule a job area and click on that and the first thing we need to do is go into job type here so we’re gonna go in and put this in a repeat not one time because it’s a recurring job and it also automatically sets this to repeat so we’re going to set the line items that repeat. I’m gonna go in in put lawn-mowing in here as an example so you’ll see if it came in as an estimate it will be blue otherwise it may come in as a rate matrix job calculate off the rate matrix if the custom fields in there for that estimate. Once we have that in here we can add additional line items now under advanced this is probably not something you’re going to be do unless you’re doing chemical tracking or additional data but we have the ability to add a sales person manipulate the date sold the account manager and the source now if it already has a source it will automatically be there for lead source tracking so ideally you’re probably just going to go right to the next button here and which repeating schedule would like to be used on this job so we can go into our master schedules or use the custom schedule so let’s say we want it once a week on Mondays and when will the job start and we can set that start date for the day of the week were on or in the future now in addition just like V2 you can go in and grab those master schedules and let’s say it’s a weekly Monday when will this job start right here do you want to sign the job so we can say yes and we can go in and schedule it to the actual crew and based on the estimated team size based on the crew setup so that automatically loads in now and we’ve kind of got a summary of everything on the right hand side that’s happening . Once again under advance there’s some additional features do we need a call a head this is probably more particular for a home cleaning scenario or fertilization scenario but this is how we would track that it brings in the defaults of the company settings for maximum days per hour and include what days that they can work on we’re gonna hit next. Next step is billing so it’s going to go into the default of the automatic setup here as far as the default billing for the company and once again under advance we have some additional options here if we want to create a work order or a purchase or create a separate invoice outside of the continual daily weekly or monthly billing depending how this is set up under the advanced option so we’re gonna leave that alone swing over to finish and we can go in and review it or review it later so once we hit review this will populate or reoccurring jobs under future visits. That is the proper process to set up a recurring job in version 3 of Service Autopilot

Service Autopilot: Scheduling Waiting List Jobs In V3

Video Transcript

Welcome back, this video is to go over how to set up a waiting list job in Service Autopilots new Version 3. What I’m gonna do is pull out the screen here and go into the details of setting up a waiting list job. If you’re unfamiliar with what a waiting list job is – a waiting list job can be something like spring cleanup where the job needs to be done sometime this month but not today or it can be done as a job that basically has a start and end date but doesn’t have to have a particular date. The idea is we want to be able to go out and schedule for optimization to minimize that drive time minimization that non billable time. In a later video we’re gonna go over a package job and package job is basically a series of waiting list jobs put together in a package so this would be ideal for fertilization with several rounds in different time frames or in landscape maintenance, maybe a bed package where we go out and do bed maintenance post and pre-emergent weed control with some manual weeding for each month but it doesn’t have to be on a particular date it does a time frame. This video is gonna go over waiting list jobs there’s a start and end range in how we schedule that and set that up in the new version 3 Service Autopilot. As I pulled the screen out here I’m going to show you how this is actually done so this is what V3 looks like here on the client screen tand you can also tell it based on the status when it says active up here this is a client if it says lead and a little orange button there you know their a lead and you have to convert your leads into a client before you can actually schedule in this old system or the new system. What you’re gonna do is go over to the left-hand column here to schedule job click on that, that’s going to pull up the first screen in V3. What we’re going to do now is it’s a little bit different instead of setting and clicking waiting list job we go to one time this includes one time or waiting list job so it by definition a waiting list job is a one time job where as a package that has a series of waiting list jobs would be considered a job that repeat. In this example this is we would go into one time because that is our waiting list job so it’s automatically pull one time up here and we’re going to select a service so I’m going to use an example of a spring cleanup if we have one in this account and we’ve got one here so I’m going to click a spring cleanup and I’m gonna put the budgeted hours of say 3 and a quantity of a 150 dollars if we’re recharging 50 dollars per man-hour.

Now once again just like a repeating job or a one-time job we have advanced options so if there’s chemical areas that we’re treating for chemical tracking we can select them this obviously would not be applicable for spring cleanup unless we are doing maybe a pre or post emergent pesticide. Next thing is we can override the dates old account manager and source so we’re gonna go over to the right hand bottom corner here in it next as we go in here do you know when this job will start yes or no so once we go in and we can say no and that’s gonna flip it over so this is a little confusing because this basically would be set for a one time job so you need to toggle over to no and this is the earliest a job can be done and let’s just say it can be done starting today but it can be done to the end of the month that gives us our start and end range. When you’re on the waiting list screen basically if you go without that outside of that range the job will turn to red. Now do you want to assign this job right now yes or no so we can assign it if we know who is going to do it and I’m gonna go in and assign that to my residential crew number one and based on that crew setup it’s gonna tell me how many people guys and girls are on that crew you can override that here and you can see the information on the right continues to populate so under advance we have additional options of a call ahead so if this spring cleanup required a call-a-head maybe to unlock the back gate we could say yes and that will trigger that little icon on the dispatch board and information and once again depending on the company settings it’s going to default maximum hours per day and the number of days now that is under the advanced features. Next step is going over to actually next click that and that’s going to slide us over to billing information so this invoice description can be adjust it how would you like to invoice this job monthly daily weekly or print in advance so maybe we want to override this and do this for a daily invoicing so it’s invoiced assoon as it’s done and under advance we can change work order and purchase order and separate invoices so prevents other jobs from being invoiced with this job and if we were billing monthly and we did this daily job we would probably want to build that out separately and click yes so it’s gonna give you the granularity to set up your billing and create that waiting list job. The final step here is to go in and hit finish that’s going to create the job and we can actually review it now and see it on the actual overlay of the clients screen so this would give you all the information that you need on that waiting list job here for the 150 dollars. That’s how we go out and schedule a waiting list job into the new Service Autopilot V3 hopefully that was helpful and as V3 continues to add more features and functionality simple growth will be here to continue to build these videos to show you step-by-step how to utilize the new user interface and upgrades of the system

SA Weekly Talk Show Preview – Debbie Sardone

Service Autopilot V3 – Master Properties

Callahan’s Corner – Analysis on estimates sent daily

Service Autopilot V3- Lost Estimate Process

Video Transcript

This video is going to go over how to close out a loss estimate in the system, so when you send an estimate in Service Autopilot the client cannot automatically mark off a complete estimate as lost there are some physical steps that need to be taken by you or your office. I’m gonna pop the screen out here and show you how to actually do that so right here is our new V3 screening Service Autopilot so predominantly what you would do is go in the workflow once you have them in here and click add an estimate the estimate screen pops up here and I’ve grabbed a template already pre-built for speed and efficiency here in this video and let’s just say lawn mowing we say have our parent and child service for thirty eight dollars and nine cents for the mowing so if we called the client or quoting it we’d hit draft to quote so this would be a live estimate now. The next step would be if we lost the actual service or the complete estimate, someone in your office should physically come back in and click quote two won and then two lost. Now you can see the estimate here is marked to lost and we want to confirm the stage there is also marked to lost and once it’s lost and lost we would go in and hit save and close now once we’ve done that we’re gonna come back to the main lead screen we know it’s a lead based on this area right here under status when it is a client it says active. Next thing we need to do is under advanced actions here on the left we want to click on that go down and mark as lost once we click that this is going to close out that lead in the system so that will give us a clean database so it clear data of how many people are in our sales pipeline that could convert into a client and how many people basically are a lost lead we can continue to market them nurture them and upsell them and hopefully convert them into a client or lead in the future but for database hygiene we’re recommending you go in and mark it as lost and if you’ve missed it it is on the left hand column here under advanced actions mark as lost cancellation reasons these are under the gear icon and under cancellation reasons we have reasons why people cancel their services or a lost lead cancellation reason and we’re going to say that maybe we were too expensive or maybe they side with our competitor we would hit save and that is going to go in and mark that once again that area here has lost the lead so that is your visual clue as you’re driving in through the system and when we acts out of this here we go to the gear icon we will have that slash through it as well so to see the visual representation of that lost lead or canceled client on the Avatar so that’s how we’d handle a loss estimate in Service Autopilot for someone who isn’t buying any services we want to go under advanced actions on that lead or account screen and close out that lead so we can clean our database and have a clear picture of how many people we have active in our sales pipeline that could convert into an existing client

Service Autopilot V3 – Won Estimate Process

Video Transcript

It would be extremely obvious right out of the gate if we send an estimate to the client and they accept online and click accept that process is one. Now if the person is a lead in the system and they have an estimate but you’ve called and actually physically followed up and answer the phone and got them to accept on the original call or a subsequent follow-up call then that process is going to be a little bit different so this video is gonna be highlighting on that obviously they accept online they’ve been accepted the actual estimate but when they do that we still need to convert that lead into a client. As a quick review here once I open this up I’m going to go over the different visual clues of a lead in a client in new version 3 so right here this area where it is orange where it says lead is our area where this is our visual clue that the person’s a lead and not activists it says active there are clients so under past visits future visits transactions if I click estimates for future visits here it pulls up the historical estimate so I’m gonna click an estimate we’ve already done here on one of the videos and go through the process. Whether we’re creating the estimate on the fly here going through the smart maps or the on-site estimate form we’ve got a quote for lawn mowing of thirty eight dollars and nine cents so if the consumer does not accept the estimate live online we need to go to quote and mark that click it once to one you’ll notice the stage here is always updated once you click that to one we want to scroll down and save and close and then we’re gonna go back to the account screen here and now that we actually have this person has a leave as you can see here we need to go in and convert that lead into a clients whether they accepted online and we just physically accepted that estimate we need to go into advanced actions here on the far left click on that and we’re going to go in and convert that lead once we click on that that’s gonna open up some other dialog in the edit account screen so if you’re using the automated process Simple Growth form intake form that basically takes your service address and automatically populates it into the billing address this step will be a little bit smoother otherwise it’s going to come up with some red areas that need to be filled out in order to make them become a lead so property name I’m just going to put the test information here billing information you click on it on the left here so you can kind of see where it has that little red dot there you want to be able to go in there and see that so I’m just gonna for time to here in the video just copy and paste test in there I’m good there then in voice preferences nothing was set so we’re gonna go in name an invoice test so once we have that we will be able to go in and save it and then this will convert that lead into a client. A quick review is we need to go in on the estimate market as won save it it’s going to change the status from sent to won then we need to go back whether we they accept it online or we win it over the phone we need to go back and go under the advanced options here open this up and if there be the option there convert the lead into a client and now you can see as we go in the account overview the status is active so that’s our visual clue that this person is a client and not a lead anymore so that is the workflow of a one estimate and then converting that lead into a client if they’re already a client and we just need to go physically into that estimate the market is won and save and close

Service Autopilot V3 – Estimate Workflow

Video Transcript

We’ve been having several videos up to this point building all the foundational pieces, now we’re gonna go in and actually enter a lead in go through the estimate process in the quoting of the services and sending out the estimate email as well in the whole entire process. What I’m gonna do is open up the screen here and hop right in so first thing we’re going to be doing hereis going into V3 and when a customer calls the office we’re gonna hit the green plus icon we’re going to add an account now obviously on other videos we’ve looked at this already but as a quick refresher with V3 being relatively new we have the option to add a client and lead we are going to want to add a lead. Now this looks a little different but we put a workflow around do not be tempted to go in and add as a client because we want the ability to convert the lead into a client for reporting and being able to see who’s in our pipeline and be able to nurture people through automations different features so you want to go in and add the lead if you charge sales tax you need to select it and you’re just gonna put in the person first name as you answer the phone now once you have their first name in we’re gonna go in and hit save if you haven’t downloaded yet off the Service Autopilot Marketplace we have a form that we’re gonna have you fill out so we’d hit form and we’re gonna go in and grab the Simple Growth phone intake form now this is available with or without an automation on the marketplace for free and that can be found in the little avtar up top of the person in Simple Growth. We’re gonna go in and hit ok so that name loads in we’re gonna grab their last name and fill in the rest of the information so service address, city, state, cell phone we always want to get a cell phone when in doubt put it in a cell phone number and their contact email obviously would be entering this in but for speed and accuracy I just plugged it in for this video. The next thing is how did you hear about it so this is gonna be in your lead sources let’s say if they heard about it from a 9 around direct mailing asked him at four so now we would fill this out if we’re not doing the estimate live on the phone so I’m just gonna put some examples in here how this would work I’m gonna say lawn mowing special instructions watch out for dog and the gate code is 123 office notes are office note so what this is doing is taking separate tabs at version 2 consolidating it all into one streamlined workflow where you plug it in and you’re ready to go. I really like this new setup SA has alongside with this forum and you get free off the SA marketplace for free. If you download the one with the automation if you click here to create an estimate to do what this does is it automatically creates and asked them it with it to dodo thin 24 hours so need to go on site and do an estimate otherwise if you’re doing it live over the phone we’re gonna just hit submit and next thing we do here so we’ve got that information and this new lead shows up we know there lead because the yellow orange bar here says lead so that we know that that is a lead that’s our visual clue when it becomes a client it becomes active. The next thing we’re gonna do is go up to the house icon here and click on it and this is where we’re going to get property specific measurements so we’re gonna go into the left hand side here where it says edit and click Edit we are going to probably zoom in a little bit and to the bottom left hand corner here let me actually get rid of this logo here so you can see it on the bottom left hand corner where it says property measurements here we want to click on that and that’s going to open the screen up now we’re gonna goin and name the custom field of turf square footage and we’re going to add that calculation we can add subtract or exclude and we’re gonna go in and be able to color code that if we want as well and we’re gonna scroll down and address the property data to turf square footage in my instance that’s where the pricing matrices is built out here and we’re gonna go in and actually measure this property here. What we have done here if we can’t measure online we’ve actually created a V3 on-site estimate form as well that’s going to work in your team app but I will be pulling that up next to show you how it actually works on the desktop as well so we’ve got that area and we’re gonna hit OK and now we’ve saved that true square footage now if there is let’s just say another area maybe a pool in the backyard that we do not want to include we would type that in color code it blue is perfect and we’re going to subtract and the property data it’s going to be subtracting from us once again gonna be turf square footage do you need to associate that to square footage there and it’s yelling at because I have not measured the area yet so I’m going to measure a fictitious pool here and now subtract that pool here out of it and hit OK. Now as you scroll down here you can see that it had the turf square footage of 8,200 square feet and it subtracts the thousand square foot for the pool and it gives us turf square footage of 7582 now that is going to be the measure that we need. Next thing we may want to do is address the coordinate so if that’s dead-on you’re good otherwise you can drag and drop that and we are gonna cancel that but that’s how we address the coordinates and then the last thing is under property data this is where all your custom fields are if you needed it but we’re gonna avoid touching that when we actually save it now another coordinate that’s the latitude longitude you can add a photo here so if you took a screenshot of that you would be able to actually take a property specific picture in there I don’t know if I have any pictures of it actually I do so I’m going to open up my property picture here this was for another test account that we did but now we’ve labeled backflow preventer and the entrance for the gate so that is gonna be viewable in the mobile as well so that’s gonna be found under your coordinates tab and measurements tab is where we measure so once we’re good there go in and save the property and now we’ve measured everything we can measure online. The next step is if we can’t measure it online we want to go to the left-hand column and grab our on-site estimate form and that on-site estimate form is going to be able to give us the information just like we did in version 2 so this on-site estimate form is going to give you the ability to go in and actually use your mobile phone in the team app and pull this up and we can actually go in and grab that so it looks like it hit the wrong button here so I’m going to go into accounts and grab the account that we were working on and jump back in and continue the workflow . So we’ve measured it online we have an audit trail of the phone intake form and then we’re gonna go out and fill an additional form out for the 20. on site estimate demo form that we’ve created so same methodology we were teaching in V2 we’ve now transferred that over with V3 form on the team app or on your desktops the same thing everything fills inturfs square footage now is automatically transferred right in which it didn’t automatically always transferrin on a V2 form so that’s great and then we’re gonna go in and if we were on site maybe we’re gonna mulch job so maybe we want to inch depth and I’ve got a thousand square foot bed we’ve measured it out on site and based on the 6-yard dump truck we are gonna need one trip so it’s gonna cover our labor materials for the malt installation to two inch depth and how many trips and then we’re gonna go into how many small medium and large shrubs so I’m gonna sayI’ve got 15 small 25 medium 3 large and 1 hedgerow in to set to 20 foot 20 foot linear sections for head row with no ladder and zero with a ladder and then any additional notes for the shrub pruning estimates I’m gonna say does not include east lot line headrow so we’ve got all the information we’re grabbing and sucking it in right from the onsite ass in the form just like we did in V2 but now we’ve even perfected in streamline that workflow even more so we’re gonna do is go in and hit submit close that out and then we’re gonna go in and on the left-hand column add an estimate so this is a complete workflow from stem to stern in here so now in version 3 at this point our estimate template grids and everything haven’t changed so it’s the same exact workflow we’re gonna go to templates and we’re gonna go in and select our lead or client template so this person obviously is a lead so we’re gonna grab our lead template and all our services are gonna load and as advertised are seven eight hundred square feet from the new smartmaps have loaded with a price budget of time and cost I’m going to plug the number one in here to cover our drivetime mobilization so we’ve got thirty-eight dollars and nine cents for lawn mowing gonna hit drafted quote and you can see the square footage for the turf and fertilization loaded in all right off the smart maps and now we have our as we scroll down our shrub pruning just like it did in V2 it automatically loads in from our V3 on site estimate form so we’ve got everything that loaded in three large twenty five medium fifteen small our hedgerow and we’re gonna go in and throw our drive time in for that postal code again and mark this to quote and we’re gonna make sure we quoted the mowing so I’ve got mowing and shrub trimming and last one we’re gonna probably be quoting on this one so we’ll scroll down and hit save then we will roll back up same as before we will click email a pre-templated email is going to load we’ve already gone through the previous video how to set up your estimate email your estimate document and acceptance email click about quotelinks in there and we are gonna hit send and what I’m gonna do is hop on my other screen to actually pull up the estimate that our client is going to receive just to show you that everything has literally come through just like it did from V2 now is the same finished product in V3 and my email here and I’ll get it but if you have any comments or questions on the recorded or live version of the video here feel free to put it in but I wanted to really dial in what the new workflow looks like in V3 with Service Autopilot so we’ve got the estimate here that has loaded in my email and I swing that over and now I’m your future consumer I’m gonna go in and click view my proposal and as normally advertise everything loads in and we are gonna have our lawn mowing for 38 bucks with to play the video that plays live right inside it and I’ve got my shrub pruning for 409 the consumer has no idea that we’ve broken it down by small meeting with large shrubs invoice details and as we scroll down here we have the click here to sign we sign electronic with our mouse print our name and accept and that’s the complete workflow for V3 I Forgot to accept one of them but that’s our complete workflow for V3 estimate workflow up to this point after release 2 and as we continue to true after release 3 some things around the estimating process will update and will update these videos right now as of current through the are to release of V3 this would be your new workflow inversion 3 Service Autopilot Estimate. Comments questions drop below happy to answer them but services or Simple Growth as a certified advisor of Service Autopilot We’ll be continuing to update these videos and post them daily as V3 rolls out to be your one source for workflow training and systematic systematizing the new workflow of Service Autopilot For you and your team

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Service Autopilot V3 – Creating Estimate Document & Estimate Grid