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Contract Diversification for Predictable Profits!

Video Transcript

00:07
bachelor of its way i do i can’t install
01:18
a couple of months ago
02:01
янукович
02:07
и взять все из 10
02:25
мой мир
02:32
африканский
02:33
all of this is a spider man in landscape
02:56
in 1 день
03:21
у-у-у-у-у у-у-у-у-у у-у-у-у-у у-у-у-у-у
04:18
макропен и steel мире и запросим прав ли
04:23
ковра фиксиков
04:24
a ghost recon н.а.
04:53
у кого хватило и при этом лорингховен
05:28
скоро явится blive this pack

Leaving Your Business For 8 Weeks & How To Create Accountability

Video Transcript

00:00
back to callahan’s corner where you
00:01
asked the questions we answer them live
00:03
right here on facebook so had a question
00:06
that was submitted on the facebook group
00:07
i can actually pull my phone up here and
00:09
read it um
00:10
but feeling for this gentleman i have
00:12
been there before
00:13
uh but basically to put some context
00:15
this gentleman has left his business for
00:16
eight
00:17
weeks because of some medical uh issues
00:19
and came back to
00:21
a little less than uh pretty much a
00:22
disaster on his hands um
00:24
so definitely not here preaching on a
00:26
pedestal by any means i have been here
00:28
um and it’s part of the reason why you
00:29
can see some of the magazine articles
00:30
behind me in lawn and landscape magazine
00:32
uh where i like to share on callahan’s
00:34
corner in the magazine and snow magazine
00:36
some of the trials and tribulations
00:38
we’ve been through some of some of the
00:39
things we got lucky enough to get right
00:40
and well some of the things
00:42
similar to this gentleman’s question um
00:45
we didn’t get right off the bat so a
00:47
little context
00:48
my lawn care business uh and snowmobile
00:51
business upper northeast
00:52
in uh upstate new york uh 25 years
00:56
obviously from the early years through
00:58
high school through college
00:59
um well up to 19 or 20 crews plowing up
01:03
before
01:04
we exited through acquisition so i
01:07
definitely can speak to this candidly
01:08
but i think that
01:10
this hits home whether you are not
01:12
planning to be out of the
01:13
out of the mix on a day-to-day basis or
01:16
you actually
01:17
uh want to be more of the michael gerber
01:19
work on it uh not in it or you just want
01:21
to leave for
01:22
three four weeks or at least 10 days for
01:24
a vacation and not come back
01:26
to an utter disaster um you know in your
01:29
business so
01:30
what i’m going to do is read this
01:31
question and then i’m going to actually
01:33
flip the screen open and give you some
01:34
ideas on how to actually tackle this or
01:35
at least at least some foundational
01:37
pieces of this so
01:38
tom writes in here i come into work at
01:40
six a.m for the first time in eight
01:42
weeks
01:43
my wife has been coming in for me
01:46
uh due to a surgery so first of all uh
01:49
tom kudos to your wife if you haven’t
01:52
give her a big kiss and say thanks and
01:53
take her out to a really nice dinner
01:55
uh because most people’s spouses would
01:56
not go into their service business
01:58
to have their back for eight weeks so uh
02:00
you’ve done well there for sure
02:02
um but what he finds out is uh i find
02:06
the back side of his deck his v2 ride is
02:09
all
02:09
um effed up and is unusable his skag
02:12
cheetah mower sounds well
02:14
less than the desire well i’m going to
02:16
clean out some of the ab the uh the
02:18
additives here
02:19
um and his bone dry of oil numerous
02:21
pieces of two-stick
02:22
equipment are not running just problems
02:25
at least the end of the season
02:27
is six weeks away um so time i’m feeling
02:30
for you here brother uh we’ve all been
02:32
there
02:33
um and we’ve been through i don’t know
02:34
maybe six or seven people who actually
02:36
ran my business
02:38
um when i actually left and finally
02:40
became an absentee owner but these are
02:42
things that
02:43
uh not only if your wife’s helping you
02:45
but if you are going to leave for a few
02:47
days or a vacation
02:48
or anything like that or you got the
02:50
unexpected and let’s let’s face it guys
02:52
and girls here
02:53
um i enjoyed my time on the truck but
02:55
there was a point at that business that
02:57
i was
02:58
um in a very risky situation
03:01
if i blew out a knee or hurt my back or
03:03
something like that and couldn’t go into
03:05
the shop every day
03:06
that business probably would have
03:08
crumbled or at least seen some of the
03:10
issues that tom’s seeing here
03:12
so what i’m gonna do is pop my screen
03:13
open here
03:15
and show you uh kind of what we’re
03:17
looking at so this is a
03:19
form uh that we used right in my
03:21
business we called it a kpi
03:23
lawn mowing daily job costing report or
03:26
basically it was just
03:27
really it was a touch base of what was
03:28
going on so
03:30
the premise was the company manager
03:32
whoever was bringing these folks in
03:34
was ultimately responsible for the
03:36
things that were set in play
03:39
for the crews so the uh operations
03:42
manager would go in and fill this form
03:44
out
03:44
in their mobile phone the product we use
03:46
with service autopilot but i don’t care
03:48
if you’re using a google form
03:49
pen and paper whatever it is there’s
03:52
some key items that i’d recommend
03:53
uh checking it out so we’ve got the name
03:55
of the person completing the form the
03:57
date
03:57
and the address of the shop which shop
03:59
they’re at uh this came into play
04:01
sometimes with snow removal we had
04:02
pieces of equipment
04:04
scattered across the city and if you’re
04:05
looking into how we did that
04:07
check out lawn and landscape magazine or
04:09
snow magazine we broke that down as well
04:11
um but the next thing is they listed the
04:13
crew the crew leader
04:15
and the crew leaders start and stop time
04:17
from the shop so was the crew leader on
04:19
time was the crew leader
04:21
uh when did they leave so now we got
04:23
some accountability
04:24
who was the crew technician when did
04:26
they start and stop we ran two main
04:27
crews
04:28
on all of our setups fertilizing was one
04:30
person
04:31
so this was a setup particular to us but
04:33
if you have more crew leaders
04:34
you could put that in there highly
04:35
recommend sticking to two-person crew
04:38
three-man crew gets a little wonky
04:39
unless you’re doing very big commercial
04:41
with minimal drive
04:42
time now we’ve got our quality control
04:44
manager if any
04:45
and our quality control manager start
04:47
and stop times if they went out in the
04:48
field and we’re doing training
04:50
or something actually producing
04:52
production
04:54
otherwise the generator lady who’d fill
04:55
this out up here is
04:57
the actual manager they are responsible
05:00
for these things ultimately and it goes
05:02
up that chain of command now the crew is
05:04
going to have their own
05:05
form clocking in and out of all the jobs
05:08
in an area at the end of the day to fill
05:10
out a form
05:11
um if things needed attention but what
05:14
we’re doing is putting the start and
05:16
stop sign at the shop so we know what
05:17
their payroll start to stop for a double
05:19
check
05:20
the budgeted hours for the day so how
05:22
many hours did we give that crew
05:24
to do the work including drive time what
05:26
was their actual so we’re creating
05:28
accountability for that production
05:29
manager whoever’s getting them out
05:31
in the morning at night to have a
05:32
conversation with them
05:34
did you hit your budgeted times with
05:35
quality control and then eventually
05:37
the next morning that would be put up on
05:39
a big dry erase board for accountability
05:41
for everybody
05:42
total sales for the crew so how many
05:44
dollars per
05:45
hour so if we had 10 hours and we had a
05:49
thousand dollars
05:50
of sales for that mowing crew we would
05:52
take the 20 hours and divide that into
05:55
the thousand hours
05:56
or the thousand dollars and have a
05:58
dollar per man hour um
06:00
rate now as we evolved this form got a
06:03
little more complex where we would do
06:04
actual verse budgeted
06:06
uh production man hours or dollar per
06:07
man hour gross uh
06:09
grossing uh oil check for equipment uh
06:12
tom right in his thing said hey
06:13
came back in and the mowers are bone dry
06:16
well tom i can’t tell you until we
06:17
started doing something like this
06:19
there’s different renditions of this i
06:21
can’t say how many engines we blew so we
06:23
went in and then we created an automated
06:25
processor equipment and asset management
06:27
but this is a piece of form that before
06:30
we got to the automated equipment and
06:32
asset management for
06:33
tracking repairs and reoccurring
06:36
maintenance preventative
06:37
um this was something we did on paper
06:39
and then on a form and then we automated
06:40
it
06:42
then um so they’re filling this out for
06:43
each crew end of each
06:45
end of the day overview and completion
06:48
so did we have the gas receipts
06:49
uh done so we didn’t have gas at our
06:52
shop but literally
06:53
30 seconds down the road we had a gas
06:55
station right there so it was easier for
06:56
us to have
06:57
someone come in the beginning of the day
06:58
before everybody got there gas the
07:00
equipment upload the trucks and do a
07:02
spot check on all the equipment based on
07:04
what came out here so are the gas
07:06
receipts attached once again in the
07:08
mobile phone
07:08
take a quick snapshot of it they’re
07:10
attached to the form total gas expense
07:12
per crew route sheets scanned or
07:15
attached so
07:16
um basically at that point in service
07:18
autopilot they’re clocking in and out of
07:20
the mobiles
07:21
but if there was ever a case where we
07:23
had an issue in the office
07:24
we couldn’t get them printed i mean
07:26
couldn’t get them in the mobile
07:27
occasionally we’d have one printed out
07:29
so we would scan that through a mobile
07:30
app and attach it to the form
07:31
so everything was one solid place
07:34
equipment condition of pictures
07:35
confirmed the assigned or loaner
07:37
equipment
07:37
is present and conditioned so we would
07:39
go in and state the two weed whackers
07:42
let’s do blowers maybe a stick edger
07:44
what’s going on are they present and
07:46
take pictures of them so we have a
07:47
walking audit trail of what those look
07:49
like
07:49
um so just like tom said all his
07:51
handheld equipment was destroyed well
07:53
we could figure out where it happened
07:54
and when it happened because we got
07:55
accountability so even if you’re laid up
07:56
in bed
07:57
you could sweep through all this in two
07:58
to three minutes a day and know exactly
08:00
what’s going on
08:01
equipment that needs repair and pictures
08:03
uh so before we automated that process
08:05
we would go in and have them fill out a
08:07
manual tag on the piece of equipment put
08:09
in the area of the shop
08:10
where we hung the broken equipment um
08:13
and they confirm whether the assigned
08:14
equipment or loan equipment
08:16
need a repair and take a picture of it
08:18
and we’d have an electronic versus a
08:20
hard copy on the actual equipment so
08:22
we’ve got a checks and balances so our
08:23
full-time mechanic that came in at night
08:25
would have a basically a work order
08:27
waiting for him and then daily notes
08:29
so include all the employees that were
08:31
late or no show
08:32
enter the details um employ it and fill
08:35
it in on their employee record and
08:36
service autopilot it well
08:38
and then where it says choose files you
08:39
could upload it from a laptop or
08:42
i recommend using a mobile and it’s all
08:44
in one but but tom this is
08:46
the foundational pieces when we had the
08:48
same exact thing that you’re going
08:49
through right now
08:50
to start building so yes there may be
08:52
six weeks left in the season
08:54
but what i’m guessing is um
08:57
you may want to uh you know eventually
08:59
take your wife out to a little vacation
09:01
there
09:01
a nice dinner and not have to worry
09:02
about the phone ringing things being
09:04
chaotic
09:05
so in order for us to work on it and not
09:07
in it like michael gerber or
09:09
potentially become an absentee owner of
09:10
30 days in a pop like i did in my
09:12
business
09:12
um now that was only four weeks
09:14
obviously he’s had eight weeks here
09:16
um these are some of the foundational
09:17
things i recommend building the business
09:19
for accountability
09:20
and then we start building on them but
09:22
we need to have the accountability for
09:24
the crew
09:25
ultimately landing on the crew leader
09:26
and then as you scale your business
09:28
we’ve got a production manager
09:30
business manager that is also
09:32
accountable so we’ve got
09:34
checks and balances that manager is
09:35
checking with the crews
09:37
making them accountable and then the
09:39
manager is reporting it out to the
09:40
business owner and that
09:42
seemed to basically alleviate the issues
09:45
you got going on here now as the
09:46
business scales
09:47
i recommend somebody coming in at the
09:49
end of the day after everybody left or
09:51
before everybody comes in
09:53
loading those trucks checking the oil
09:55
doing an internal check
09:56
and then have the crews do a double
09:58
check on that uh that redundancy is
10:00
gonna save you that three to four
10:01
thousand dollar engine
10:02
with equipment and uh labor on that so
10:05
comments or questions drop below
10:06
callahan’s corner you drop
10:07
the questions here and we answer them
10:09
live right on facebook we’ll see you
10:11
again tomorrow callahan’s corner
10:12
um but tom hang in there man been there
10:14
done that a few times
10:16
um it’s easier than it looks
10:19
uh here you just need to really just
10:21
start it out on pen and paper
10:22
or form and then automate it eventually
10:25
but those are the kind of steps that we
10:26
took
10:27
and building clarity and accountability
10:30
to it
10:30
was the key to success um and obviously
10:33
none of us know
10:34
we’re gonna go down for six to eight
10:35
weeks hurt um these things happen so
10:38
it even if you think this could never
10:40
happen to me it’s not if but when
10:42
so these are this is the time right now
10:44
if you’re thinking about it
10:46
block off an hour or two tonight or over
10:48
the week and start piecing together
10:49
either form online
10:51
or even a hard copy form until you get
10:54
that
10:54
automated and electronic on a mobile so
10:57
comments questions drop below callahan’s
10:59
corner you ask the questions we answer
11:00
them live right on facebook

SA Weekly Talk Show w/ Carla Iniguez

Video Transcript

00:00
you’re listening to the simple growth
00:02
podcast
00:03
the show that helps business owners get
00:05
their life back
00:06
here’s your host mike callahan o’clock
00:09
last night
00:12
hey welcome back to the essay weekly
00:13
talk show had some technical
00:14
difficulties um
00:16
right back again with carla of uh
00:19
landscaping accounting of
00:20
cycle cpa and carla i want to open it up
00:23
really quick
00:24
obviously you’re an expert in the
00:25
industry in
00:27
all things accounting for lawn care and
00:28
landscaping if you’re in a different
00:30
industry such as home cleaning pest
00:31
control
00:32
or anything else along those lines this
00:34
is going to be applicable so don’t
00:36
um you know hop off this facebook live
00:38
because there’s gonna be a lot of
00:39
content applicable to any service
00:41
business
00:42
um that is watching this so carl if
00:44
people haven’t seen you on facebook um
00:46
you’ve been pumping a lot of really good
00:48
valuable content that’s executable for
00:50
specifically long care and landscape but
00:52
any service business i think would apply
00:54
to this so
00:55
if you would mind really quickly i know
00:56
we’re kind of rehashing we just went
00:58
through we got kicked off but
00:59
um give a quick background if people are
01:01
just tuning in of
01:02
how you cut your teeth as a cpa and then
01:05
how you ended up actually transitioning
01:06
into the green industry
01:08
yeah so i um i first started off
01:12
at a small generalist firm and we didn’t
01:15
really
01:15
niche down on any industry and help
01:17
trying to really help
01:19
any industry per se it just so happened
01:21
that we had a lot of clients in the
01:24
green industry
01:25
and so i saw the same recurring um
01:28
issues that they were facing such as
01:30
cash flow
01:32
profitability and just not being aware
01:35
of
01:35
the financial statements and how to
01:38
navigate their financial health so
01:40
i also worked with a large cpa
01:44
firm and we didn’t niche down there
01:46
either
01:47
but once i started forming my own
01:50
business
01:51
i really became passionate in that small
01:55
accounting firm on really helping the
01:57
green industry and so
01:58
it was just a no-brainer once i for my
02:01
own business to kind of
02:02
help um this industry and really
02:05
learning everything that i can
02:07
so i can guide them in the right
02:08
direction
02:11
yeah i really appreciate you joining us
02:12
and i know um 20 years plus almost now
02:14
25 with the lawn care business that i
02:16
own snow removal lawn care in upstate
02:18
new york
02:18
uh there was a lot of things through
02:20
those 25 plus years that we’re looking
02:21
at cash flow charts of accounts
02:24
how do we keep our book keeping up to
02:25
date whether it’s quickbooks online or
02:28
quickbooks desktop and when we’re
02:29
talking to that cpa
02:32
most of the firms that i use pretty much
02:33
all the firms that i used in my business
02:34
were
02:35
the generalists they didn’t understand
02:37
what we went through in a daily basis
02:40
and the cycles of cash flow
02:42
and the different ways that when we
02:43
lived in those trenches how a service
02:45
business should interact with an
02:46
accountant so
02:47
i had to kind of go out and get my own
02:48
education to be able to talk accountant
02:50
talk
02:50
in the service business and say okay you
02:53
know what are we talking about are we
02:54
talking about top line revenue or is
02:55
that gross revenue or what are these
02:57
different things and what are you
02:58
calling it on
02:59
the chart of accounts versus what’s
03:00
actually in my budget so that was really
03:03
interesting thing but i figured out once
03:04
we got the accountant
03:06
the business owner and my financial
03:08
advisor all on the same page talking the
03:10
same language that’s kind of when the
03:11
magic happened
03:12
um but before we really get into that um
03:15
if you’re just starting out or even if
03:16
you have an existing
03:18
business i think one of the most
03:19
important things that you can bring some
03:21
content to
03:21
is entity structure so a lot of people
03:24
are going out and saying well
03:25
should i do be a dba should i be an s
03:28
corp should i be a c corp an llc or if
03:30
i’m just starting out working you know
03:32
out of the back of my garage do i even
03:34
need this or can i just kind of fly
03:35
under the radar so would you mind
03:37
spending a few minutes just breaking
03:39
down
03:39
the different types of entities the pros
03:42
the cons
03:42
and maybe based on whether it’s a sole
03:45
proprietor a partnership maybe a husband
03:47
and wife team
03:48
uh is there certain things that play
03:49
into a better uh
03:51
entity structure for taxes and i’m
03:54
assuming you’re probably gonna hit on
03:55
some liability or
03:56
the ability to shield yourself from some
03:58
liability as well
04:00
yeah i mean with these entity structures
04:03
i mean a lot of the business owners are
04:05
always
04:07
okay with where can i pay less taxes
04:10
legally but also we have to consider
04:14
some non-tax issues sometimes
04:16
um depending on your situation so i
04:19
think
04:20
the one that is so popular is the llc
04:24
and that’s because of all of the
04:26
advantages that it has
04:28
and it’s also very confusing to some
04:32
small business owners and i um totally
04:35
understand
04:36
just because the llc does provide that
04:39
limited liability
04:41
which is awesome so if you get sued by
04:43
anybody
04:44
they can’t go after your personal assets
04:47
they cannot go
04:48
they can go after only your business
04:50
assets which is a huge plus
04:52
but the reason why it’s a little
04:53
confusing is because an
04:56
llc can be taxed as anything
04:59
it can be taxed as a sole proprietorship
05:01
s-corp
05:02
corp and a partnership so that’s what
05:05
makes it confusing and i’ll break that
05:07
down right now
05:08
so under the irs’s eyes if you
05:11
are applying for an s-corp as a single
05:14
member
05:15
you’re automatic automatically going to
05:17
be taxed as a sole proprietorship
05:21
so you’re gonna file your taxes in
05:24
your 1040 your personal tax return under
05:26
your schedule c like you normally would
05:28
but you’re still getting that limited
05:31
liability piece
05:32
which is awesome for someone who’s just
05:35
starting out but still wants that
05:37
coverage
05:38
um i think that is an awesome um way to
05:41
go
05:42
but if you’re starting off with a
05:44
partner um like you said maybe
05:46
a husband and wife the wife’s gonna do
05:48
you know the bookkeeping side or
05:49
like the admin side they’ll
05:52
automatically place you as being taxed
05:54
as a partnership
05:57
so two or more under net llc under the
05:59
default rules under the irs you’re going
06:01
to be taxed as a partnership
06:02
but you can be taxed as a corporation
06:06
or an escort so you can if you’re an
06:09
llc you can be a lack to be taxed as an
06:11
s corporation or now
06:13
um a court so i think one of the major
06:18
advantages
06:18
of applying to be an llc is the
06:22
limited liability piece and also that
06:24
it’s so flexible
06:25
you know if you start adding more
06:28
revenue
06:29
more clients if you start adding more
06:30
employees or want to bring in a partner
06:33
it can go with you as far as taxing um
06:36
structures go so you can elect to be
06:39
taxed as an s corporation along the line
06:41
if that’s what’s going to benefit you
06:44
next up is a partnership like i had
06:47
mentioned that’s two or more owners
06:49
and a partnership is a flow through
06:51
entity and
06:52
a partnership itself does not get taxed
06:54
on
06:55
as an entity um so all the
06:59
uh net profit or losses at the end of
07:01
the year
07:02
flow through to the shareholders and
07:04
then the shareholders
07:06
claim that on their personal side
07:09
but um and then in a corporation
07:14
the corporation itself does get taxed at
07:17
uh 21 so
07:20
i think that once you are a corporation
07:23
you get you’re getting taxed on your now
07:25
operating profit at 21
07:27
but also if you’re um giving out
07:30
distributions to its shareholders you’re
07:32
going to get taxed again
07:33
so you have that double taxation right
07:35
there
07:37
um in a sole proprietorship you don’t
07:40
have
07:40
any um you don’t have limited liability
07:44
so uh you are the business and the
07:47
business is you
07:48
you’re filing it under a schedule c on
07:51
your personal taxes
07:53
but it is low cost to form so if you’re
07:57
starting
07:58
off and you don’t have a lot of money
07:59
it’s only a couple hundred dollars to
08:01
form
08:02
so that’s a big plus um and the
08:05
simplicity of taxes
08:06
you just file your income and expenses
08:08
on a schedule c and you’re done
08:10
it’s very simple um
08:13
but what i see what benefits the
08:16
landscaping
08:16
industry the most and is the
08:19
s-corporation
08:20
and that’s because it does the
08:22
s-corporation gives you a limited
08:24
liability
08:26
and under the s-corporation
08:29
the entity itself is not taxable uh it
08:32
is a flow through entity
08:34
uh the profits flow through the
08:36
shareholders and
08:37
then you um take care of that on your
08:39
personal side
08:41
but also um you save money on
08:43
self-employment taxes
08:45
uh which are 15.3 so a large percentage
08:49
and you save money on taxes that way by
08:52
being an s corporation so i see that
08:54
as uh the most advantageous for uh
08:57
landscaping business owners
09:00
and carl i’m so glad you mentioned that
09:02
so that was one of the questions i was
09:03
going to have
09:04
half of you is the benefit of that
09:05
escort versus self-employment tax it
09:07
almost pays for itself
09:09
especially with the ability of that
09:10
corporate shield so unless you’re
09:12
absolutely negligent and purposely run
09:14
someone over um
09:16
i mean that corporate shield you know in
09:18
itself is great but then
09:19
the these tax savings for that
09:21
self-employment tax
09:22
is a massive benefit so that’s what we
09:24
did in my business the early years
09:25
literally when i was in college
09:27
um filed as an s corp and then bought
09:30
the additional insurance for an
09:31
additional umbrella around that but that
09:33
that’s huge but i’m also glad you
09:34
brought up the llc because that’s also a
09:36
very interesting structure
09:38
um and be completely transparent when we
09:40
started simple growth that actually
09:42
started as an
09:42
llc and the the i i got upset with my
09:46
accountant because the same guy i’ve had
09:48
15 20 years but once again we weren’t
09:49
speaking
09:50
the same language so i mean it was via
09:53
email finally i called up and
09:54
uh got greg and crystal on the phone i
09:56
said guys what are you doing here
09:58
i’m getting uh letters from new york
10:00
state because we wanted to
10:02
re-categorize the business as an s-corp
10:05
right but it didn’t
10:06
kind of like not in normal terms saying
10:08
you could be an llc but file tax-wise as
10:11
an s-corp and still catch the
10:13
the benefits of both of those so very
10:15
interesting when you’re going to talk to
10:17
a professional like
10:18
carla um ask the questions there’s no
10:21
stupid questions around this and a lot
10:22
of times it’s just
10:23
miscommunication of like you know
10:26
we’re talking about whatever we talk
10:28
about industry specifics as
10:30
professionals and the cpa is talking
10:31
their language has
10:32
returned so you got to make sure you’re
10:33
on the same page because greg and i were
10:35
not on the same page and i’ll be honest
10:37
carl i was frustrated
10:38
but really the guy had my back he knew
10:40
what he was doing but i’m ripping my
10:41
hair out over here and going
10:42
man this guy doesn’t know what he’s
10:43
doing this is crazy
10:46
you know he’s telling me one thing but
10:48
i’m getting other letters from new york
10:49
state he goes no we’re
10:50
you know we’re filing as an ass car like
10:52
oh all right
10:53
i looked on google and i’m like oh you
10:54
can do that all right now this is what
10:55
he’s talking about
10:57
so i think i was like i owe this
10:58
gentleman apology
11:00
but after we set up this corporate
11:02
structure here
11:03
the next thing that most uh small medium
11:06
or even large businesses run into
11:08
especially in the lawn care industry
11:10
but even home cleaning as well at pest
11:11
control is cash flow
11:13
and a lot of times we see this with
11:15
seasonality especially our businesses so
11:17
uh i know at least in my business uh
11:19
especially in the up uh the upper
11:21
northeast here where we do lawn care and
11:23
snow removal we even see it in the
11:24
companies
11:25
in south south and southwest is it’s
11:28
somewhat seasonal even if you don’t even
11:30
if you go year round you ramp up in the
11:32
spring it’s a cash outlay for marketing
11:34
advertising equipment repairs
11:36
and you really don’t start seeing
11:38
positive
11:39
cash flow where it’s extra cash flow in
11:41
the bank at least in my market to like
11:42
july or august
11:44
um and there’s a there’s definitely a
11:45
seasonality of that cash flow and then
11:47
if you’re uh blessed or not blessed
11:49
enough depending how you look at it
11:50
to have the crazy white stuff flying out
11:51
of the sky is snow to plow
11:54
by the time you’ve got that bank account
11:55
ramped up again and you’re
11:57
you know you’re pushing some bottom line
11:58
profits you’re dumping an extra 150 200
12:01
000 in pre-bought materials of salt and
12:03
ice melt
12:04
and then it’s just this financial roller
12:07
coaster of cash flow
12:08
um and i just it’s interesting to see
12:11
the perspective of simple growth where
12:13
uh it’s more of a subscription-based
12:15
model it’s a year-round spread out and i
12:17
think you’re probably gonna hit on this
12:18
how you can do this in the launch
12:19
industry
12:19
but to see the comparatives of the
12:21
seven-figure business
12:22
um in a seasonal business versus one
12:25
that’s more
12:26
um i don’t want to say leveled out
12:28
completely there’s a little bit
12:29
seasonality simple right but you
12:31
it’s completely different so if you’re
12:33
not working with this epa that
12:34
understands seasonality and cash flow
12:37
that’s another major advantage of going
12:39
to a vertical
12:40
industry specific cpa so my question for
12:43
you carl is
12:44
how do we go out and look at that cash
12:47
flow from a tax standpoint or just a
12:49
business operation standpoint
12:51
and are there some ways that you
12:52
recommend um to level out those cash
12:55
flows
12:56
uh for the seasonality of the lawn care
12:57
and landscape business
12:59
yeah i mean i think that
13:03
the seasonality of it really affects
13:05
cash flow and
13:06
i think that we all have to go in with
13:09
a plan so as long as we have a plan
13:13
in place and we never have to be on that
13:15
roller coaster
13:16
you know so um starting off with the
13:19
subscription-based model
13:20
um we’re in a subscription-based era
13:24
we’re subscribing to things some boxes i
13:26
don’t know it’s a wine or
13:28
anything of this story we’re subscribing
13:30
on amazon
13:31
right so that that’s the norm that’s a
13:33
new normal i mean
13:35
we’re really getting out there and just
13:37
um subscribing to
13:39
different services why can’t we
13:41
subscribe to
13:42
landscaping lawn care services okay we
13:45
can bring this model
13:47
and into this especially when you’re
13:49
providing
13:50
law maintenance services whether that’s
13:52
maybe six months
13:54
go ahead and get your clients signed up
13:58
on a subscription-based model
14:01
that way you have those predictable cash
14:04
revenue coming
14:05
in and you can plan for that okay i’m
14:08
going to get
14:09
uh eighty dollars from xyz
14:13
person for the next six months and that
14:16
is really what we want to focus on is
14:18
predictability
14:20
and what we’re gonna get in and what’s
14:22
coming out that’s really what um
14:25
cash flow revolves around with and so
14:28
being on a subscription-based model is
14:29
really going to help you with that
14:32
and um so as far as invoicing
14:35
i see a lot of um clients fall behind on
14:39
their invoicing
14:40
as well and that prolongs their
14:42
invoicing cycle and
14:44
their cash flow cycles so when you’re
14:47
performing a job or a big project make
14:49
sure to invoice them
14:51
the same day or even ahead of time
14:54
right or have it you know where
14:57
you’re saying okay it’s 50 down before
15:01
and then
15:02
after we’re we’re going to charge the
15:04
other rest 54
15:05
50 of it so i think just
15:08
staying ahead of that invoicing is
15:10
really going to help cash flow
15:12
in your business um
15:15
as far as crms go such as service
15:18
autopilot or java that’s really going to
15:20
help you
15:22
invoice clients clients are going to
15:23
have a place to come where they have a
15:25
client portal and they’re able to pay
15:27
you
15:28
quickly and easily having that within
15:31
your business and staying organized
15:32
on top of that is really going to have
15:34
help you with cash flow
15:36
and building up that
15:39
savings account okay so during those
15:42
busy months where you’re gonna have a
15:43
lot of cash coming in
15:45
um having that
15:49
you know like that
15:52
savings account there for the slower
15:54
months
15:55
during the winter and being ready for
15:58
the spring
15:59
rush that’s going to not only provide
16:03
you with a peace of mind but
16:04
also allow you to invest in materials
16:06
ahead of time or any
16:08
other equipment that you may need for
16:09
the spring rush that’s coming up
16:12
awesome it’s a lot of good points there
16:14
to break down i’m sure cody you’ve got
16:15
some questions here i’ll let you hop in
16:16
in a sec
16:17
but one thing i want to touch base and i
16:19
think that was really a good point that
16:20
i think
16:21
especially if you’re doing landscaping
16:23
design build um you can hear the
16:24
pounding in the background here we’re
16:25
getting a pretty good-sized landscaping
16:27
job done at the house i’m working here
16:28
uh but the contractor was really smart
16:30
about it um
16:31
he dialed in what exactly was included
16:33
in it in each phase and he required a 50
16:36
deposit and then as each part of that
16:38
phase hit a certain threshold of like 25
16:41
50 75 100
16:43
um there was basically a percentage of
16:45
the remaining 50 percent that you knew
16:47
cash flow-wise so that covered his fixed
16:50
and variable costs and materials
16:52
and basically probably part of his
16:53
profit but he knew predictably when that
16:55
cash flow was going to happen so i think
16:56
that
16:57
you know living that on a consumer end
16:59
it was nice to see it laid out in full
17:01
transparency but also being on the
17:02
business end seeing that
17:04
that’s going to keep the wheels greased
17:05
and going um the other question i had
17:07
for not to put you on the spot but it’s
17:09
very interesting that
17:10
um a lot of times so like in the
17:14
northeast like a lot of people are
17:16
nervous of doing a subscription because
17:19
they’re going to try to annualize
17:20
a 12-month contract for work they’re
17:22
doing from april to october
17:26
so is there anything that you’d
17:27
recommend as a professional at least
17:29
contractually or
17:30
in some way what happens when the
17:32
consumer’s paying that installment from
17:34
april through october
17:36
and they’re like yeah we’re done we’re
17:38
firing you but you still haven’t caught
17:40
the last four months of that
17:41
installment for the work that’s already
17:43
been previously due do you front load
17:44
the installment for the season start
17:46
or do you just say it’s your installment
17:47
while we’re working um because i know
17:49
that’s usually a big question in the
17:50
services survey we like the idea of
17:52
installments but how do we protect
17:53
ourselves
17:54
yeah so that that is a major question
17:57
because once we come to the winter
18:00
months then the clients like oh well
18:02
you’re not really
18:03
providing like the services that you
18:05
were providing before so
18:07
it could be broken down um during those
18:10
six months only so just breaking them
18:13
down
18:14
during the months that you’re actually
18:16
performing um
18:17
the work um and then keeping it within
18:20
that realm
18:21
so that the client doesn’t feel like
18:23
okay they’re paying like
18:25
12 months but okay what’s happening
18:27
during the winter months and they don’t
18:29
feel that
18:31
okay what are you guys performing you
18:34
know
18:35
and i love it but at least in that six
18:37
or eight months it’s consistent
18:38
predictable cash flow especially if you
18:40
have a drought
18:41
a lot of times people will be like well
18:43
just skip the lawn mowing for the next
18:44
three weeks
18:45
and then you’ve lost a whole month’s
18:46
worth of revenue once it’s gone it’s
18:48
gone
18:48
right if you subscriptionized i don’t
18:50
know if that’s really a word but we’re
18:51
going to throw that in there’s
18:52
subscription
18:55
you’ve at least created predictable cash
18:56
flow for those months no matter what the
18:58
inclement
18:59
uh issues going out with the weather
19:01
it’s you know it’s not as bad as being a
19:02
farmer but let’s face it
19:03
there’s been years where we’ve had
19:05
tremendous drought and
19:06
um in our business we actually somewhat
19:09
of a scription ideas we
19:10
we charged 50 if people skipped it so
19:13
that caused covered our fixed and part
19:14
of our variable cost
19:15
um just keep that spot on the schedule
19:17
so there’s some interesting ways of
19:19
doing that i’m glad you brought that up
19:20
because very
19:21
very insightful how do you keep that
19:23
cash flow going um
19:25
in that seasonal business cody i’ve been
19:27
doing a lot of talking here so you any
19:28
questions for carlo if i was
19:30
up to this point so my
19:33
my biggest concern in moving to a
19:35
subscription model is exactly what
19:37
you’re already hitting on
19:39
which is like once i’ve done the work
19:41
for you
19:42
how do i keep you on are you seeing any
19:45
of your clients
19:46
that are like plugging in interesting
19:48
services
19:49
into the fall and winter to keep
19:51
themselves in front of their clients
19:53
yeah yeah for sure we want to i mean
19:56
we’re gonna have that cushion that we
19:59
talked about that savings account for
20:01
those slow months but that doesn’t mean
20:04
okay forget about revenue right
20:06
so we want to provide some leaf cleaning
20:09
in the
20:10
in the fall we want to provide maybe
20:12
some holiday lighting
20:14
you know um some snow plowing services
20:19
so we do try to bring some other revenue
20:22
streams
20:23
introduce something else so we can keep
20:25
that revenue
20:26
flowing through those winter slash fall
20:29
months
20:30
for sure yep so then how does this
20:33
impact
20:34
your initial selling season because it’s
20:36
kind of
20:37
like for some of these companies this is
20:39
turning into like we’re a
20:40
full-service outdoor home maintenance
20:44
sort of company are so how is that
20:47
impacting
20:48
marketing in the spring how is that
20:51
impacting marketing in the spring
20:53
so i would say that maybe in the spring
20:56
we want to focus
20:57
more in on like the regular
21:01
maintenance and installation services
21:03
rather
21:04
than um the ongoing
21:07
uh scheduled services so
21:10
the things that they’re already used to
21:12
you know getting
21:15
if that makes any sense you completely
21:17
obviously want to put you on the spot
21:18
but being the expert i had
21:20
faith faith you definitely would give us
21:21
the right answer and you know
21:23
drop some knowledge and obviously you
21:24
are so really appreciated to be candid
21:25
about that
21:26
um but now we’re kind of looking at it
21:28
at the big picture carl i’ve got this
21:29
entity i’ve
21:30
broken down now i’ve got some
21:31
predictable cash flow through
21:32
subscriptions and trying to offer
21:33
additional
21:34
ancillary services to raise that client
21:36
lifetime value in the lower season
21:38
yeah um but now i’m talking about cash
21:40
flow
21:41
how am i looking at my my revenue my
21:44
chart of accounts and my expense
21:46
so is there um certain naming
21:48
conventions or maybe
21:49
different uh numbers in the front of
21:51
each account just certain chart accounts
21:53
we should be looking at far as expenses
21:55
income long term liability far as loans
21:58
and things like that for equipment
22:00
investment
22:02
what does that look like when we’re just
22:03
starting out over really refining that
22:05
in our business so maybe we’re in 2020
22:06
right now but
22:07
as we go into 2021 we may want to kind
22:10
of streamline and optimize some things
22:13
um in those chart of accounts and i
22:15
don’t know if it’s applicable
22:17
uh for this talk but maybe you want to
22:18
hit on if you’re using quickbooks
22:20
classes
22:20
based on the ability to separate those
22:22
things out yeah
22:24
and so a lot of our clients all of our
22:27
clients use quickbooks online and i
22:29
think
22:29
you know what whichever accounting
22:31
software you’re gonna have a chart of
22:32
accounts and
22:33
in this industry it’s so important to be
22:36
on top of it and organize within your
22:39
chart of accounts because
22:41
i see a lot of clients that i receive
22:44
you know
22:45
they have chart of accounts but you know
22:47
their assets
22:49
are are not in place they’re being
22:51
treated
22:52
as an expense um so
22:55
if they purchase you know trailers or
22:59
sprayers you know for the people that do
23:01
pesticide um
23:03
you know they’re they’re getting treated
23:04
as expenses but they’re really not
23:06
expenses
23:07
their their assets and um
23:10
that’s what value that we bring in in
23:13
being specialized in this industry is
23:15
that we know not to just throw it in
23:17
the expense account we know that this is
23:19
equipment that people are using
23:21
every single day and that’s going to
23:23
benefit the business
23:25
throughout its lifetime and having
23:28
a organized chart of accounts in place
23:30
is really going to help you get that
23:33
correct and accurate financial picture
23:36
geared toward this
23:37
green industry so like i said i talked
23:40
about fixed assets a little bit um
23:42
having those assets on your chart
23:45
accounts
23:45
um recorded correctly such as trucks
23:48
trailers
23:49
sprayers whatever other equipment that
23:51
you may be using
23:53
um cost of services so anything
23:57
you know we hear it in product um
24:00
services all the time cost of goods sold
24:01
right
24:03
we’re selling a service cost of service
24:05
so anything
24:06
that is directly related to um
24:10
giving that client um that service
24:13
should be in cost of services so any
24:15
materials
24:18
fuel machine gas or gas that you’re
24:20
using to get to the
24:21
client should be in cost of services
24:25
any contractors or employees that you’re
24:28
using should be in
24:29
cost of services other operating
24:32
expenses such as
24:33
advertising office expenses um your
24:36
admin
24:37
uh people people um those things should
24:41
be separate that should be in operating
24:43
costs
24:43
and having that broken down is really
24:46
going to give you a clear picture
24:48
at the end of the day in your financial
24:50
statements for example
24:52
having your your revenue broken out so
24:55
are you providing weed control services
24:57
how much are you getting from that
25:00
are you providing lawn maintenance
25:01
service how much are you getting from
25:03
that so having those different line
25:05
items
25:06
in your profit and loss is really going
25:07
to give you a clear picture
25:10
of okay maybe i should focus in on this
25:12
installation services because
25:14
i’m making a lot of money i have a lot
25:15
of clients in this realm so should i
25:17
invest more advertising into doing this
25:20
or
25:20
we control i’m really good at this
25:22
should i advertise in doing that
25:24
so i think that having your
25:28
chart of accounts set up the correct way
25:30
is going to
25:31
going to give you that picture as far as
25:33
making the important business decisions
25:35
uh moving forward
25:41
i gotta unmute myself here i got the uh
25:42
i hear the saws in the background but
25:44
anyways
25:45
carlos i’m thinking you’re painting this
25:47
beautiful picture of to me almost looks
25:49
like a profit loss i’ve got my gross
25:50
profit i’ve got my net profit i’m
25:52
breaking it down per service
25:54
um and then i’m also figuring out my my
25:56
depreciation on my equipment
25:58
um over that five year or whatever that
26:00
span is or maybe you’re accelerating
26:02
that depreciation um obviously
26:04
you want to talk to your accountant what
26:05
the best uh you know move is and
26:08
one thing my account earlier told me
26:09
like you know you can accelerate that
26:11
but eventually at some point you’re
26:12
gonna have to pay that back i didn’t
26:13
quite
26:14
understand it till we actually end up
26:15
selling the business and lo and behold
26:17
there’s some implications of when you
26:18
actually accelerate and don’t accelerate
26:20
that depreciation uh so once again
26:22
he knew what he was talking about he
26:23
just wasn’t talking mike language at
26:25
that in the early years so
26:28
you know bring it down just a simple man
26:30
that mows lawns but i need to know what
26:31
that implication is
26:32
um but and a little off the topic but as
26:35
you’re
26:36
painting this beautiful picture of chart
26:37
of accounts here and i’m just loving it
26:39
i can envision this
26:40
now are you recommending or do some of
26:42
your clients i guess you know
26:44
if you recommend or not um do you use a
26:47
budgeting feature in quickbooks online
26:50
uh based on that so you have your actual
26:53
verse your budget
26:54
in there with the uh forecasting reports
26:56
or is that something you use in a
26:57
separate software
26:58
what are your thoughts about using
26:59
budgeting in quickbooks online or even
27:01
desktop for that matter
27:02
desktop’s a little more robust but at
27:04
the end of the day it kind of
27:06
it paints the same picture and i feel
27:08
like most service businesses that we
27:09
deal with
27:11
their first problem is and this is
27:12
probably something you don’t hit on
27:13
carla but they don’t know their costs
27:15
to operate so what their cost is their
27:18
true break even before they make a net
27:19
profit so are
27:20
our totally loaded cost breakeven per
27:23
man hour
27:24
and then obviously they usually figure
27:26
it out themselves or go to a consultant
27:27
that does financial consulting they
27:28
figure out
27:29
i need to charge x amount of dollars per
27:31
an hour and this is what it’s costing us
27:34
so maybe you do that but where does that
27:36
come from that kind of that data
27:38
and then the budget and then your
27:39
account how does that all
27:41
in your opinion come together and it may
27:43
not even something you do but i was just
27:44
curious if you had some insights on how
27:45
does all those three knowledge
27:47
kind of balance out yeah i understand so
27:50
i think that as far as budgeting goes
27:54
i’m not huge on budgeting and i’ll tell
27:57
you why
27:58
um budget is something that you set up
28:01
at the beginning of the year and you say
28:04
you know this is what we’re expecting
28:06
this is the expenses we’re expecting and
28:09
here you go and it’s something that
28:11
you compare like you said this is what
28:13
we have now this is what we were
28:15
expecting
28:16
okay that’s great i don’t really like
28:19
um budgeting because it’s so
28:21
retrospective you’re looking at the past
28:23
all the time and you’re saying oh okay
28:26
that was great we didn’t hit that or we
28:29
did hit that
28:30
um but i focus on
28:33
cash flow forecasting so we’re always
28:37
looking ahead we’re not looking at the
28:39
rear
28:40
mirror all the time as for budgeting
28:43
we’re always looking behind we’re always
28:45
saying oh this is what we expected this
28:47
is what we did
28:48
but what forecasting does is this is
28:51
what we’re going to do
28:52
this is what our number should look like
28:55
and
28:56
this is how we’re going to plan for it
28:57
so do we want to hire
28:59
that extra uh field employee do we want
29:02
to hire that extra sales person
29:04
does that make sense what kind of
29:06
revenue are we looking at how much
29:08
are we going to advertise what can we
29:10
get back from that
29:11
so that’s why i look for forecasting
29:15
more than budgeting as far as
29:17
forecasting and quickbooks online
29:20
i use a different software for
29:22
forecasting cash flow forecasting
29:25
um but they integrate with quickbooks
29:27
online and it just makes it easier to
29:29
compare and contrast like use that
29:31
um it makes complete sense i was just
29:34
curious kind of where that
29:35
and i thought they’d probably be outside
29:36
of the scope but yeah most accountants
29:38
don’t do that but
29:39
i love the fact that you’re forecasting
29:41
ahead i’m assuming that’s going to tie
29:42
into your projected quarterlies
29:44
um and cody’s probably heard this story
29:46
but i’ll tell you i’ll never forget the
29:47
story of driving down the highway
29:49
uh when the lawn care business was was a
29:51
pretty good-sized business and uh greg
29:53
the accountant
29:54
uh you know god bless him again hey mike
29:56
what are you doing i’m driving down you
29:58
know 390 the highway
29:59
where about sorry you goes oh there’s a
30:00
restaurant next exit trada
30:03
you might pulling off over the parking i
30:04
thought we were maybe having an
30:05
afternoon cocktail at the end of the day
30:07
on friday to review the taxes all right
30:08
that’s great let’s go
30:09
some of the parking lot you want me to
30:10
come in and meet you goes uh no i’m at
30:12
the office
30:13
what do you want he goes well are you
30:15
parked in the parking lot yeah
30:16
he goes well you owe about 45 000 of
30:19
taxes this quarter
30:21
in two days now we obviously did it but
30:23
obviously that
30:24
that projection of cash flow would have
30:26
been pretty instrumental so
30:28
our conversations changed significantly
30:30
at that point and i agree with you 100
30:32
that cash flow projection and
30:34
forecasting is is essential
30:37
yeah because i mean there are
30:40
less surprises like you said you know
30:43
you got that big surprise
30:45
um but i i i think of it as a
30:48
you know you’re you’re planning a trip
30:50
with your family you know you’re
30:52
you’re driving out um and
30:55
you’re you’re you map it out you know
30:58
when
30:59
where you’re going from a to b but
31:01
there’s always things
31:02
uh you know you might have a newborn you
31:04
pull out to the side you have to stop
31:07
now you have to call the hotel i’m gonna
31:09
be late
31:10
oh no the wife always needs to go to the
31:12
bathroom a hundred times so you’re gonna
31:14
make those stops
31:15
okay life is not predictable you might
31:18
have told the hotel
31:19
you know we’ll arrive at five but really
31:21
it’s eight o’clock
31:23
so that’s how i like to describe it life
31:26
is not predictable i mean look at what
31:28
happened with uh coronavirus
31:31
so that forecasting is really gonna help
31:34
you
31:34
because you can change it it’s dynamic
31:37
it moves with you
31:39
um and that in turn gives you
31:42
less surprises when it comes to
31:44
quarterly taxes
31:46
and what we can expect um in the future
31:49
so
31:50
awesome so i know your time is obvious
31:51
very compressed schedule i appreciate
31:53
you spending time with us but
31:54
one more thing i want to hit on before
31:55
we let you go um you’ve been awesome
31:57
just dropping some really candid
31:59
knowledge and actual knowledge too as
32:01
well um but bookkeeping so now we’ve got
32:04
all this set up we figured out our
32:05
entity we figured out our cash flow
32:06
we’ve got the chart of accounts
32:07
we’re forecasting out where we need to
32:09
be and it’s a fine-tuned machine
32:12
but you know i’m still out in the field
32:14
right now or my team’s out in the field
32:16
i’m too busy managing him
32:17
how do i keep up with my my bookkeeping
32:20
so i’m assuming
32:21
this is only good if your books are up
32:24
to date
32:24
um and i know that’s one thing in the
32:26
early years of callahan’s lawn care
32:28
uh we were a little negligent we you
32:30
know we’d wait to the end of the month
32:32
or
32:32
two months to totally reconcile
32:34
everything now it’s simple growth
32:36
i’m literally paying my internal
32:38
bookkeeper to update everything weekly
32:40
so i know within five to seven
32:42
days literally to the penny where we’re
32:44
at
32:45
and the ability to see where we’re at
32:48
and where we’re going
32:49
um and that’s going to reflect that cash
32:51
flow and the chart of accounts and
32:52
everything else you’ve talked about it
32:53
kind of
32:54
without that it kind of all falls apart
32:57
so
32:57
yeah would you mind just dropping some
32:59
knowledge or just some ideas about
33:01
bookkeeping how to keep it up to date
33:02
how to stay consistent and what’s what’s
33:04
a good frequency so
33:06
obviously it’s simple growth like every
33:08
week may not be applicable for a lawn
33:09
care landscaping company
33:10
it probably isn’t um you know obviously
33:12
owning one for a long time but what
33:14
would you recommend is
33:16
current enough but not too crazy that
33:17
it’s going to cost you too much money or
33:19
drive you crazy yeah i think that
33:23
you know falling behind on your
33:24
bookkeeping is such an easy thing to do
33:27
especially if you’re out on the field
33:29
and you have so much work
33:30
um there and it can it can fall behind
33:33
but
33:34
it’s just so costly when it falls behind
33:36
not only on tax purposes but
33:38
then when you go and hire a bookkeeper
33:41
and then they have to do all that
33:42
cleanup work it just becomes
33:44
one lump sump of just bills
33:48
so i think that exactly when you
33:52
first start out and you’re doing your
33:54
bookkeeping on your own
33:56
i think that maybe you don’t need it up
33:58
to date every week
33:59
or every month but you would like to
34:02
have it up to date enough where
34:04
okay um i know exactly where i stand so
34:07
maybe every three months or six months
34:09
maybe that’s applicable to you but
34:11
it really depends on where you are in
34:14
that process
34:15
so um we normally recommend you know
34:19
every week or every month
34:21
you know to have it up to date so
34:24
there are so i have a lot of you know
34:27
clients that come in and their
34:28
bookkeeping
34:29
is um not up to date and
34:33
um just to give you a little bit of
34:35
background i have one client
34:37
uh she came in her bookkeeping was not
34:40
up to date
34:40
um you know more than a year and
34:44
she had lost out on a lot of tax savings
34:48
and it is just so detrimental to the
34:52
business because
34:54
it obscures the big picture so it
34:56
obscures your financial statements you
34:58
don’t know where you stand
35:00
you lose out on important tax deductions
35:02
for example
35:03
payroll and paying out your you know
35:05
10.99 and
35:07
if you don’t do that you’re losing out
35:10
on those expenses
35:11
um so when i took over
35:14
and i got her on track okay this is the
35:17
tax deductions we should be
35:19
um you know reaching and we should be
35:22
paying out the 1099s and you should be
35:23
on an ira
35:24
and different things like that then
35:28
yes there’s a cost to obtaining a
35:31
professional to do it
35:32
but the benefit outweighs the cost
35:36
um and being behind on it like i said
35:39
you don’t know if you can afford x y and
35:42
z because you don’t know what your
35:43
financial statements look like you don’t
35:45
know where you’re stand
35:46
and that is one of the major concerns
35:48
that my clients come with
35:50
um and so getting them up to date and
35:53
having
35:53
their financial picture in place
35:57
tying in with that cash flow trying in
35:58
with our chart of accounts we’re good to
36:00
go we know exactly where we stand
36:02
we can make those important business
36:04
decisions moving forward
36:10
awesome great advice and i guess one of
36:11
the things too is i’ll just bring up is
36:13
a lot of times when we’re working with
36:14
businesses by no means do we do
36:16
financial consulting but
36:18
for some reason it always gets back to
36:19
the financials um
36:21
especially if you’re just starting out
36:22
off-road sales tax credit
36:24
is is a big one a lot of people don’t
36:26
have that buttoned up
36:28
so on on-road and off-road fuel tracking
36:30
that i mean and you can go back i think
36:32
you’d correct me right you go back about
36:33
three years and re-uh redo your taxes
36:36
and
36:36
refile for those um but i mean we’ve
36:40
we’ve literally found eight to ten
36:42
thousand dollars of literally
36:43
tax credits back um for clients
36:46
literally we’re going into some overhead
36:48
recovery numbers and they’re like well
36:49
you know hey it looks like everything’s
36:52
lumped in this one some like do you guys
36:54
file that credit well no we didn’t know
36:55
it existed and they’re like oh well
36:57
wow we we’ve got a lot of extra money to
36:59
actually pay you to help us do some
37:00
other stuff now because we had no idea
37:02
it was there so
37:03
to carl’s point yes it may look a little
37:05
more expensive but if even if you’re a
37:07
smaller business
37:08
you may be you know stepping over
37:10
dollars to save pennies like it
37:11
is probably beneficial to hire a
37:13
professional like carla
37:14
over at cycle cpa um on facebook she’s
37:17
under the
37:18
landscaping accounting facebook page but
37:21
i mean
37:21
to bring an expert in and just demystify
37:23
some of that stuff is really a benefit
37:25
to your business and it allows you to
37:27
concentrate on what you do good
37:28
maybe it’s sales maybe it’s marketing
37:30
maybe it’s being out in the field doing
37:31
the work
37:32
but a lot of expert in my opinion do
37:34
what they do and drive that business
37:36
success
37:37
uh exponentially and i just can’t thank
37:40
you enough coming on carla just uh
37:42
a lot of knowledge really appreciate it
37:44
um cody any closing thoughts questions
37:46
before we uh
37:47
wrap it up here yeah i want to grab uh
37:50
dave voina’s question from the
37:53
comments here carla earlier you were
37:55
talking about a tool that you use for
37:57
forecasting
37:58
that integrates into qbo
38:01
do you know the name of that offhand
38:04
yeah
38:04
give me one second
38:09
there are a couple you’re as bad as me
38:11
i’ve got them all in there but i have no
38:12
idea what name they are just
38:17
so there’s the uh float app there are a
38:20
couple of them
38:21
um the float app is um integrates with
38:24
qbo and i think that that’s a good
38:25
resource
38:26
as well so cool awesome
38:30
yeah uh so carl if people are interested
38:32
in your expertise around accounting
38:34
especially in the green industry and
38:35
landscaping
38:36
how do they reach out to cycle cpa or
38:38
how do they find
38:39
um the landscaping accountant on
38:41
facebook i know you’ve got a great group
38:43
there where you answer questions as well
38:44
as they come up throughout the year
38:46
so uh if somebody’s interested in
38:48
finding a service how do they actually
38:49
reach out and
38:50
contact you i think the most easiest way
38:53
to reach out is
38:54
through facebook on the group it’s
38:57
called
38:58
landscaping accounting or you can reach
39:01
me through email
39:02
at carla p at cyclecpa.com
39:06
awesome carla can’t thank you enough
39:08
essay weekly talk show coming back with
39:10
another heavy hitter
39:11
next week um going to be jeremy atkinson
39:15
and he
39:15
is um basically over at contracting pro
39:19
he was
39:20
a service autopilot user him uh and his
39:23
brother tripp
39:24
grew and scale uh probably just under
39:26
just over a seven figure lawn care and
39:28
landscaping business
39:29
and actually sold it and then got into
39:31
general contracting so jeremy and
39:33
potentially trip are gonna be joining us
39:36
in dropping some knowledge how they
39:37
utilize service auto pilot
39:39
automations and built a business to sell
39:42
and i have a feeling carla he’s going to
39:43
be talking about a chart of accounts
39:45
and a solid foundational uh financial
39:48
plan where they
39:48
exited the industry and then got into
39:51
uh some larger contracting so always fun
39:55
to see uh you know friends of the sa
39:57
family coming back and dropping some
39:58
knowledge and checking in on them so
40:00
gonna be hanging out with jeremy
40:01
atkinson potentially his brother tripp
40:03
um dropping some knowledge on the sa
40:05
weekly talk show next friday 1 p.m
40:07
eastern 12 p.m central
40:08
myself cody owen and uh jeremy and
40:11
potentially tripp atkinson so carla once
40:13
again
40:14
thank you so much make sure you guys
40:15
check out cycle cpa
40:17
landscaping count on facebook or hit her
40:19
up on her email
40:21
um if you have some questions around
40:22
accounting closing up q4 here
40:24
thanks again guys having me
40:27
if you like this show you might want to
40:29
check out our resources at
40:33
www.startsimplegrowth.com
40:34
while you’re there enter to win an
40:36
estimator chat bot
40:38
mike callahan is available for private
40:40
coaching

SA Weekly Talk Show: Carla Iniguez of the Landscaping Accountant

Video Transcript

00:00
o’clock last night
00:03
hey welcome back to the essay weekly
00:04
talk show had some technical
00:05
difficulties
00:06
um right back again with carla of
00:09
uh landscaping accounting of cycle cpa
00:12
and uh carla
00:13
want to open it up really quick
00:15
obviously you’re an expert in the
00:16
industry
00:18
in all things accounting for lawn care
00:20
and landscaping if you’re in a different
00:21
industry such as home cleaning pest
00:23
control
00:24
or anything else along those lines this
00:25
is going to be applicable so don’t
00:27
you know hop off this facebook live
00:30
because there’s gonna be a lot of
00:30
content applicable to any service
00:32
business
00:33
um that is watching this so carl if
00:35
people haven’t seen me on facebook um
00:37
you’ve been pumping a lot of really good
00:40
valuable content that’s executable for
00:42
specifically long care and landscape but
00:43
any service business i think would apply
00:45
to this so
00:46
if you wouldn’t mind really quickly i
00:47
know we’re kind of rehashing we just
00:49
went through we got kicked off but
00:50
um give a quick background if people are
00:52
just tuning in of
00:54
how you cut your teeth as a cpa and then
00:56
how you ended up actually transitioning
00:58
into the green industry
00:59
yeah so i um i first started off at a
01:03
small
01:03
generalist firm and we didn’t really
01:06
niche down on any industry and help
01:08
trying to really help
01:10
any industry per se it just so happened
01:13
that we had a lot of clients in the
01:15
green industry
01:16
and so i saw the same recurring um
01:19
issues that they were facing such as
01:21
cash flow
01:23
um profitability um and just not being
01:26
aware of
01:26
the financial statements and how to
01:29
navigate their financial health so
01:32
also worked with a large cpa
01:35
firm and we didn’t niche down there
01:37
either
01:38
but once i started um forming my own
01:41
business
01:42
i really became passionate in that small
01:46
accounting firm on really helping the
01:48
green industry and so
01:50
it was just a no-brainer once i form my
01:52
own business to kind of
01:53
help um this industry and really
01:56
learning everything that i can
01:58
so i can guide them in the right
02:00
direction
02:02
yeah i really appreciate you joining us
02:03
and i know um 20 years plus almost now
02:06
25 with the lawn care business that i
02:07
own snow removal lawn care in upstate
02:09
new york
02:09
uh there was a lot of things through
02:11
those 25 plus years that we’re looking
02:13
at cash flow charts of accounts
02:15
how do we keep our book keeping up to
02:16
date whether it’s quickbooks online or
02:19
quickbooks desktop and when we’re
02:21
talking to that cpa
02:22
um most of the firms that i use pretty
02:24
much all the firms that i used in my
02:25
business were
02:26
the generalists they didn’t understand
02:29
what we went through in a daily basis
02:31
and the cycles of cash flow
02:33
and the different ways that when we
02:34
lived in those trenches how a service
02:36
business should interact with an
02:37
accountant so
02:38
i had to kind of go out and get my own
02:39
education to be able to talk accountant
02:41
talk
02:42
in the service business and say okay you
02:44
know what are we talking about are we
02:45
talking about top line revenue or is
02:46
that gross revenue or what are these
02:48
different things and what are you
02:49
calling it on
02:50
the chart of accounts versus what’s
02:51
actually in my budget so that was really
02:53
uh an interesting thing but i figured
02:55
out once we got the
02:56
accountant the business owner and my
02:59
financial advisor all on the same page
03:00
talking the same language that’s kind of
03:02
when the magic happened um but before we
03:04
really get into that
03:05
um if you’re just starting out or even
03:07
if you have an existing
03:09
business i think one of the most
03:10
important things that you can bring some
03:12
content to
03:12
is entity structure so a lot of people
03:15
are going out and saying well
03:17
should i do be a dba should i be an s
03:19
corp should i be a c corp an llc or if
03:21
i’m just starting out working
03:23
you know out of the back of my garage do
03:25
i even need this or can i just kind of
03:26
fly
03:26
under the radar so would you mind
03:28
spending a few minutes just breaking
03:30
down
03:31
the different types of entities the pros
03:33
the cons
03:34
and maybe based on whether it’s a sole
03:36
proprietor a partnership maybe a husband
03:38
and wife team
03:39
uh is there certain things that play
03:40
into a better uh
03:42
entity structure for taxes and i’m
03:45
assuming you’re probably gonna hit on
03:46
some liability or
03:48
the ability to shield yourself from some
03:49
liability as well
03:51
yeah i mean with these entity structures
03:54
i mean
03:54
a lot of the business owners are always
03:58
okay with where can i pay less taxes
04:01
legally but also we have to consider
04:05
some non-tax issues sometimes
04:07
um depending on your situation so i
04:10
think
04:11
the one that is so popular is the llc
04:15
and that’s because of all of the
04:17
advantages that it has
04:19
and it’s also very confusing to some
04:23
small business owners and i um totally
04:26
understand
04:27
just because the llc does provide that
04:30
limited liability
04:32
which is awesome so if you get sued by
04:35
anybody
04:35
they can’t go after your personal assets
04:38
they cannot go
04:39
they can go after only your business
04:41
assets which is a huge plus
04:43
but the reason why it’s a little
04:45
confusing is because
04:47
an llc can be taxed as anything
04:50
it can be taxed as a sole proprietorship
04:52
as corp
04:53
corp and a partnership so that’s what
04:57
makes it confusing and i’ll break that
04:58
down right now
04:59
so under the irs’s eyes if you
05:02
are applying for an s-corp as a single
05:05
member
05:06
you’re automatic automatically going to
05:08
be taxed as a
05:10
sole proprietorship so you’re going to
05:13
file your taxes in your 1040 your
05:16
personal tax return under your schedule
05:18
c like you normally would
05:20
but you’re still getting that limited
05:22
liability piece
05:23
which is awesome for someone who’s just
05:26
starting out but still wants that
05:28
coverage
05:29
um i think that is an awesome um way to
05:32
go
05:33
but if you’re starting off with a
05:35
partner um like you said maybe
05:37
a husband and wife the wife’s gonna do
05:39
you know the bookkeeping side or
05:41
like the admin side they’ll
05:43
automatically place you as
05:45
being taxed as a partnership so two or
05:48
more
05:49
under net llc under the default rules
05:51
under the irs you’re going to be taxed
05:53
as a partnership
05:54
but you can be taxed as a corporation or
05:57
an escort
05:58
so you can if you’re an llc you can be a
06:01
lack to be taxed as an s corporation or
06:04
now
06:06
a court so i think one of the major
06:09
advantages
06:10
of um applying to be an llc is the
06:13
limited liability piece and also that
06:15
it’s so flexible
06:16
you know if you start adding more
06:19
revenue
06:20
more clients if you start adding more
06:22
employees or want to bring in a partner
06:24
it can go with you as far as taxing um
06:28
structures go so you can elect to be
06:30
taxed as an s corporation along the line
06:32
if that’s what’s going to benefit you um
06:36
next up is a partnership like i had
06:38
mentioned that’s two or more owners
06:40
and a partnership is a flow through
06:42
entity and
06:43
a partnership itself does not get taxed
06:46
on
06:46
as an entity um so all the
06:50
uh net profit or losses at the end of
06:52
the year
06:53
flow through to the shareholders and
06:55
then the shareholders
06:57
um claim that on their personal side
07:00
but um and then in a corporation
07:04
uh the corporation itself does get taxed
07:07
at
07:08
uh 21 so
07:11
i think that once you are a corporation
07:14
you get you’re getting taxed on you’re
07:16
not operating profit at 21
07:18
but also if you’re giving out
07:21
distributions to its shareholders you’re
07:23
going to get taxed again
07:24
so you have that double taxation right
07:26
there
07:28
um in a sole proprietorship you don’t
07:31
have
07:31
any um you don’t have limited liability
07:35
so uh you are the business and the
07:38
business is you
07:39
you’re filing it under a schedule c on
07:42
your personal taxes
07:45
but it is low cost to form so if you’re
07:48
starting
07:49
off and you don’t have a lot of money
07:51
it’s only a couple hundred dollars to
07:52
form
07:53
so that’s a big plus um and the
07:56
simplicity of taxes you just
07:58
file your income and expenses on a
08:00
schedule c and you’re done
08:01
it’s very simple um
08:04
but what i see what benefits the
08:07
landscaping
08:08
industry the most and is the s
08:10
corporation
08:12
and that’s because it does the
08:14
s-corporation gives you a limited
08:15
liability
08:17
and under the s-corporation
08:20
uh the entity itself is not taxable uh
08:23
it is a flow through entity
08:25
uh the profits flow through the
08:27
shareholders and
08:28
then you um take care of that on your
08:31
personal side
08:32
but also um you save money on
08:35
self-employment taxes
08:36
which are 15.3 percent so a large
08:39
percentage
08:40
and you save money on taxes that way by
08:43
being an s corporation so i see that
08:45
as uh the most advantageous for uh
08:48
landscaping business owners
08:52
and carl i’m so glad you mentioned that
08:53
so that was one of the questions i was
08:54
going to have
08:55
half of you is the benefit of that
08:56
escort versus self-employment tax it
08:58
almost pays for itself
09:00
especially with the ability of that
09:02
corporate shield so unless you’re
09:04
absolutely negligent and purposely run
09:05
someone over um i mean that corporate
09:08
shield you know in itself is great but
09:10
then
09:10
the these tax savings from that
09:12
self-employment tax um is a massive
09:14
benefit so that’s what we did in my
09:15
business the early years literally when
09:17
i was in college
09:18
um filed as an s corp and then bought
09:21
the additional insurance for an
09:22
additional umbrella around that but that
09:24
that’s huge but i’m also glad you
09:25
brought up the llc because that’s also a
09:27
very interesting structure
09:29
um and be completely transparent when we
09:31
started simple growth that actually
09:33
started as an
09:34
llc and they i i got upset with my
09:38
accountant because the same guy i’ve had
09:39
15 20 years but once again we weren’t
09:41
speaking
09:42
the same language so i mean it was via
09:44
email finally i called up and
09:45
uh got greg and crystal on the phone i
09:48
said guys what are you doing here
09:49
i’m getting the uh letters from new york
09:51
state because we wanted to
09:53
re-categorize the business as an s corp
09:56
right but it didn’t
09:57
kind of like not in normal terms saying
09:59
you could be an llc but file tax wise as
10:02
an s corp and still catch the
10:04
the benefits of both of those so very
10:06
interesting when you’re going to talk to
10:08
a professional like carla
10:09
um ask the questions there’s no stupid
10:12
questions around this and a lot of times
10:14
it’s just
10:15
miscommunication of like you know
10:18
we’re talking about whatever we talk
10:20
about industry specifics as
10:21
professionals and the cpa is talking
10:22
their language has
10:23
returned so you got to make sure you’re
10:25
on the same page because greg and i were
10:26
not on the same page and i’ll be honest
10:28
carl i was frustrated
10:29
but really the guy had my back he knew
10:31
what he was doing but i’m ripping my
10:32
hair out over here and going
10:33
man this guy doesn’t know what he’s
10:35
doing this is crazy
10:37
you know he’s telling me one thing but
10:39
i’m getting other letters from new york
10:40
state he goes no we’re
10:41
you know we’re filing as an ass car like
10:43
oh all right
10:44
i looked on google and i’m like oh you
10:45
can do that right now this is what he’s
10:47
talking about
10:48
so i think i was like i owe this
10:49
gentleman apology
10:51
but after we set up this corporate
10:53
structure here
10:54
the next thing that most uh small medium
10:57
or even large businesses run into
10:59
especially in the lawn care industry
11:01
um but even home cleaning as well with
11:02
pest control is cash flow
11:04
and a lot of times we see this with
11:06
seasonality especially our businesses so
11:08
uh i know at least in my business uh
11:10
especially in the up uh the upper
11:12
northeast here where we do lawn care and
11:14
snow removal we even see it in the
11:15
companies
11:16
in south south and southwest is it’s
11:19
somewhat seasonal even if you don’t even
11:21
if you go year round you ramp up in the
11:23
spring it’s a cash outlay for marketing
11:25
advertising equipment repairs
11:27
and you really don’t start seeing
11:30
positive
11:30
cash flow where it’s extra cash flow in
11:32
the bank at least in my market to like
11:34
july or august
11:35
um and there’s a there’s definitely a
11:37
seasonality of that cash flow and then
11:38
if you’re
11:39
blessed or not blessed enough depending
11:40
how you look at it to have the crazy
11:42
white stuff flying out of the sky is
11:43
snow to plow
11:45
by the time you’ve got that bank account
11:46
ramped up again and you’re
11:48
you know you’re pushing some bottom line
11:49
profit you’re dumping an extra 150 200
11:52
000 in pre-bought materials of salt and
11:55
ice melt
11:56
and then it’s just this financial roller
11:58
coaster of cash flow
12:00
um and i just it’s interesting to see
12:02
the perspective of simple growth where
12:04
uh it’s more of a subscription-based
12:06
model it’s a year-round spread out and i
12:08
think you’re probably going to hit on
12:09
this how you can do this in the launch
12:10
industry
12:11
but to see the comparatives of the seven
12:13
figure business
12:14
um in a seasonal business versus one
12:16
that’s more
12:17
um i don’t want to say leveled out
12:19
completely there’s a little bit
12:20
seasonality simpler but you
12:22
it’s completely different so if you’re
12:24
not working with this epa that
12:26
understands seasonality and cash flow
12:28
that’s another major advantage of going
12:30
to a vertical
12:32
industry specific cpa so my question for
12:34
you carl is
12:36
how do we go out and look at that cash
12:38
flow from a tax standpoint or just a
12:40
business operations standpoint
12:42
and are there some ways that you
12:43
recommend um to
12:45
to level out those cash flows uh for the
12:47
seasonality of the lawn care and
12:49
landscape business
12:51
i mean i think that the seasonality of
12:55
it really affects cash flow
12:57
and i think that we all have to go in
13:00
with
13:01
a plan so as long as we have a plan
13:04
in place and we never have to be on that
13:06
roller coaster
13:07
you know so um starting off with the
13:10
subscription based model
13:12
um we’re in a subscription-based era so
13:15
we’re subscribing to things
13:16
some boxes i don’t know it’s a wine or
13:19
anything of this story we’re subscribing
13:21
on amazon
13:22
right so that that’s the norm that’s a
13:24
new normal i mean
13:26
we’re really getting out there and just
13:28
um subscribing to
13:30
different services why can’t we
13:32
subscribe to landscaping lawn care
13:35
services
13:36
okay we can bring this model and into
13:38
this especially
13:40
um when you’re providing law maintenance
13:42
services whether that’s maybe
13:44
six months um go ahead and
13:47
get your clients signed up on a
13:50
subscription-based
13:51
uh model that way you have those
13:53
predictable
13:55
cash revenue coming in and you can plan
13:58
for that
13:58
okay i’m going to get uh
14:02
eighty dollars from xyz person
14:05
for the next six months and that is
14:07
really
14:08
what we want to focus on is
14:09
predictability and
14:11
what we’re gonna get in and what’s
14:14
coming out that’s really what um
14:16
cash flow revolves around with and so
14:19
being on a subscription-based model is
14:20
really going to help you with that
14:23
and um so as far as invoicing
14:27
i see a lot of um clients fall behind on
14:30
their invoicing
14:31
as well and that prolongs their
14:33
invoicing cycle
14:34
and um their cash flow cycle so
14:37
when you’re performing a job or a big
14:40
project make sure to invoice them
14:42
the same day or even ahead of time
14:45
right or have it you know where
14:48
you’re saying okay it’s fifty percent
14:51
down before and then
14:53
after we’re we’re going to charge the
14:55
other rest 50
14:56
50 of it so i think just
14:59
staying ahead of that invoicing is
15:01
really going to help cash flow in your
15:03
business
15:05
um as far as crms go
15:09
such as service autopilot or jobber
15:11
that’s really going to help you
15:13
invoice clients clients are going to
15:15
have a place to come where they have
15:16
a client portal and they’re able to pay
15:19
you quickly and easily
15:21
having that within your business and
15:23
staying organized on top of that is
15:25
really going to have help you with cash
15:26
flow
15:27
and building up that
15:30
savings account okay so during those
15:33
busy months where you’re going to have a
15:34
lot of cash coming in
15:36
um having that
15:40
you know like that
15:43
savings account there for the slower
15:45
months
15:46
um during the winter and being ready for
15:49
the spring
15:50
rush that’s going to not only provide
15:54
you with a peace of mind but
15:56
also allow you to invest in materials
15:58
ahead of time or any other equipment
15:59
that you may need
16:00
for the spring rush that’s coming up
16:04
awesome it’s a lot of good points there
16:05
to break down i’m sure cody you’ve got
16:06
some questions here i’ll let you hop in
16:08
in a sec
16:08
but one thing i want to touch base and i
16:10
think that was really a good point that
16:12
i think
16:12
especially if you’re doing landscaping
16:14
design build um you can hear the
16:16
pounding in the background here we’re
16:17
getting a pretty good-sized landscaping
16:18
job done at the house i’m working here
16:19
uh but the contractor was really smart
16:21
about it um
16:22
he dialed in what exactly was included
16:25
in it in each phase and he required a 50
16:27
deposit and then as each part of that
16:30
phase hit a certain threshold of like 25
16:32
50 75 100
16:34
um there was basically a percentage of
16:37
the remaining 50 percent that you knew
16:39
cash flow-wise so that covered his fixed
16:41
and variable costs and materials
16:43
and basically probably part of his
16:44
profit but he knew predictably when that
16:46
cash flow was going to happen so i think
16:47
that
16:48
you know living that on a consumer end
16:50
it was nice to see it laid out in full
16:52
transparency but also being on the
16:54
business end seeing that
16:55
that’s going to keep the wheels greased
16:56
and going um the other question i had
16:58
for not to put you on the spot but it’s
17:00
very interesting that
17:01
um a lot of times so like in the
17:05
northeast like a lot of people are
17:07
nervous of doing a subscription because
17:10
they’re going to try to annualize
17:12
a 12-month contract for work they’re
17:14
doing from april to october
17:16
um so is there anything that you’d
17:18
recommend as a professional at least
17:20
contractual leaders in some way
17:22
what happens when the consumer’s paying
17:25
that installment from april through
17:26
october
17:27
and they’re like yeah we’re done we’re
17:29
firing you but you still haven’t caught
17:31
the last four months of that
17:32
installment for the work that’s already
17:34
been previously due do you front load
17:35
the installment for the season start
17:37
or do you just say it’s your installment
17:39
while we’re working um because i know
17:40
that’s usually a big question in the
17:42
services service we like the idea of
17:43
installments but how do we protect
17:44
ourselves
17:46
yeah so that that is a major question
17:49
because once we come to the
17:50
winter months then the client’s like oh
17:52
well you’re not really
17:54
providing like the services that you
17:56
were providing before so
17:58
it could be broken down um during those
18:02
six months only so just breaking them
18:04
down
18:05
during the months that you’re actually
18:07
performing um
18:09
the work um and then keeping it within
18:12
that realm
18:12
so that the client doesn’t feel like
18:15
okay they’re paying like
18:16
12 months but okay what’s happening
18:19
during the winter months and they don’t
18:20
feel that
18:22
okay what are you guys performing you
18:25
know
18:26
and i love it but at least in that six
18:28
or eight months it’s consistent
18:30
predictable cash flow especially if you
18:31
have a drought
18:32
a lot of times people will be like well
18:34
just skip the lawn mowing for the next
18:35
three weeks
18:36
and then you’ve lost a whole month’s
18:37
worth of revenue once it’s gone it’s
18:39
gone
18:39
right if you subscriptionized i don’t
18:41
know if that’s really a word but we’re
18:42
going to throw that in there’s
18:43
subscription
18:45
you you’ve at least created predictable
18:47
cash flow for those months no matter
18:49
what the inclement
18:50
uh issues going out with the weather and
18:52
it’s you know it’s not as bad as being a
18:53
farmer but let’s face it
18:54
there’s been years where we’ve had
18:56
tremendous drought and
18:58
um in our business um we actually
19:00
somewhat of a scription ideas we
19:02
we charged fifty percent if people
19:03
skipped it so that caused covered our
19:05
fixed and part of our variable cost
19:06
um just keep that spot on the schedule
19:08
so there’s some some interesting ways of
19:10
doing that i’m glad you brought that up
19:11
because very
19:12
very insightful how do you keep that
19:14
cash flow going um
19:16
in that seasonal business cody and i’ve
19:18
been doing a lot of talking here so you
19:19
any questions for carlo if i was
19:21
up to this point so my
19:24
my biggest concern in moving to a
19:26
subscription model is exactly what
19:29
you’re already hitting on which is like
19:31
once i’ve done the work for you
19:33
how do i keep you on are you seeing any
19:36
of your clients
19:37
that are like plugging in interesting
19:40
services
19:40
into the fall and winter to keep
19:42
themselves in front of their clients
19:44
yeah yeah for sure we want to i mean
19:48
we’re gonna have that cushion that we
19:50
talked about that savings account for
19:52
those slow months but that doesn’t mean
19:55
okay forget about revenue
19:57
right so we want to provide some
20:00
leaf cleaning in the in the fall we want
20:02
to provide maybe some holiday lighting
20:05
you know um some snowplowing services
20:10
so we do try to bring some other revenue
20:13
streams
20:14
introduce something else so we can keep
20:16
that revenue
20:17
flowing through those winter slash fall
20:20
months
20:21
for sure yeah so then how does this
20:24
impact
20:25
your initial selling season because it’s
20:28
kind of
20:28
like for some of these companies this is
20:30
turning into like we’re at full service
20:33
outdoor home maintenance sort of company
20:37
are so how is that impacting marketing
20:39
in the spring
20:41
how is that impacting marketing in the
20:43
spring so i would say that
20:46
maybe in the spring we want to focus
20:48
more
20:49
in on like the regular maintenance and
20:52
installation services
20:54
rather than um the ongoing
20:58
uh scheduled services so
21:02
the things that they’re already used to
21:03
you know getting
21:06
if that makes any sense you completely
21:08
obviously want to put you on the spot
21:09
but being the expert i had
21:11
faith faith you definitely would give us
21:12
the right answer and you know
21:14
drop some knowledge and obviously you
21:15
are so really appreciated to be candid
21:16
about that
21:17
um but now we’re kind of looking at it
21:19
at the big picture carl i’ve got this
21:20
entity
21:21
i’ve broken down now i’ve got some
21:22
predictable cash flow through
21:23
subscriptions and trying to offer
21:25
additional
21:25
ancillary services to raise that client
21:27
lifetime value in the lower season
21:29
yeah um but now i’m talking about cash
21:31
flow
21:32
how am i looking at my my revenue my
21:35
chart of accounts and my expense
21:37
so is there um certain naming
21:40
conventions or maybe
21:41
different numbers in the front of each
21:43
account just certain chart accounts we
21:44
should be looking at far as expenses
21:46
income long term liability far as loans
21:49
and things like that for equipment
21:51
investments
21:52
um what does that look like when we’re
21:54
just starting out over really refining
21:56
that in our business so maybe we’re in
21:57
2020 right now but
21:58
as we go into 2021 we may want to kind
22:01
of streamline and optimize some things
22:04
um in those chart of accounts and i
22:06
don’t know if it’s applicable
22:08
uh for this talk but maybe if you want
22:09
to hit on if you’re using quickbooks
22:11
classes based on the ability to separate
22:13
those things out
22:14
yeah and um so a lot of our clients all
22:18
of our clients use quickbooks online and
22:20
i think
22:20
you know what whichever accounting
22:22
software you’re going to have a chart of
22:23
accounts
22:24
and in this industry it’s so important
22:27
to be
22:28
on top of it and organize within your
22:30
chart of accounts
22:31
because i see a lot of clients that i
22:34
receive you know
22:36
they have chart of accounts but you know
22:38
their assets
22:40
aren’t are not in place they’re being
22:42
treated
22:43
as an expense um so
22:46
if they purchase you know trailers or
22:50
sprayers you know for the people that do
22:52
pesticide um
22:54
you know they’re they’re getting treated
22:55
as expenses but they’re really not
22:57
expenses they’re their assets and
23:01
um that’s what value that we bring in
23:04
in being specialized in this industry is
23:06
that we know not to just throw it in
23:08
the expense account we know that this is
23:10
equipment that people are using
23:12
every single day and that’s going to
23:14
benefit the business
23:16
throughout its lifetime and having
23:19
a organized chart of accounts in place
23:22
is really going to help you get that
23:24
correct and accurate financial picture
23:27
geared toward this
23:28
green industry so like i said i talked
23:31
about fixed assets a little bit um
23:34
having those assets on your chart
23:36
accounts
23:37
um recorded correctly such as trucks
23:40
trailers
23:40
sprayers whatever other equipment that
23:43
you may be using
23:45
um cost of services so anything
23:48
you know we hear it in product um
23:51
services all the time cost of goods sold
23:53
right
23:54
we’re selling a service cost of service
23:56
so anything
23:58
that is directly related to um
24:01
giving that client that service
24:04
should be in cost of services so any
24:06
materials
24:09
fuel machine gas or gas that you’re
24:11
using to get to the
24:13
client should be in cost of services
24:16
any contractors or employees that you’re
24:19
using should be in
24:20
cost of services other operating
24:23
expenses such as
24:24
advertising office expenses your admin
24:29
people people those things should be
24:32
separate that should be in operating
24:34
costs
24:35
and having that broken down is really
24:37
going to give you a clear picture
24:39
at the end of the day in your financial
24:41
statements for example
24:43
having your your revenue broken out so
24:46
are you providing weed control services
24:48
how much are you getting from that
24:50
um are you providing lawn maintenance
24:52
service how much are you getting from
24:54
that so having those different line
24:56
items
24:57
in your profit and loss is really going
24:59
to give you a clear picture
25:01
of okay maybe i should focus in on this
25:03
installation services because
25:05
i’m making a lot of money i have a lot
25:06
of clients in this realm so should i
25:08
invest more advertising into doing this
25:11
or
25:11
weak control i’m really good at this
25:13
should i advertise in doing that
25:15
so i think that having your
25:19
chart of accounts set up the correct way
25:21
is going to
25:22
going to give you that picture as far as
25:24
making the important business decisions
25:26
uh moving forward
25:32
i gotta unmute myself here i got the uh
25:34
i hear the saws in the background but
25:35
anyways
25:36
carlos i’m thinking you’re painting this
25:38
beautiful picture of to me almost looks
25:40
like a profit loss i’ve got my gross
25:42
profit i’ve got my net profit i’m
25:43
breaking it down per service
25:45
um and then i’m also figuring out my my
25:48
depreciation on my equipment
25:49
um over that five year or whatever that
25:52
span is or maybe you’re accelerating
25:53
that depreciation
25:54
obviously you want to talk to your
25:56
accountant what the best uh
25:58
you know move is and one thing my
25:59
account earlier has told me like you
26:01
know you can accelerate that but
26:02
eventually at some point you’re going to
26:03
have to pay that back i didn’t quite
26:05
understand it till we actually end up
26:06
selling the business and lo and behold
26:08
there’s some implications of when you
26:09
actually
26:10
accelerate and don’t accelerate that
26:11
depreciation uh so once again he knew
26:14
what he was talking about he just wasn’t
26:15
talking mike language at that in the
26:16
early years so
26:19
you know bring it down just a simple man
26:21
that mows lawns but i need to know what
26:22
that implication is
26:24
um but and a little off the topic but as
26:26
you’re
26:27
painting this beautiful picture of chart
26:28
of accounts here and i’m just loving it
26:30
i can envision this
26:31
now are you recommending or do some of
26:33
your clients i guess you know
26:35
if you recommend or not um do you use a
26:39
budgeting feature in quickbooks online
26:41
uh based on that so you have your actual
26:44
verse your budget
26:45
in there with the forecasting reports or
26:47
is that something you use in a separate
26:48
software
26:49
what are your thoughts about using
26:50
budgeting in quickbooks online or even
26:52
desktop for that matter
26:53
desktop’s a little more robust but at
26:55
the end of the day you kind of
26:57
it paints the same picture and i feel
26:59
like most service businesses that we
27:01
deal with
27:02
their first problem is and this is
27:04
probably something you don’t hit on
27:05
karla but they don’t know
27:06
their cost to operate so what their cost
27:08
is their true break even before they
27:10
make a net profit so are
27:12
our totally loaded cost breakeven per
27:14
man hour
27:15
and then obviously they usually figure
27:17
it out themselves or go to a consultant
27:18
that does financial consulting to figure
27:20
out
27:20
i need to charge x amount of dollars per
27:22
man hour and this is what it’s costing
27:23
us
27:25
so maybe you do that but where does that
27:27
come from that kind of that data
27:29
and then the budget and then your
27:30
account how does that all
27:32
in your opinion come together and it may
27:34
not even something you do but i was just
27:35
curious if you had some insights on how
27:36
does all those three knowledge
27:38
kind of balance out yeah i understand so
27:41
i think that as far as budgeting goes
27:45
i’m not huge on budgeting and i’ll tell
27:48
you why
27:49
um budget is something that you set up
27:52
at the beginning of the year and you say
27:55
you know this is what we’re expecting
27:58
this is the expenses we’re expecting and
28:00
here you go and it’s something
28:02
that you compare like you said this is
28:04
what we have now this is what we were
28:06
expecting
28:07
okay that’s great i don’t really like
28:11
um budgeting because it’s so
28:12
retrospective you’re looking at the past
28:15
all the time and you’re saying oh okay
28:17
that was great we didn’t hit that or we
28:20
did hit that
28:21
um but i focus on
28:25
cash flow forecasting so we’re always
28:28
looking ahead we’re not looking at the
28:31
rear
28:32
mirror all the time as for budgeting
28:35
we’re always looking behind we’re always
28:36
saying oh this is what we expected this
28:38
is what we did
28:39
but what forecasting does is this is
28:42
what we’re going to do
28:44
this is what our number should look like
28:46
and
28:47
this is how we’re going to plan for it
28:48
so do we want to hire
28:50
that extra uh field employee do we want
28:53
to hire that extra sales person
28:56
does that make sense what kind of
28:57
revenue are we looking at how much
28:59
are we going to advertise what can we
29:01
get back from that
29:02
so that’s why i look for forecasting
29:06
more than budgeting as far as
29:09
forecasting and quickbooks online
29:11
i use a different software for uh
29:13
forecasting cash flow forecasting
29:16
um but they integrate with quickbooks
29:18
online and it just makes it easier to
29:20
compare and contrast like use that
29:22
um it makes complete sense i was just
29:25
curious kind of where that
29:26
and i thought they’d probably be outside
29:27
of the scope what you yeah most
29:29
accountants don’t do that but
29:30
i love the fact that you’re forecasting
29:32
ahead i’m assuming that’s going to tie
29:33
into your projected quarterlies
29:35
uh and cody’s probably heard this story
29:37
but i’ll tell you i’ll never forget the
29:38
story of driving down the highway
29:40
uh when the lawn care business was with
29:42
a pretty good-sized business and uh greg
29:44
the accountant
29:45
uh you know god bless him again hey mike
29:47
what are you doing i’m driving down you
29:49
know 390 the highway
29:50
where about sorry goes oh there’s a
29:52
restaurant next exit trada
29:54
you mind pulling off over the parking i
29:55
thought we were maybe having an
29:56
afternoon cocktail at the end of the day
29:58
on friday to review the taxes
29:59
that’s great let’s go some of the
30:01
parking lot you want me to come in and
30:02
meet you goes uh no i’m at the office
30:04
what do you want he goes well are you
30:06
parked in the parking lot
30:07
yeah he goes well you owe about 45 000
30:10
of
30:10
taxes this quarter in two days now we
30:13
obviously did it but
30:15
obviously that that projection of cash
30:17
flow would have been pretty instrumental
30:19
so
30:19
our conversations changed significantly
30:21
at that point and i agree with you 100
30:23
that cash flow projection and
30:25
forecasting is is essential
30:28
yeah because i mean there are
30:31
less surprises like you said you know
30:34
you got that big surprise
30:36
um but i i i think of it as a
30:39
you know you’re you’re planning a trip
30:41
with your family you know you’re
30:43
you’re driving out um and
30:46
you’re you’re you map it out you know
30:49
when
30:50
where you’re going from a to b but
30:52
there’s always things
30:54
uh you know you might have a newborn you
30:56
pull out to the side you have to stop
30:58
now you have to call the hotel i’m gonna
31:00
be late
31:02
oh no the wife always needs to go to the
31:04
bathroom a hundred times so you’re gonna
31:05
make those stops
31:07
okay life is not predictable you might
31:09
have told the hotel
31:10
you know we’ll arrive at five but really
31:12
it’s eight o’clock
31:15
so that’s how i like to describe it life
31:17
is
31:18
not predictable i mean look at what
31:19
happened with uh coronavirus
31:22
so that forecasting is really going to
31:24
help you
31:26
because you can change it it’s dynamic
31:28
it moves with you
31:30
um and that in turn gives you
31:34
less surprises when it comes to
31:35
quarterly taxes
31:37
and what we can expect um in the future
31:40
so
31:41
awesome so i know your time is obvious
31:42
very compressed schedule i appreciate
31:44
you spending time with us but
31:45
one more thing i want to hit on before
31:46
we let you go um you’ve been awesome
31:48
just dropping some really candid
31:50
knowledge and actual knowledge too as
31:52
well um but bookkeeping so now we’ve got
31:55
all this set up we figured out our
31:56
entity we figured out our cash flow
31:57
we’ve got the chart of accounts
31:59
we’re forecasting out where we need to
32:00
be and it’s a fine-tuned machine
32:03
but you know i’m still out in the field
32:05
right now or my team’s out in the field
32:07
i’m too busy managing him
32:08
how do i keep up with my bookkeeping so
32:11
i’m assuming
32:12
this is only good if your books are up
32:15
to date
32:16
um and i know that’s one thing in the
32:17
early years at callahan’s lawn care
32:19
uh we were a little negligent we you
32:22
know we’d wait to the end of the month
32:23
or
32:23
two months to totally reconcile
32:26
everything now it’s simple growth
32:27
i’m literally paying my internal
32:29
bookkeeper to update everything weekly
32:31
so i know within five to seven days
32:34
literally to the penny where we’re at
32:36
and the ability
32:37
to see where we’re at and where we’re
32:40
going um and that’s going to reflect
32:42
that cash flow and the chart of accounts
32:43
and everything else you’ve talked about
32:44
it kind of
32:45
without that it kind of all falls apart
32:48
so
32:49
yeah would you mind just dropping some
32:50
knowledge or just some ideas about
32:52
bookkeeping how to keep it up to date
32:53
how to stay consistent and what’s what’s
32:55
a good frequency so
32:57
obviously it’s simple growth like every
32:59
week may not be applicable for a lawn
33:00
care landscaping company and it probably
33:02
isn’t
33:03
um you know obviously owning one for a
33:04
long time but what would you recommend
33:06
is
33:07
current enough but not too crazy that
33:08
it’s going to cost you too much money or
33:10
drive you crazy yeah i think that
33:14
you know falling behind on your
33:16
bookkeeping is such an easy thing to do
33:18
especially if you’re out on the field
33:20
and you have so much work
33:21
um there and it can it can fall behind
33:24
but
33:25
it’s just so costly when it falls behind
33:27
not only
33:28
on tax purposes but then when you go and
33:31
hire a bookkeeper and then they have to
33:32
do all that cleanup work it just becomes
33:36
one lump sump of just bills
33:40
so i think that exactly when you first
33:43
start out
33:44
and you’re doing your bookkeeping on
33:46
your own i think that
33:48
maybe you don’t need it up to date every
33:50
week or every month but
33:52
you would like to have it up to date
33:54
enough where okay
33:55
um i know exactly where i stand so maybe
33:59
every three months or six months maybe
34:01
that’s applicable to you but it really
34:03
depends on where you are in that process
34:06
so
34:07
um we normally recommend you know every
34:10
week or every month
34:12
you know to have it up to date so
34:15
there are so i have a lot of you know
34:18
clients that come in and their
34:20
bookkeeping
34:20
is um not up to date and
34:24
um just to give you a little bit of
34:26
background i have one client
34:28
uh she came in her bookkeeping was not
34:31
up to date
34:32
um you know more than a year and
34:36
she had lost out on a lot of tax savings
34:40
and it is just so detrimental to the
34:44
business because
34:45
it obscures the big picture so it
34:48
obscures your financial statements you
34:49
don’t know where you stand
34:51
you lose out on important tax deductions
34:53
for example
34:54
payroll and paying out your you know
34:56
10.99 and
34:58
if you don’t do that you’re losing out
35:01
on those expenses
35:02
um so when i took over and i got her on
35:07
track
35:07
okay this is the tax deductions we
35:09
should be
35:10
um you know reaching and we should be
35:13
paying out the 1099s and you should be
35:14
on an ira and
35:16
different things like that then
35:19
yes there’s a cost to obtaining a
35:22
professional to do it
35:24
but the benefit outweighs the cost
35:28
and being behind on it like i said you
35:31
don’t know
35:31
if you can afford x y and z because you
35:34
don’t know what your financial
35:35
statements look like you don’t know
35:36
where you stand
35:37
and that is one of the major concerns
35:39
that my clients come with
35:41
um and so getting them up to date and
35:44
having
35:45
their financial picture in place
35:48
tying in with that cash flow trying in
35:50
with our charter accounts we’re good to
35:51
go we know exactly where we stand
35:53
we can make those important business
35:55
decisions moving forward
36:01
awesome great advice and i guess one of
36:03
the things too is i’ll just bring up is
36:04
a lot of times when we’re working with
36:06
businesses by no means do we do
36:07
financial consulting but
36:09
for some reason it always gets back to
36:10
the financials
36:12
especially if you’re just starting out
36:13
off-road sales tax credit
36:15
is is a big one a lot of people don’t
36:18
have that buttoned up
36:19
so on on-road and off-road fuel tracking
36:22
that i mean and you can go back i think
36:23
you’d correct me right you go back about
36:25
three years and re
36:26
uh redo your taxes and refile for those
36:29
um but
36:30
i mean we’ve we’ve literally found eight
36:32
to ten thousand dollars of literally
36:34
tax credits back um for clients
36:37
literally we’re going into some overhead
36:39
recovery numbers and they’re like well
36:40
you know hey it looks like everything’s
36:43
lumped in this one some like do you guys
36:45
file that credit well no we didn’t know
36:46
it existed and they’re like oh well
36:48
wow we we’ve got a lot of extra money to
36:50
actually pay you to help us do some
36:51
other stuff now because we had no idea
36:53
it was there so
36:54
to carl’s point yes it may look a little
36:56
more expensive but if
36:57
even if you’re a smaller business you
36:59
may be you know stepping over dollars to
37:01
save pennies like it
37:02
is probably beneficial to hire a
37:04
professional like carla
37:05
over at cycle cpa um on facebook she’s
37:08
under the
37:09
landscaping accounting facebook page but
37:12
i mean
37:12
to bring an expert in and just demystify
37:14
some of that stuff is really a benefit
37:16
to your business and it allows you to
37:18
concentrate on what you do good
37:20
maybe it’s sales maybe it’s marketing
37:21
maybe it’s being out in the field doing
37:22
the work
37:23
but a lot of expert in my opinion do
37:25
what they do and
37:26
drive that business success uh
37:29
exponentially and i just can’t thank you
37:31
enough coming on carla just uh
37:33
a lot of knowledge really appreciate it
37:35
um cody any closing thoughts questions
37:37
before we uh
37:38
wrap it up here yeah i want to grab uh
37:41
dave voina’s question from the
37:44
comments here carla earlier you were
37:46
talking about a tool that you use for
37:48
forecasting
37:49
that integrates into qbo
37:52
do you know the name of that offhand
37:55
yeah
37:55
give me one second
38:00
there are a couple you’re as bad as me
38:02
i’ve got them all in there but i have no
38:04
idea what name they are just
38:08
so there’s the uh float app there are a
38:11
couple of them
38:12
um the float app is integrates with qbo
38:16
and i think that that’s a good resource
38:17
as well so cool awesome
38:21
so uh so carl if people are interested
38:24
in your expertise around accounting
38:25
especially in the green industry and
38:26
landscaping
38:27
how do they reach out to cycle cpa or
38:29
how do they find
38:30
um the landscaping accountant on
38:32
facebook i know you’ve got a great group
38:34
there where you answer questions as well
38:35
as they come up throughout the year so
38:37
uh
38:38
if somebody’s interested in finding a
38:39
service how do they actually reach out
38:41
and contact you
38:42
i think the most easiest way to reach
38:45
out is
38:46
through facebook on the group it’s
38:48
called
38:49
landscaping accounting or you can reach
38:52
me through email
38:53
at carla p at cyclecpa.com
38:57
awesome carla can’t thank you enough uh
38:59
essay weekly talk show coming back with
39:01
another heavy hitter
39:02
next week um going to be jeremy atkinson
39:06
and he
39:06
is um basically over at contracting pro
39:10
he was
39:11
a service autopilot user him uh and his
39:14
brother tripp
39:15
uh grew and scale uh probably just under
39:17
just over a seven figure
39:19
lawn care and landscaping business and
39:20
actually sold it
39:22
and then got into general contracting so
39:24
jeremy and potentially trip are gonna be
39:26
joining us
39:27
in dropping some knowledge how they
39:28
utilize service autopilot automations
39:31
and built a business to sell and i have
39:33
a feeling carla he’s going to be talking
39:35
about a chart of accounts
39:36
and a solid foundational financial plan
39:39
where they
39:39
exited the industry and then got into
39:43
uh some larger contracting so always fun
39:46
to see
39:46
uh you know friends of the sa family
39:48
coming back and dropping some knowledge
39:50
and checking in on them so
39:51
gonna be hanging out with jeremy
39:52
atkinson potentially his brother tripp
39:54
um dropping some knowledge on the sa
39:56
weekly talk show next friday 1 p.m
39:58
eastern 12 p.m central
40:00
myself cody owen and uh jeremy and
40:02
potentially tripp atkinson so carla once
40:04
again
40:05
thank you so much make sure you guys
40:07
check out cycle cpa
40:08
landscape count on facebook or hit her
40:11
up on her email
40:12
um if you have some questions around
40:13
accounting uh closing up q4 here
40:15
thanks again guys having me

Routing One Time Jobs & Recurring Jobs In a Waiting List. Why You Could Be Losing Profits

Video Transcript

00:01
hey callahan here wanted to make a quick
00:03
video on callahan’s corner where you ask
00:05
the questions and we answer them live
00:07
right here on facebook so uh one of the
00:10
questions submitted was around
00:11
waiting list jobs and why or why
00:14
shouldn’t you use waiting list jobs so
00:16
waiting list jobs are
00:18
i think very important in your service
00:21
business so that’s something we’ve used
00:23
in my service business for at least the
00:24
last 9 or 10 years
00:26
and a waiting list job is basically the
00:28
ability to route a one-time
00:30
job or a reoccurring job
00:33
um off a waiting list just as it
00:36
basically talks about so
00:37
a waiting list job an example would be
00:39
say like a one-time
00:42
home cleaning or a one-time
00:45
maybe shrub pruning job now
00:48
those are able to be put on a list or
00:50
even get into the fall season aeration
00:52
over seeding
00:53
or a fall cleanup so these are jobs that
00:55
are going to happen once but they don’t
00:57
need to be done on an exact day so for
00:59
instance our fall cleanup needs to be
01:00
done sometime between
01:02
october 30th and december 1st so it
01:04
gives us the ability to route
01:06
jobs geographically of the same type to
01:08
minimize our non-billable drive time and
01:10
do jobs together
01:12
so once again going in and a waiting
01:14
list job can be done in the lawn care
01:16
industry or home cleaning industry so an
01:18
example of a one-time job
01:20
would be either a post-construction
01:22
clean or maybe a fall cleanup in lawn
01:24
care
01:25
but this is a job that happens only once
01:27
and it doesn’t have to be done on a
01:28
particular day so it needs to be done
01:30
either sometime this week or the next
01:32
month
01:32
whenever that is and it allows you to
01:34
group those jobs geographically
01:36
and optimize your routes for the best
01:39
ability um for route optimization in
01:42
that non-billable drive time
01:44
in addition if you are doing
01:46
fertilization weed control and you have
01:47
call backs
01:48
or even if you’re doing a cleaning
01:50
company and you’re doing post
01:51
construction you have
01:52
a call for a quality issue it allows you
01:54
to route the callback
01:56
in within other uh areas you’re already
01:58
in so if we’re going to the west side of
02:00
town we have a callback out there it
02:01
allows you to route
02:02
that job within that geographic area
02:05
you’re in so you’re not bouncing and
02:06
bebop and all the way across town and
02:08
and wasting that time now the second
02:10
part of a waiting list job is where it
02:11
really becomes beneficial so this is
02:13
going to apply
02:14
predominantly to the lawn care industry
02:16
but there are some interesting home
02:18
cleaning where this may work as well
02:19
i’m going to give you a quick lawn care
02:20
example first so
02:22
uh the main example is going to be a
02:25
fertilization we control
02:26
package so really what happens there is
02:29
that’s a series of one-time jobs
02:31
that need to be done in a certain time
02:33
range so maybe uh the first to thirty
02:35
the first and the thirtieth april is a
02:36
pre-emergent and the uh first of may to
02:39
the end of may
02:39
is a post-emergent weed control so on
02:42
and so forth so what it allows you to do
02:43
is set up parameters of start and stop
02:45
times throughout the year for those
02:46
services
02:47
and route them geographically and tuck
02:49
in any callbacks that may happen so this
02:51
is going to create route optimization
02:53
and flexibility around weather delays
02:55
now the next area that we would
02:57
recommend outside of fertilization we
02:58
control is
03:00
uh packaged jobs such as maybe we’re
03:02
going to improving shrubs two three
03:04
times a year
03:05
we can set start and end times for those
03:07
shrub pruning jobs and go out and once
03:09
again route them geographically and
03:10
optimize that drive time
03:12
and my favorite um is going out and
03:15
doing
03:15
say shrub pruning those are great
03:17
because those are several times a year
03:18
but in addition going into the fall
03:20
season where we’re at
03:21
a package job is going to apply really
03:23
nicely to a fall cleanup if you do
03:25
multiple visits
03:26
so the first visit happens um you know
03:29
maybe between november 1st and november
03:31
30th and then
03:32
december 1st and say january 1st to the
03:35
second round depending on where you’re
03:36
at
03:36
in the country so another great example
03:39
too is if you’re getting the holiday
03:40
season
03:41
for holiday lights a package job is
03:44
perfect for this
03:45
because we set a package job of setup
03:48
uh you know basically from october 1st
03:51
or the end of october up through the
03:53
right before christmas and then say
03:55
january 1st to january 31st
03:57
that is the second part of time that
03:58
those lights need to be taken down so we
04:00
can do is create
04:01
two one-time jobs that are inside that
04:04
package and then optimize for drive time
04:07
and crew utilization so quick recap if
04:09
you’re just
04:10
joining us waiting list jobs and why
04:12
they are instrumental for your
04:14
service business is we can take a
04:16
one-time job
04:18
such as a a spring cleanup
04:21
or an individual shrub trimming job and
04:23
be able to bulk those in if we need to
04:25
get them done
04:26
inside a month period or a week period
04:27
and optimize them pull them off the
04:29
waiting list and
04:30
route them and create that optimized
04:33
route to minimize that non-billable
04:34
drive time
04:35
second thing is if we have multiple
04:37
packages such as fertilization and we
04:39
control
04:40
we can go out and do all five or six
04:41
rounds but set them up as
04:43
waiting list jobs through a package in a
04:46
product such as service autopilot so it
04:47
allows us to route and optimize
04:49
based on the start and end of each
04:50
package and the cool thing with those
04:52
jobs and inside of packages you can put
04:54
minimum days in between so
04:56
in upstate new york a lot our season’s
04:57
very condensed so a lot of times our
04:59
rounds would run right up next to each
05:00
other so one would end in april
05:02
30th and the next one would start may
05:04
1st so it gives us minimum days in
05:06
between so we’re not putting that
05:07
post-immersion
05:08
chemical on the lawn back to back maybe
05:10
say 10 to 15 days in between so if it’s
05:13
within the
05:14
minimum days in between if first round
05:17
ended
05:17
end of april and started the beginning
05:19
of may the software is smart enough to
05:21
tell you say hey
05:22
you shouldn’t route this and it won’t
05:24
even show it to you until those minimum
05:25
days between
05:26
applications happen so another huge
05:27
benefit to save you from burning a lawn
05:29
out
05:30
and then if you get into the fall season
05:31
right now this is huge for multiple
05:33
trips
05:34
especially on your commercial properties
05:35
you can create waiting list jobs
05:38
created from a package of the first
05:39
round of fall cleanups the second round
05:41
of fall cleanups or
05:42
the other example i gave you is holiday
05:44
lights so the first
05:46
waiting list job inside of a package is
05:48
the setup
05:49
and then the second one is the take down
05:51
but the idea is you set
05:52
a start a stop time that’s ideal and if
05:55
it goes past the end desired date
05:57
it shows up red on your dispatch board
06:00
or your waiting list
06:01
so you can see what are the ones that
06:02
have gone past the threshold of ideal
06:04
and that that
06:05
would notify your team to basically um
06:08
x you know basically bring those right
06:10
up the top because they’re red in their
06:12
past due so
06:13
waiting list jobs i think are essential
06:16
in
06:17
um many software platforms i know the
06:19
one that we use to service autopilot
06:21
uh not sure if they’re available on
06:22
other job uh crms customer relationship
06:24
management software’s but
06:26
highly look we recommend looking at
06:28
waiting list jobs and how they fit in
06:30
to your service business to minimize
06:31
non-billable drive time optimize your
06:33
mobilization
06:34
and um if you have any callbacks you can
06:36
work those callbacks in
06:38
when you’re already in that area so
06:40
comments or questions drop below
06:41
callahan’s corner
06:42
you ask the questions we answer them
06:43
live right here on facebook want to say
06:44
what’s up to laura
06:45
and scott furman as well watching on the
06:48
live um
06:49
callahan’s corner here but if you have
06:50
any questions either live or on the
06:52
recorded version
06:53
let me know and we come back at you
06:55
daily pretty much
06:56
answering your questions how to better
06:58
run your service business whether it’s
07:00
lawn care home cleaning or
07:01
as i hate to say the four letter word
07:02
coming up right now snow removal it is
07:04
coming
07:05
um and those are on demand jobs for snow
07:07
removal we’ll be making some videos
07:08
about that
07:09
in the near future um and how to
07:10
actually go out and renew
07:12
your snow removal automatically and how
07:15
to go out and get
07:16
automatic renewals on your lawn care and
07:18
fertilization companies if you have to
07:20
get renewal contracts
07:22
in the fall season here before people go
07:24
out and shop you
07:25
um for the next year coming up so
07:26
comments questions right below
07:27
callahan’s corner
07:28
you ask the questions we bring them here
07:31
with the answers live on facebook

The Ultimate Service Autopilot Blueprint

Video Transcript

00:00
Hey Mike Callahan back again
00:03
Hey Mike Callahan back again with another video breaking
00:04
with another video breaking down how to use service
00:07
down how to use service Autopilot and with this video
00:08
Autopilot and with this video is gonna be outlining is the
00:10
is gonna be outlining is the ultimate service Autopilot
00:12
ultimate service Autopilot blueprint so growing a
00:12
blueprint so growing a business, it’s setting up
00:14
business, it’s setting up service Autopilot, 100% can be
00:16
service Autopilot, 100% can be tough. Let’s face a lot of us
00:16
tough. Let’s face a lot of us are in that 10% club only using
00:20
are in that 10% club only using 10% of service Autopilot so
00:22
10% of service Autopilot so basically going in and setting
00:24
basically going in and setting up a CRM, a customer
00:25
up a CRM, a customer relationship management
00:26
relationship management software such a service
00:28
software such a service autopilot um can be really
00:29
autopilot um can be really challenging for a lot of folks
00:30
challenging for a lot of folks I wanna use. Analogies before
00:32
I wanna use. Analogies before actually break down the actual
00:34
actually break down the actual blueprint itself, but you know
00:35
blueprint itself, but you know trying to switch and learn a
00:36
trying to switch and learn a new software in while you’re
00:39
new software in while you’re using your business can be
00:40
using your business can be pretty tough. It’s kinda like
00:41
pretty tough. It’s kinda like driving to to all your jobs
00:42
driving to to all your jobs throughout the day with no map
00:43
throughout the day with no map or maybe buying that a kite AKA
00:46
or maybe buying that a kite AKA furniture and not having any
00:47
furniture and not having any instructions to put it together
00:49
instructions to put it together or even better yet trying to
00:51
or even better yet trying to estimate a job. you’ve never
00:52
estimate a job. you’ve never performed before so you’re
00:53
performed before so you’re kinda in the dark. you haven’t
00:55
kinda in the dark. you haven’t been acclimated or introduced
00:56
been acclimated or introduced how to set these things up. Um
00:58
how to set these things up. Um it’s hard because guessing
01:00
it’s hard because guessing doesn’t work. I’m gonna try to
01:02
doesn’t work. I’m gonna try to do in this video here is take
01:03
do in this video here is take the guess work out of setting
01:05
the guess work out of setting service autopilot up and take
01:06
service autopilot up and take on a very high level. What the
01:08
on a very high level. What the system should look like fully
01:10
system should look like fully set up and I’m gonna pop the
01:12
set up and I’m gonna pop the screen over here and show you a
01:14
screen over here and show you a flowchart of what it looks like
01:15
flowchart of what it looks like fully set up how to implement
01:16
fully set up how to implement it in your business and then um
01:18
it in your business and then um I’ll actually give you a real
01:20
I’ll actually give you a real world example walking through
01:21
world example walking through one of my demo accounts and how
01:22
one of my demo accounts and how we use it in my lawn care
01:23
we use it in my lawn care business and snow removal. So
01:27
business and snow removal. So I’m gonna pull this up here and
01:28
I’m gonna pull this up here and uh any comments or questions
01:30
uh any comments or questions on. Live video feel free to
01:33
on. Live video feel free to drop them in there, but I’m
01:34
drop them in there, but I’m gonna really dive into this
01:35
gonna really dive into this here um and bump it out so
01:37
here um and bump it out so literally from left to right is
01:39
literally from left to right is lead acquisition all the way
01:40
lead acquisition all the way through estimating scheduling
01:42
through estimating scheduling billing and fulfillment and
01:44
billing and fulfillment and collections of money. Obviously
01:45
collections of money. Obviously you wanna get paid so what
01:46
you wanna get paid so what we’re gonna be looking at here
01:47
we’re gonna be looking at here is I’m gonna dive in and just
01:48
is I’m gonna dive in and just bump this up here so you can
01:50
bump this up here so you can actually see on the screen what
01:52
actually see on the screen what this looks like.
01:57
So as we’re looking at it here
01:58
So as we’re looking at it here in the main part of the screen
02:00
in the main part of the screen off on the left hand side, the
02:01
off on the left hand side, the first thing we wanna be looking
02:02
first thing we wanna be looking at here is client info. How do
02:05
at here is client info. How do we set up the software to take
02:06
we set up the software to take your client info and get it
02:08
your client info and get it into the software with no
02:09
into the software with no double entry and yes duplicate
02:11
double entry and yes duplicate checks. the first thing you
02:12
checks. the first thing you wanna do is track the sales
02:14
wanna do is track the sales source. Where do they hear
02:14
source. Where do they hear about us? so obviously if they
02:16
about us? so obviously if they came off the website um we set
02:19
came off the website um we set that Salesforce on that vthree
02:22
that Salesforce on that vthree form and I’m gonna suggest a
02:22
form and I’m gonna suggest a vthree form for that reason
02:24
vthree form for that reason being it’s gonna automatically
02:26
being it’s gonna automatically do. And it’s gonna create the
02:28
do. And it’s gonna create the lead in the system and it won’t
02:30
lead in the system and it won’t buy mistake create a client so
02:32
buy mistake create a client so it’s gonna force you to go in
02:34
it’s gonna force you to go in and start with the lead and
02:34
and start with the lead and it’s gonna duplicate checking
02:36
it’s gonna duplicate checking amongst other things the first
02:38
amongst other things the first name last name and email just
02:39
name last name and email just as a minimal. So we’ve got that
02:41
as a minimal. So we’ve got that person in there now once they
02:42
person in there now once they hit that request if it’s set up
02:44
hit that request if it’s set up appropriately, we’re gonna know
02:46
appropriately, we’re gonna know what services are interested so
02:47
what services are interested so we can go in and have an
02:48
we can go in and have an automated personal conversation
02:49
automated personal conversation down the line if we’re using
02:52
down the line if we’re using automations as we scroll in
02:53
automations as we scroll in here, we’ve got the client
02:54
here, we’ve got the client calls our office. Next thing
02:56
calls our office. Next thing you wanna do is create a phone
02:57
you wanna do is create a phone intake form to standardize our
02:59
intake form to standardize our call script the information
03:01
call script the information that is taken into the software
03:03
that is taken into the software so first name Last Name Service
03:06
so first name Last Name Service address email mobile phone
03:08
address email mobile phone number, and yes once again the
03:10
number, and yes once again the sales source. so we wanna go in
03:12
sales source. so we wanna go in um in this and set up uh all
03:15
um in this and set up uh all your lead sources. So how do
03:16
your lead sources. So how do people hear about you was it a
03:17
people hear about you was it a Facebook ad was it from your
03:19
Facebook ad was it from your truck? was it from another
03:20
truck? was it from another customer referral? What are
03:21
customer referral? What are those things are We want that
03:22
those things are We want that set up in the system? uh I’m
03:24
set up in the system? uh I’m gonna be including a link here
03:25
gonna be including a link here for a free SA audits. so these
03:28
for a free SA audits. so these are the things that we can go
03:29
are the things that we can go in and actually dial. For you
03:31
in and actually dial. For you and I’ll put this in the notes
03:34
and I’ll put this in the notes here uh but if you wanna hit
03:35
here uh but if you wanna hit that we’re doing a free 30
03:37
that we’re doing a free 30 minute audit the best day to
03:38
minute audit the best day to see where all the points that
03:39
see where all the points that you are missing in your set up
03:41
you are missing in your set up here as well. uh but the idea
03:43
here as well. uh but the idea is we wanna go create that
03:43
is we wanna go create that phone intake form it tracks the
03:46
phone intake form it tracks the sales force. So now we know
03:48
sales force. So now we know basically how many people came
03:49
basically how many people came from each marketing source. How
03:51
from each marketing source. How many of them requested an
03:52
many of them requested an estimate how many of those
03:53
estimate how many of those people became clients and then
03:55
people became clients and then with some data once it’s in the
03:56
with some data once it’s in the system fully set up, we can go
03:58
system fully set up, we can go in to each marketing source and
03:59
in to each marketing source and say x amount of people. And on
04:02
say x amount of people. And on average percentage of those
04:04
average percentage of those people converted into a client
04:05
people converted into a client and this is what our average
04:06
and this is what our average cost per acquire. customers is
04:08
cost per acquire. customers is from a nine around the door.
04:10
from a nine around the door. Hanger Facebook ad Whatever
04:11
Hanger Facebook ad Whatever that is, and then once we get
04:12
that is, and then once we get in a little more data in the
04:14
in a little more data in the system, we can run a client
04:15
system, we can run a client lifetime value, so that’s
04:17
lifetime value, so that’s really important because now
04:18
really important because now when we go out and scale our
04:18
when we go out and scale our business each year, we have a
04:21
business each year, we have a predictable road map and that’s
04:22
predictable road map and that’s what we’re looking for. so the
04:24
what we’re looking for. so the next thing is once they’re in
04:26
next thing is once they’re in SA predominantly we are gonna
04:27
SA predominantly we are gonna go in and uh create an estimate
04:30
go in and uh create an estimate so whether it’s in person or
04:32
so whether it’s in person or over the phone based on some
04:33
over the phone based on some variable. Is uh lawn square
04:36
variable. Is uh lawn square footage or some other things We
04:38
footage or some other things We may answer the phone. We wanna
04:38
may answer the phone. We wanna go and create this so we’re
04:39
go and create this so we’re gonna be concentrating things
04:42
gonna be concentrating things called custom fields and this
04:43
called custom fields and this custom fields our job variable
04:46
custom fields our job variable so uh in lawn care, we’re
04:47
so uh in lawn care, we’re tracking turf square footage
04:49
tracking turf square footage number of small medium and
04:50
number of small medium and large shrubs, maybe linear link
04:51
large shrubs, maybe linear link of bad edging or linear link of
04:54
of bad edging or linear link of stick edging linear link of
04:56
stick edging linear link of blowing whatever that is in
04:58
blowing whatever that is in that job. maybe the square
04:59
that job. maybe the square footage of a bed for a mulch
05:01
footage of a bed for a mulch installation. We can have
05:02
installation. We can have separate pricing and Set up for
05:04
separate pricing and Set up for one two or three inches of
05:06
one two or three inches of mulch, but the idea is we wanna
05:07
mulch, but the idea is we wanna get these variables whether
05:09
get these variables whether it’s online through a smart
05:11
it’s online through a smart maps or maps, pro measuring and
05:12
maps or maps, pro measuring and satellite or in person, and
05:14
satellite or in person, and once those are in there, we
05:15
once those are in there, we would go and hit the add the
05:18
would go and hit the add the estimate button and what comes
05:19
estimate button and what comes in is a pre templated
05:21
in is a pre templated estimates. so we’re gonna
05:23
estimates. so we’re gonna standardize this so we can
05:23
standardize this so we can delegate it or if we’re still
05:25
delegate it or if we’re still doing the estimates so we have
05:26
doing the estimates so we have a predictable quick workflow
05:27
a predictable quick workflow either. It’s in the office or
05:29
either. It’s in the office or in person we’re gonna select
05:30
in person we’re gonna select the template. let’s just say
05:31
the template. let’s just say for landscape maintenance. Um
05:34
for landscape maintenance. Um landscape install or snow
05:37
landscape install or snow removal or holiday lights, we’d
05:38
removal or holiday lights, we’d have different templates
05:38
have different templates pre-built where all those
05:40
pre-built where all those services load in and based on
05:42
services load in and based on those custom fields or job
05:43
those custom fields or job variables. Uh it is gonna
05:45
variables. Uh it is gonna automatically calculate a price
05:48
automatically calculate a price based on our production rate
05:49
based on our production rate based matrices we’ve set in the
05:50
based matrices we’ve set in the back of the system um and the
05:53
back of the system um and the idea is everything loads and
05:54
idea is everything loads and you’re gonna hit draft to quote
05:55
you’re gonna hit draft to quote for the ones you want now if
05:56
for the ones you want now if some of those services is
05:58
some of those services is populated, the price and we’re
05:58
populated, the price and we’re not quoting them. That’s fine.
05:59
not quoting them. That’s fine. You leave them where they are,
06:00
You leave them where they are, but it’s gonna automatically
06:01
but it’s gonna automatically calculate that price. Now, if
06:04
calculate that price. Now, if you’re looking at this saying
06:05
you’re looking at this saying well, that sounds really great,
06:06
well, that sounds really great, but I don’t know how long it
06:07
but I don’t know how long it takes to mow blow an edge a
06:10
takes to mow blow an edge a property per square foot. I
06:10
property per square foot. I don’t know how long it takes to
06:11
don’t know how long it takes to install mulch or trim those
06:13
install mulch or trim those bushes at small medium and
06:14
bushes at small medium and large. That’s okay. so whether
06:16
large. That’s okay. so whether you’re building yourself or you
06:17
you’re building yourself or you work with an expert like Cy
06:18
work with an expert like Cy growth, we can go and figure
06:20
growth, we can go and figure out um based on what you’re
06:22
out um based on what you’re charging per hour, we can
06:24
charging per hour, we can create custom fields in
06:26
create custom fields in matrices based on you looking
06:27
matrices based on you looking at it and saying I think it’s
06:29
at it and saying I think it’s going to take x amount of hours
06:30
going to take x amount of hours or minutes to do this job and
06:31
or minutes to do this job and then it would calculate a price
06:33
then it would calculate a price in budgeted time and a. Before
06:35
in budgeted time and a. Before profit automatically without
06:37
profit automatically without any emotions, so the idea is
06:38
any emotions, so the idea is we’re gonna standardize the
06:39
we’re gonna standardize the system to a predictable
06:41
system to a predictable workflow so whether it’s based
06:42
workflow so whether it’s based on production rates or minutes
06:43
on production rates or minutes or hours, how long you think
06:44
or hours, how long you think it’s gonna take on your um
06:47
it’s gonna take on your um experience we can do that, but
06:48
experience we can do that, but the cool thing is once we have
06:50
the cool thing is once we have enough data in the system. We
06:52
enough data in the system. We can run a report in three to 6
06:53
can run a report in three to 6 months. It’s okay, based on
06:54
months. It’s okay, based on what actually happened with
06:55
what actually happened with your guys and girls in the
06:57
your guys and girls in the field and your particular
06:58
field and your particular equipment and not the industry
07:00
equipment and not the industry average we can go out and
07:03
average we can go out and create production production
07:05
create production production rate based on your guys and
07:07
rate based on your guys and girls in your equipment. so we
07:08
girls in your equipment. so we can standardize that you can
07:09
can standardize that you can evolve through the system. This
07:10
evolve through the system. This is why this is the ultimate
07:12
is why this is the ultimate road map to service Autopilot
07:14
road map to service Autopilot because we can take you from
07:14
because we can take you from where you’re at and get you to
07:16
where you’re at and get you to where you wanna go if that’s
07:17
where you wanna go if that’s the case, but the idea is now
07:19
the case, but the idea is now we’ve got this ready to go with
07:21
we’ve got this ready to go with the prebuilt template all your
07:23
the prebuilt template all your contract verbiage or estimate
07:24
contract verbiage or estimate verbiage in there as far as um.
07:26
verbiage in there as far as um. if you know, we have different
07:28
if you know, we have different collection fees if they don’t
07:28
collection fees if they don’t pay you things like that, maybe
07:30
pay you things like that, maybe a credit cards on file all that
07:31
a credit cards on file all that is in the estimate slash
07:34
is in the estimate slash contract. so if you can’t close
07:35
contract. so if you can’t close them in person or over the
07:36
them in person or over the phone next thing you wanna do
07:37
phone next thing you wanna do is you wanna go out and email
07:38
is you wanna go out and email that estimate I don’t know. But
07:40
that estimate I don’t know. But I don’t I don’t wanna spend my
07:41
I don’t I don’t wanna spend my day writing one of emails, so
07:43
day writing one of emails, so what we do is have a
07:44
what we do is have a standardized pre template and
07:45
standardized pre template and email that loads you can adjust
07:46
email that loads you can adjust it on the fly. If you want and
07:49
it on the fly. If you want and then you tweak and send it now
07:50
then you tweak and send it now that email goes out to your
07:51
that email goes out to your customer. They can click on it
07:53
customer. They can click on it select the service that they
07:54
select the service that they want and sign electronically
07:56
want and sign electronically and then when they sign
07:57
and then when they sign electronically the time and
07:58
electronically the time and date stamp uh IP addresses
08:01
date stamp uh IP addresses there and you have a printable
08:01
there and you have a printable PDF with their electronic
08:03
PDF with their electronic signatures. So it’s a
08:05
signatures. So it’s a streamlined workflow Now the
08:06
streamlined workflow Now the next thing we wanna look at
08:07
next thing we wanna look at here is. As we scroll across
08:11
here is. As we scroll across this year, I’m gonna kinda
08:12
this year, I’m gonna kinda swing this over and if I can,
08:14
swing this over and if I can, it’s a little touchy but you
08:15
it’s a little touchy but you get the idea so right now.
08:18
get the idea so right now. we’re back over here on the far
08:19
we’re back over here on the far left side screen lost estimates
08:21
left side screen lost estimates so with a fully set up software
08:23
so with a fully set up software here, we need a way to handle
08:25
here, we need a way to handle our lost estimates and what I’m
08:26
our lost estimates and what I’m gonna recommend is we close
08:27
gonna recommend is we close that lead out so we can see him
08:30
that lead out so we can see him in the system, but we’re not
08:31
in the system, but we’re not counting them as a lead that
08:33
counting them as a lead that could actually still buy. Now.
08:34
could actually still buy. Now. we have a clear view in our
08:36
we have a clear view in our sales pipeline and how many
08:37
sales pipeline and how many people could buy and how many
08:39
people could buy and how many people are not gonna buy but we
08:41
people are not gonna buy but we can still see them and nurture
08:43
can still see them and nurture them and upsell. Services
08:45
them and upsell. Services throughout the year, but the
08:46
throughout the year, but the ideas we wanna have database
08:48
ideas we wanna have database hygiene to a very clean look of
08:49
hygiene to a very clean look of what’s going on in your
08:51
what’s going on in your software now, if an estimates
08:52
software now, if an estimates one what I’m gonna recommend is
08:54
one what I’m gonna recommend is most cases is we ask we
08:56
most cases is we ask we schedule right off the
08:57
schedule right off the estimated service so our price
08:59
estimated service so our price our budget of time our
09:00
our budget of time our materials and our costs before
09:01
materials and our costs before profit or automatically
09:03
profit or automatically transferring over to that job.
09:04
transferring over to that job. So there’s no double entry and
09:07
So there’s no double entry and what needs to be on that
09:08
what needs to be on that estimate automatically
09:09
estimate automatically transfers over with no data
09:11
transfers over with no data entry. in addition by doing so,
09:13
entry. in addition by doing so, it’s gonna force you to. That
09:15
it’s gonna force you to. That lead into a client now, this is
09:17
lead into a client now, this is very important because database
09:19
very important because database hygiene we don’t want Missus
09:20
hygiene we don’t want Missus Smith and there is a lead in a
09:21
Smith and there is a lead in a client We wanna have her go
09:23
client We wanna have her go through that customer life
09:24
through that customer life cycle and move from lead to
09:26
cycle and move from lead to clients. We have good stats and
09:27
clients. We have good stats and good data now. the next thing
09:29
good data now. the next thing is we’re gonna go and schedule
09:30
is we’re gonna go and schedule a work so when service
09:32
a work so when service Autopilot is set up to the
09:33
Autopilot is set up to the ultimate blueprint, there’s
09:35
ultimate blueprint, there’s three to four different ways to
09:36
three to four different ways to schedule your work. so the
09:37
schedule your work. so the first one is a one-time job. We
09:39
first one is a one-time job. We know when we’re gonna schedule
09:39
know when we’re gonna schedule the next one is a reoccurring
09:42
the next one is a reoccurring job, so it could be a weekly
09:43
job, so it could be a weekly your. Every three or 4 weeks
09:45
your. Every three or 4 weeks depending on the service um but
09:47
depending on the service um but the idea is it’s a reoccurring
09:48
the idea is it’s a reoccurring repetitive service. Now the
09:49
repetitive service. Now the next one is a waiting list job
09:51
next one is a waiting list job so that going into the fall
09:52
so that going into the fall season here uh we’ll be looking
09:54
season here uh we’ll be looking at a fall clean up fall
09:55
at a fall clean up fall cleanups may have to be done
09:57
cleanups may have to be done from November 1st to November
09:59
from November 1st to November 30th, but they don’t have to be
09:59
30th, but they don’t have to be done on a particular day so the
10:01
done on a particular day so the waiting list gives you that
10:03
waiting list gives you that flexibility to go out and
10:04
flexibility to go out and schedule that job based on
10:06
schedule that job based on route density um to minimize
10:07
route density um to minimize that non billable drive time or
10:09
that non billable drive time or when you’re already in that
10:10
when you’re already in that area now building upon that
10:11
area now building upon that logic, we also have a package.
10:13
logic, we also have a package. Jobs that can be fertilize
10:14
Jobs that can be fertilize fertilization so in the spring,
10:16
fertilization so in the spring, maybe a pre-emergent
10:18
maybe a pre-emergent application has to be done
10:18
application has to be done between March 1st and March
10:20
between March 1st and March 30th. Now it doesn’t matter if
10:21
30th. Now it doesn’t matter if it’s done on the first of the
10:22
it’s done on the first of the thirtieth or somewhere in
10:23
thirtieth or somewhere in between as long as it’s within
10:25
between as long as it’s within that predictable range. So what
10:27
that predictable range. So what a package job is is a series of
10:29
a package job is is a series of waiting list jobs that allows
10:30
waiting list jobs that allows us to go out and do a
10:32
us to go out and do a reoccurring service in certain
10:34
reoccurring service in certain uh scheduled time blocks for
10:36
uh scheduled time blocks for better routing and flexibility
10:37
better routing and flexibility for the business Now, the last
10:39
for the business Now, the last one is going to be a on-demand
10:42
one is going to be a on-demand job. so if you’re do snow
10:43
job. so if you’re do snow removal uh it basically does.
10:45
removal uh it basically does. What it says it’s on demand so
10:47
What it says it’s on demand so when the snow or the ice, the
10:49
when the snow or the ice, the combination of both it, we go
10:50
combination of both it, we go out and put that on demand job
10:53
out and put that on demand job into play. now before we
10:54
into play. now before we schedule the work we always
10:55
schedule the work we always want to double check. There’s a
10:57
want to double check. There’s a price and budget of hours, but
10:57
price and budget of hours, but if you’re following the process
10:59
if you’re following the process of going from an estimate to
11:01
of going from an estimate to the job that will always be
11:02
the job that will always be there. so that’s reassuring
11:05
there. so that’s reassuring that now the next thing is
11:05
that now the next thing is routing, so we wanna be able to
11:07
routing, so we wanna be able to go out and route optimization,
11:09
go out and route optimization, so we’re gonna select the jobs
11:10
so we’re gonna select the jobs visually on a map and optimize
11:12
visually on a map and optimize from start to end uh in service
11:14
from start to end uh in service auto. Twenty-three or less
11:16
auto. Twenty-three or less stops are free, We can use that
11:18
stops are free, We can use that through Google, 24 or more uh
11:20
through Google, 24 or more uh it can be done through a couple
11:23
it can be done through a couple of different platforms in there
11:24
of different platforms in there a very small cost, but it’ll
11:25
a very small cost, but it’ll allow you to optimize massive
11:27
allow you to optimize massive amounts of jobs all at once so
11:29
amounts of jobs all at once so in our snow removal division a
11:31
in our snow removal division a lot of times we would have 600
11:32
lot of times we would have 600 driveways and by using the
11:35
driveways and by using the larger optimization feature, we
11:36
larger optimization feature, we could chunk them all up and
11:38
could chunk them all up and then literally grab chunks of
11:39
then literally grab chunks of sixty to seventy airways and
11:40
sixty to seventy airways and route them. so they ran into
11:42
route them. so they ran into each other. so if you ever had
11:43
each other. so if you ever had a breakdown. We have
11:46
a breakdown. We have optimization of routes running
11:47
optimization of routes running into each other, so that’s a
11:48
into each other, so that’s a great feature, but once you’re
11:50
great feature, but once you’re done routing, you wanna double
11:51
done routing, you wanna double check the order visually on the
11:52
check the order visually on the map with pins say 12345 and so
11:56
map with pins say 12345 and so on just so you know it’s right
11:57
on just so you know it’s right once you save it, they
11:59
once you save it, they automatically populate each
12:00
automatically populate each week. Now. The next thing is a
12:01
week. Now. The next thing is a dispatch board. so this is
12:02
dispatch board. so this is where we get those jobs out
12:04
where we get those jobs out into the field of play so we
12:05
into the field of play so we can go out in under the upper
12:07
can go out in under the upper right hand corner and the two
12:08
right hand corner and the two there’s a more button and we
12:10
there’s a more button and we can drop it in and we can
12:11
can drop it in and we can adjust the cruise. That’s where
12:12
adjust the cruise. That’s where we drag and drop our crew
12:13
we drag and drop our crew update. Uh if you’re coming in
12:15
update. Uh if you’re coming in Monday morning at a no call no
12:17
Monday morning at a no call no show uh we can drag that lady
12:19
show uh we can drag that lady of the crew and replace them so
12:20
of the crew and replace them so our job costing productions and
12:23
our job costing productions and billing is correct will win
12:24
billing is correct will win about a two to three-second
12:26
about a two to three-second drag and drop and we’re gonna
12:27
drag and drop and we’re gonna select our jobs and dispatch
12:29
select our jobs and dispatch and now live in the mobile or
12:31
and now live in the mobile or we’re still printing out. we
12:31
we’re still printing out. we have printed hard copy and then
12:35
have printed hard copy and then as we scroll over here, we’ve
12:35
as we scroll over here, we’ve got our last two columns. We
12:37
got our last two columns. We wanna really look at this is a
12:39
wanna really look at this is a closeout day screen. The close
12:40
closeout day screen. The close out day screen is really
12:42
out day screen is really probably the most important
12:43
probably the most important screen in the whole entire
12:44
screen in the whole entire system in service Autopilot um
12:46
system in service Autopilot um because this is the last. Human
12:48
because this is the last. Human can physically touch this for
12:51
can physically touch this for the seeing the start and stop
12:52
the seeing the start and stop times do we have a budget in
12:54
times do we have a budget in time? Do we have a price? Those
12:55
time? Do we have a price? Those are the things we wanna look at
12:57
are the things we wanna look at so we’re setting ourselves up
12:59
so we’re setting ourselves up for um invoicing Success
13:03
for um invoicing Success payroll success and production
13:04
payroll success and production rate and job costing success.
13:06
rate and job costing success. so we wanna have a two to 3
13:07
so we wanna have a two to 3 minute sweep through here each
13:08
minute sweep through here each day to make sure we have good
13:10
day to make sure we have good data in so we have good data
13:11
data in so we have good data out now whether you’re building
13:12
out now whether you’re building daily weekly or monthly when we
13:14
daily weekly or monthly when we hit midnight these invoices
13:16
hit midnight these invoices automatically. So if you’re
13:18
automatically. So if you’re used to sitting in QuickBooks
13:20
used to sitting in QuickBooks manually at the end of the
13:21
manually at the end of the month, pumping out hours of
13:22
month, pumping out hours of invoices that never happens
13:23
invoices that never happens anymore, so we take our two to
13:25
anymore, so we take our two to 3 minutes a day and review to
13:26
3 minutes a day and review to close out day screen and they
13:27
close out day screen and they automatically generate those
13:29
automatically generate those invoices and if you sync the
13:30
invoices and if you sync the QuickBooks, it automatically
13:31
QuickBooks, it automatically takes us invoices and swings
13:33
takes us invoices and swings them right over to QuickBooks
13:34
them right over to QuickBooks with no double entry. and then
13:37
with no double entry. and then the final part here is invoices
13:38
the final part here is invoices to collections. so everybody
13:39
to collections. so everybody wants to get paid and
13:40
wants to get paid and predominantly when you set up a
13:42
predominantly when you set up a system like service Autopilot
13:43
system like service Autopilot everybody runs over to this
13:45
everybody runs over to this part of the system, but you’ve
13:46
part of the system, but you’ve missed. Things we’ve already
13:49
missed. Things we’ve already been talking about so they
13:51
been talking about so they systematically build on top of
13:51
systematically build on top of it with the foundation, but the
13:53
it with the foundation, but the things that I’d like to go
13:55
things that I’d like to go through when you get to this
13:55
through when you get to this point is how do we charge car
13:58
point is how do we charge car credit cards? How do we invoice
13:59
credit cards? How do we invoice emails? How do we print
14:02
emails? How do we print invoices and all in a matter of
14:03
invoices and all in a matter of three to four clicks of a
14:05
three to four clicks of a button within minutes?
14:06
button within minutes? everything’s done so you’re
14:07
everything’s done so you’re batching out one invoice for
14:08
batching out one invoice for several thousand. It happens in
14:11
several thousand. It happens in minutes and then the final part
14:12
minutes and then the final part is to enter prepayment in so
14:14
is to enter prepayment in so they are assigned to the
14:15
they are assigned to the particular service that the
14:16
particular service that the prepaid for and any contractor.
14:20
prepaid for and any contractor. Basically, installment jobs,
14:21
Basically, installment jobs, you wanna make sure that we
14:23
you wanna make sure that we have the installment set up
14:24
have the installment set up with the jobs that are
14:25
with the jobs that are associated with it and then we
14:27
associated with it and then we dispatch we create a job. We
14:29
dispatch we create a job. We associate that job to the
14:32
associate that job to the contract and then we can have a
14:32
contract and then we can have a price and budget and time to
14:34
price and budget and time to that job. um so we don’t double
14:37
that job. um so we don’t double bill the client cuz it’s just
14:39
bill the client cuz it’s just gonna be included in the
14:40
gonna be included in the contract, but we have all the
14:41
contract, but we have all the information from the production
14:43
information from the production um reports in job cost and
14:45
um reports in job cost and reports so those are the main
14:47
reports so those are the main things for your ultimate
14:48
things for your ultimate blueprint to success in service
14:49
blueprint to success in service Autopilot like I said if you’re
14:51
Autopilot like I said if you’re watching the live. This video
14:52
watching the live. This video feel free to click the link
14:53
feel free to click the link below to get a free
14:55
below to get a free thirty-minute audit from the
14:56
thirty-minute audit from the simple and no pressure. We’re
14:58
simple and no pressure. We’re just gonna show you uh where we
15:01
just gonna show you uh where we see some gaps in your system.
15:02
see some gaps in your system. so I’m gonna dive in to service
15:04
so I’m gonna dive in to service Autopilot actually show you
15:05
Autopilot actually show you what happens when we break this
15:08
what happens when we break this type of system down. so the
15:09
type of system down. so the first thing we’re doing is
15:09
first thing we’re doing is we’re going in and adding a
15:12
we’re going in and adding a lead. And when we add this lead
15:15
lead. And when we add this lead in, we wanna be able to go in
15:16
in, we wanna be able to go in and put our first name. Last
15:20
and put our first name. Last name of the lead, whoever’s
15:22
name of the lead, whoever’s calling us uh in this on the
15:25
calling us uh in this on the phone or on the web, uh the web
15:27
phone or on the web, uh the web form and automatically create
15:28
form and automatically create this uh we’re gonna get their
15:29
this uh we’re gonna get their service address. address.
15:34
And would probably ask the
15:36
And would probably ask the postal code and when you do
15:38
postal code and when you do that it’s going to prompt uh
15:40
that it’s going to prompt uh the confirmation of the city if
15:42
the confirmation of the city if it’s in question and now you’ll
15:45
it’s in question and now you’ll notice the service address
15:46
notice the service address automatically populates in the
15:47
automatically populates in the billing address or minimizing
15:48
billing address or minimizing any data entry um if we need to
15:50
any data entry um if we need to override the billing address
15:52
override the billing address later we can next thing is I’m
15:54
later we can next thing is I’m going in and I’m getting their
15:55
going in and I’m getting their email very important,
15:57
email very important, especially with uh automations,
15:59
especially with uh automations, email marketing.
16:03
And then we’re gonna get their
16:06
And then we’re gonna get their cellphone. We want their cell
16:07
cellphone. We want their cell phone and the reason why we
16:08
phone and the reason why we want their cellphone is we can
16:11
want their cellphone is we can automate text messaging The
16:13
automate text messaging The follow up uh an estimate and if
16:14
follow up uh an estimate and if they become a client, we can
16:15
they become a client, we can use a system called be there be
16:16
use a system called be there be there to automate. Hey, we’re
16:18
there to automate. Hey, we’re on our way to the job and hey
16:19
on our way to the job and hey we finish the job all
16:20
we finish the job all completely automate the next
16:21
completely automate the next thing I’m gonna recommend is
16:22
thing I’m gonna recommend is going on in the details and
16:24
going on in the details and selecting account type,
16:25
selecting account type, commercial and residential.
16:26
commercial and residential. This is really important for
16:27
This is really important for automations and reporting. and
16:30
automations and reporting. and then the last thing is sales
16:31
then the last thing is sales source. We talked about that we
16:33
source. We talked about that we wanna have our lead sources set
16:34
wanna have our lead sources set up and we came. In a nine
16:38
up and we came. In a nine round, direct mailing so we’re
16:40
round, direct mailing so we’re gonna hit save there now this
16:40
gonna hit save there now this lead is created um it’s gonna
16:42
lead is created um it’s gonna do Duke. This is a test address
16:44
do Duke. This is a test address that we use all the time so it
16:46
that we use all the time so it checks it and say, hey, wait a
16:47
checks it and say, hey, wait a minute. There’s something that
16:48
minute. There’s something that looks like this in the system
16:49
looks like this in the system is it okay or do we wanna go
16:52
is it okay or do we wanna go with this one That’s in the
16:53
with this one That’s in the system. So now we’ve created a
16:55
system. So now we’ve created a lead and there’s a visual clues
16:56
lead and there’s a visual clues here that we also go into this
16:58
here that we also go into this ultimate blueprint um but the
17:00
ultimate blueprint um but the long gray bar across the
17:01
long gray bar across the screen. It’s gonna signify.
17:02
screen. It’s gonna signify. That’s a lead when they become
17:03
That’s a lead when they become a client and we talked about
17:04
a client and we talked about converting a lead to a. From
17:07
converting a lead to a. From database hygiene and lead
17:08
database hygiene and lead source tracking conversion um
17:10
source tracking conversion um it’s three distinct columns. So
17:11
it’s three distinct columns. So there’s a visual clues here for
17:12
there’s a visual clues here for your team as well. The idea is
17:14
your team as well. The idea is you really wanna go to the more
17:15
you really wanna go to the more tab and go to property
17:16
tab and go to property measurements. We’re gonna
17:18
measurements. We’re gonna measure this online now. I’m
17:20
measure this online now. I’m gonna show you the process that
17:21
gonna show you the process that we can’t measure it online and
17:23
we can’t measure it online and then I’m gonna walk you through
17:23
then I’m gonna walk you through the process. You can see what
17:25
the process. You can see what the ultimate blueprint two
17:27
the ultimate blueprint two service autopilot it actually
17:28
service autopilot it actually looks like in a service
17:30
looks like in a service business set up um once we
17:31
business set up um once we click over the satellite view,
17:33
click over the satellite view, we’re gonna dial in here now
17:34
we’re gonna dial in here now whether you. Two version three
17:37
whether you. Two version three uh the same functionality here
17:39
uh the same functionality here just may look a little bit
17:39
just may look a little bit different, but we’re gonna plug
17:41
different, but we’re gonna plug this in and measure the area
17:46
this in and measure the area here.
17:50
The house.
17:56
And we’re gonna grab the turf
17:58
And we’re gonna grab the turf square footage and I’m gonna
18:00
square footage and I’m gonna show you how we can adjust the
18:03
show you how we can adjust the edit area here to uh once we
18:05
edit area here to uh once we get it so I did I forgot to
18:07
get it so I did I forgot to drop this button over here I
18:08
drop this button over here I can edit on the fly, but the
18:10
can edit on the fly, but the ideas you wanna label this up
18:11
ideas you wanna label this up on the left here of square
18:13
on the left here of square footage and I would recommend
18:16
footage and I would recommend coloring it just so now every
18:17
coloring it just so now every time we pull this up if I hit
18:20
time we pull this up if I hit save this will be automatically
18:21
save this will be automatically saved so I can see the area
18:23
saved so I can see the area I’ve actually estimated and
18:24
I’ve actually estimated and then the next thing I. Do is go
18:27
then the next thing I. Do is go in and I’m gonna subtract the
18:30
in and I’m gonna subtract the area of fictitious of a pool.
18:31
area of fictitious of a pool. just so you can kinda see what
18:33
just so you can kinda see what goes on here so I can go in and
18:35
goes on here so I can go in and add or subtract or leave a no
18:38
add or subtract or leave a no value. So I’m just gonna put
18:39
value. So I’m just gonna put this in as our pool and grab
18:43
this in as our pool and grab our blue here and drop that in
18:44
our blue here and drop that in so now I’ve got this area here.
18:47
so now I’ve got this area here. I’m gonna hit this plus and
18:47
I’m gonna hit this plus and make it a negative and you
18:49
make it a negative and you could see it takes that from
18:51
could see it takes that from the 8000 square feet and it
18:51
the 8000 square feet and it gives me about 7400 so I’m
18:54
gives me about 7400 so I’m gonna go down. And select my
18:57
gonna go down. And select my custom feel now you’d never
18:58
custom feel now you’d never have this many custom fields
19:00
have this many custom fields here um, but this is obviously
19:01
here um, but this is obviously a test account so I grabbed my
19:04
a test account so I grabbed my turf square footage and hit
19:06
turf square footage and hit save and now I’ve saved that
19:08
save and now I’ve saved that job variable or the custom
19:09
job variable or the custom field that we talked about in
19:11
field that we talked about in the workflow blueprint now.
19:14
the workflow blueprint now. People are gonna say well,
19:16
People are gonna say well, Mike, what happens if I can’t
19:18
Mike, what happens if I can’t measure it online or I really
19:20
measure it online or I really wanna do an onsite as so the
19:22
wanna do an onsite as so the thing is you’re gonna go for
19:23
thing is you’re gonna go for your a for auto assist in your
19:25
your a for auto assist in your laptop in the truck or car that
19:26
laptop in the truck or car that you’re doing an estimates in or
19:28
you’re doing an estimates in or in your mobile phone in the
19:30
in your mobile phone in the service, Autopilot app you can
19:31
service, Autopilot app you can pull this up in this will pull
19:34
pull this up in this will pull up um disability so I’m gonna
19:36
up um disability so I’m gonna go to my on site as form and
19:38
go to my on site as form and this is this is something that
19:40
this is this is something that simple growth built proprietary
19:42
simple growth built proprietary to our workflow that we teach
19:43
to our workflow that we teach people because we needed a way
19:46
people because we needed a way to not teach the features and
19:47
to not teach the features and functions of the software, but
19:48
functions of the software, but we wanted to teach a workflow.
19:50
we wanted to teach a workflow. You delegate that or use it
19:53
You delegate that or use it yourself to streamline the
19:54
yourself to streamline the process, so we couldn’t measure
19:55
process, so we couldn’t measure the square footage. We have an
19:57
the square footage. We have an area here, Linear link the
19:58
area here, Linear link the landscape, bed and bed square
20:00
landscape, bed and bed square footage. I’m just gonna jump on
20:01
footage. I’m just gonna jump on and say okay. Maybe I wanna do
20:02
and say okay. Maybe I wanna do a mulch job and I can’t measure
20:04
a mulch job and I can’t measure that online. So I’m gonna say
20:05
that online. So I’m gonna say it’s a two-inch job and I’ve
20:06
it’s a two-inch job and I’ve got a thousand square foot bed
20:08
got a thousand square foot bed now if I put a 1001 inch and
20:10
now if I put a 1001 inch and the three inch, it will
20:10
the three inch, it will calculate the price based on
20:12
calculate the price based on that debt. So we’ve customized
20:14
that debt. So we’ve customized our estimating based on the
20:17
our estimating based on the particular outcomes. So the
20:18
particular outcomes. So the idea is you walk around you
20:19
idea is you walk around you measure it. Or do it here and
20:21
measure it. Or do it here and you put the variable in it’s
20:23
you put the variable in it’s calculated price budgeted time
20:25
calculated price budgeted time and a uh a profit basically or
20:28
and a uh a profit basically or cost before profit materials
20:30
cost before profit materials and labor So I’m gonna go in
20:32
and labor So I’m gonna go in and shrub pruning I go into my
20:33
and shrub pruning I go into my large medium and small shrubs
20:34
large medium and small shrubs and my large shrubs. I’m gonna
20:37
and my large shrubs. I’m gonna ft to say there’s ten of those
20:39
ft to say there’s ten of those are um larger than six feet up
20:41
are um larger than six feet up to ten. my medium are um in
20:44
to ten. my medium are um in here, let’s say there’s five
20:45
here, let’s say there’s five and then my small shrubs are
20:47
and then my small shrubs are under three feet. I’m gonna say
20:48
under three feet. I’m gonna say there’s fifteen of those. I got
20:51
there’s fifteen of those. I got heads with or without a ladder,
20:51
heads with or without a ladder, so I’m gonna say without or
20:54
so I’m gonna say without or with a ladder. I’m gonna say
20:55
with a ladder. I’m gonna say there’s two sections that ten
20:57
there’s two sections that ten feet each to twenty linear feet
20:59
feet each to twenty linear feet of hydro both sides and An area
21:03
of hydro both sides and An area where I can put property
21:04
where I can put property specific note. I’m gonna say
21:05
specific note. I’m gonna say it’s not. include. Pedro and
21:12
it’s not. include. Pedro and West lot line so the reason why
21:15
West lot line so the reason why we have this here is a lot of
21:17
we have this here is a lot of times at least myself. I’m
21:18
times at least myself. I’m walking around the property and
21:19
walking around the property and I’m making a mental note or I’m
21:22
I’m making a mental note or I’m trying to scribble down on a
21:23
trying to scribble down on a piece of paper and by the time
21:24
piece of paper and by the time I get to the I forgot to add
21:26
I get to the I forgot to add those notes and now you can add
21:27
those notes and now you can add them directly from your mobile
21:27
them directly from your mobile and then you’re gonna
21:28
and then you’re gonna incorporate from the mobile
21:30
incorporate from the mobile right to the estimates you
21:31
right to the estimates you never forget to have specific
21:32
never forget to have specific notes based on that shrub
21:34
notes based on that shrub trimming job. now if you do it,
21:37
trimming job. now if you do it, snow removal we can go in and
21:38
snow removal we can go in and put parking lot or driveway
21:39
put parking lot or driveway square footage. I’m gonna put a
21:40
square footage. I’m gonna put a 1200 square feet for that there
21:41
1200 square feet for that there and I’ve also got the notes
21:43
and I’ve also got the notes here. I’m gonna say uh.
21:48
Include. Turn around and
21:54
Include. Turn around and driveway, so if I was doing an
21:56
driveway, so if I was doing an accident now or in the future
21:57
accident now or in the future that would apply to the
21:59
that would apply to the estimate for snow removal. the
22:01
estimate for snow removal. the idea is we hit submit here now,
22:02
idea is we hit submit here now, so we measured it online. We’ve
22:03
so we measured it online. We’ve done an on-site estimate form
22:05
done an on-site estimate form through our mobile or walking
22:06
through our mobile or walking around with a laptop and we’d
22:09
around with a laptop and we’d scroll back up and now we’ve
22:10
scroll back up and now we’ve have the ability to just
22:13
have the ability to just literally click and go for
22:14
literally click and go for this. This is really
22:15
this. This is really instrumental uh this is how I
22:18
instrumental uh this is how I took myself to 35 to forty
22:20
took myself to 35 to forty estimates a day in the spring
22:21
estimates a day in the spring season to delegate those and
22:22
season to delegate those and have pretty much the almost
22:24
have pretty much the almost identical. Results cuz we’ve
22:26
identical. Results cuz we’ve created a process and system
22:27
created a process and system around there now you notice the
22:29
around there now you notice the online onsite form here um that
22:31
online onsite form here um that is an audit trail. so it’s
22:32
is an audit trail. so it’s always there to refer back to
22:34
always there to refer back to what was put in and now we’re
22:35
what was put in and now we’re simply go to templates and when
22:37
simply go to templates and when we click templates, that’s
22:38
we click templates, that’s gonna load the document the
22:40
gonna load the document the grids the matrices for
22:42
grids the matrices for everything we want in there
22:42
everything we want in there once we don’t have to click
22:44
once we don’t have to click around and select multiple
22:45
around and select multiple things we’ve connected them. so
22:46
things we’ve connected them. so we’re gonna go in and grab a
22:50
we’re gonna go in and grab a lead template. I recommend
22:51
lead template. I recommend making a leading client
22:52
making a leading client template reason being is if you
22:53
template reason being is if you have a lead that’s. That’s a
22:56
have a lead that’s. That’s a significantly different
22:57
significantly different conversation than a client that
22:59
conversation than a client that you’ve worked for so as we’re
23:00
you’ve worked for so as we’re going in here in the test
23:03
going in here in the test account. um I may have clicked
23:04
account. um I may have clicked the wrong custom field, but
23:05
the wrong custom field, but obviously to set this up in
23:07
obviously to set this up in your instance, you don’t only
23:09
your instance, you don’t only have one-third custom field and
23:10
have one-third custom field and we’ve got about forty-five or
23:11
we’ve got about forty-five or fifty here, but that 7400
23:13
fifty here, but that 7400 square feet would automatically
23:15
square feet would automatically load in from the map and
23:16
load in from the map and fictitious I’ve got a price of
23:18
fictitious I’ve got a price of thirty Bucks .4 hours to do it
23:20
thirty Bucks .4 hours to do it and it cost of $14.76 before
23:24
and it cost of $14.76 before profit labor materials full
23:24
profit labor materials full overhead. now what I’ve done
23:25
overhead. now what I’ve done is. Residential postal codes or
23:30
is. Residential postal codes or towns that we’re working on so
23:31
towns that we’re working on so I put the number one next to
23:31
I put the number one next to this town. It’s gonna
23:32
this town. It’s gonna automatically calculate a price
23:34
automatically calculate a price based on .169 hours and a cost
23:36
based on .169 hours and a cost of $5.91. So what I’ve done now
23:39
of $5.91. So what I’ve done now is given service autopilot the
23:40
is given service autopilot the ability to figure my onsite
23:43
ability to figure my onsite price budget and time and cost
23:45
price budget and time and cost for profit and then a quote
23:46
for profit and then a quote unquote non billable
23:48
unquote non billable mobilization price time and
23:50
mobilization price time and cost all the consumers are
23:50
cost all the consumers are gonna see is this thirty 809
23:52
gonna see is this thirty 809 for mowing but now that’s my
23:53
for mowing but now that’s my imaginary checklist of
23:55
imaginary checklist of estimating behind the scenes.
23:57
estimating behind the scenes. Uh when you use the automated
23:58
Uh when you use the automated or basically the fully set up
24:00
or basically the fully set up blueprint from simple growth,
24:01
blueprint from simple growth, these are the things that you
24:03
these are the things that you can happen in your business.
24:05
can happen in your business. Now, let’s go in here and I’m
24:07
Now, let’s go in here and I’m gonna put that 7400 in there
24:08
gonna put that 7400 in there and this would automatically
24:10
and this would automatically calculate but I in the haze of
24:12
calculate but I in the haze of all the different accounts
24:13
all the different accounts here. I didn’t select the right
24:15
here. I didn’t select the right custom field like I said. you
24:16
custom field like I said. you would only have one in a normal
24:17
would only have one in a normal account, but what happens is it
24:18
account, but what happens is it takes that 7400 square feet?
24:20
takes that 7400 square feet? It’s calculating a price for
24:22
It’s calculating a price for application a time and a cost
24:24
application a time and a cost of labor overhead and materials
24:26
of labor overhead and materials for your fertilizing and all we
24:28
for your fertilizing and all we have to do is go to draft a
24:29
have to do is go to draft a quote and we’re able to do.
24:31
quote and we’re able to do. You’ll notice our Grub control
24:33
You’ll notice our Grub control is significantly more expensive
24:34
is significantly more expensive than our normal around here, so
24:36
than our normal around here, so if you have different products
24:37
if you have different products or production rates, you need
24:38
or production rates, you need to charge more or less for each
24:39
to charge more or less for each round, you can do that as well
24:41
round, you can do that as well and then you’ll see down here
24:43
and then you’ll see down here uh when the system is fully set
24:44
uh when the system is fully set up, you would default this to
24:47
up, you would default this to whatever you want I would
24:48
whatever you want I would recommend package item total
24:49
recommend package item total only so once you have this set
24:51
only so once you have this set up under estimate setting you
24:52
up under estimate setting you would have this automatically
24:54
would have this automatically set so you would never have to
24:55
set so you would never have to click this so I’m gonna go in
24:57
click this so I’m gonna go in and quote our mowing and our
24:59
and quote our mowing and our fertilization. Go down to the
25:01
fertilization. Go down to the shrub pruning here as well, so
25:03
shrub pruning here as well, so you’ll see obviously using that
25:04
you’ll see obviously using that on that’s from the number of
25:06
on that’s from the number of shrubs pumped in there
25:08
shrubs pumped in there automatically just like the
25:09
automatically just like the square footage did and uh turf
25:12
square footage did and uh turf and I’ve got a price for each
25:13
and I’ve got a price for each size uh a bush and a budget at
25:16
size uh a bush and a budget at times. so that’s a $286
25:20
times. so that’s a $286 pruning. now I can go in and
25:20
pruning. now I can go in and add my dump fee, which is
25:22
add my dump fee, which is already here. So if there’s
25:24
already here. So if there’s certain things you wanna have
25:24
certain things you wanna have default and I’ve got a dump for
25:26
default and I’ve got a dump for you with budgeted time and
25:27
you with budgeted time and you’re gonna go back in and add
25:28
you’re gonna go back in and add the number one next to that
25:30
the number one next to that post that could again for drive
25:31
post that could again for drive time, but you know instead of
25:32
time, but you know instead of eight. It’s $140 mobilization
25:35
eight. It’s $140 mobilization round trip because I can’t do
25:37
round trip because I can’t do as many pruning jobs and days I
25:38
as many pruning jobs and days I can and mowing so I’ve got to
25:40
can and mowing so I’ve got to spread that non billable time
25:42
spread that non billable time across fewer jobs. It’s 140
25:44
across fewer jobs. It’s 140 bucks. so I’m gonna hit quote
25:46
bucks. so I’m gonna hit quote here and what we’re gonna see
25:47
here and what we’re gonna see here is that this pruning job
25:50
here is that this pruning job the customer is only gonna see
25:52
the customer is only gonna see $426. They don’t know we’ve
25:53
$426. They don’t know we’ve counted the number of shrubs
25:54
counted the number of shrubs they don’t know we’ve charged
25:55
they don’t know we’ve charged for disposal or drive time. but
25:58
for disposal or drive time. but now we know it’s 426 Bucks.
26:00
now we know it’s 426 Bucks. It’s 6 hours for one person to
26:02
It’s 6 hours for one person to get it done and it’s costing me
26:03
get it done and it’s costing me before profit fictitious in
26:05
before profit fictitious in this example, $212 and we’ve
26:07
this example, $212 and we’ve got a systematic way. Through
26:10
got a systematic way. Through and build this out now
26:11
and build this out now remember, I also said we forget
26:14
remember, I also said we forget to put in the notes of hey it
26:15
to put in the notes of hey it doesn’t include the head on the
26:17
doesn’t include the head on the West line. We’ve included that
26:19
West line. We’ve included that linked it in here automatically
26:20
linked it in here automatically you’ll see that on the quote
26:22
you’ll see that on the quote minute. so all you need to do
26:22
minute. so all you need to do is go out now and hit save and
26:24
is go out now and hit save and it’s going to save this in the
26:26
it’s going to save this in the system and it’s gonna pull up
26:28
system and it’s gonna pull up an automated email that links
26:30
an automated email that links everything together for you.
26:30
everything together for you. This is not part of automation.
26:32
This is not part of automation. This is the Standard system of
26:34
This is the Standard system of service Autopilot if you set it
26:35
service Autopilot if you set it up 100% for what we’re showing
26:36
up 100% for what we’re showing you here uh from simple. As a
26:39
you here uh from simple. As a certified adviser, so if you
26:40
certified adviser, so if you need some help once again,
26:42
need some help once again, there is a link here in the
26:44
there is a link here in the comments to click and get a
26:46
comments to click and get a free 30 minute audit uh whether
26:47
free 30 minute audit uh whether you’re in service Autopilot or
26:49
you’re in service Autopilot or another platform uh we also do
26:50
another platform uh we also do audits for other softwares as
26:53
audits for other softwares as well to see where you’re
26:54
well to see where you’re missing some gaps. But the idea
26:54
missing some gaps. But the idea is we got a free template.
26:56
is we got a free template. Email some clickable buttons if
26:58
Email some clickable buttons if they’re mobile to call or text
26:58
they’re mobile to call or text our office. we’ve got our lead
27:00
our office. we’ve got our lead letter. This is the five or six
27:02
letter. This is the five or six main reasons why a business is
27:03
main reasons why a business is different and why they wanna
27:05
different and why they wanna work with us. besides our
27:06
work with us. besides our competitors and yes some
27:07
competitors and yes some testimonial. Social proof so
27:09
testimonial. Social proof so we’re gonna go in and hit send
27:10
we’re gonna go in and hit send and I’m gonna hop on my screen
27:13
and I’m gonna hop on my screen here and I’ll pull up my email
27:14
here and I’ll pull up my email and show you what the consumers
27:16
and show you what the consumers actually gonna get in their
27:18
actually gonna get in their email, but this is you know,
27:19
email, but this is you know, basically the the ideal set up
27:21
basically the the ideal set up for service Autopilot and one
27:23
for service Autopilot and one it’s 100% set up. This is what
27:25
it’s 100% set up. This is what you’re getting out of the
27:26
you’re getting out of the system. A predictable system
27:27
system. A predictable system can be delegated to an office
27:29
can be delegated to an office person, a virtual assistant
27:30
person, a virtual assistant halfway across the world, or if
27:31
halfway across the world, or if you’re using it yourself you’re
27:33
you’re using it yourself you’re buying hours and hours a week
27:34
buying hours and hours a week back with predictable systems
27:36
back with predictable systems and processes. So what we’ve
27:37
and processes. So what we’ve got here now is I’m pulling it
27:40
got here now is I’m pulling it over. We’ve got the. Email So
27:42
over. We’ve got the. Email So right now, if you’re looking at
27:43
right now, if you’re looking at this, I am your potential new
27:45
this, I am your potential new consumers. I’m going in as a
27:46
consumers. I’m going in as a consumer saying, alright
27:47
consumer saying, alright perfect. let’s check this out.
27:48
perfect. let’s check this out. let’s click the view my
27:49
let’s click the view my proposal. And when this is here
27:54
proposal. And when this is here it loads in and uh obviously it
27:56
it loads in and uh obviously it doesn’t have to look like this,
27:58
doesn’t have to look like this, but we’ve got an estimate.
27:59
but we’ve got an estimate. We’ve got billing information
28:00
We’ve got billing information step one select the services
28:02
step one select the services step to accept and sign the
28:04
step to accept and sign the screen so as a proof of
28:05
screen so as a proof of concept, I don’t recommend this
28:07
concept, I don’t recommend this for lawn mowing or any other
28:08
for lawn mowing or any other service to have this much
28:09
service to have this much detail on the service item, but
28:11
detail on the service item, but you can have as much as a
28:12
you can have as much as a little detail as you want, I’d
28:14
little detail as you want, I’d recommend having just some
28:15
recommend having just some service details in the mowing
28:16
service details in the mowing in terms in the extra stuff
28:17
in terms in the extra stuff down below this in the
28:19
down below this in the contractual area. I’ve got my
28:20
contractual area. I’ve got my lawn mower for. Cut so I’m
28:22
lawn mower for. Cut so I’m gonna click and accept it fully
28:25
gonna click and accept it fully set up. I highly recommend
28:26
set up. I highly recommend creating a video in embedded on
28:29
creating a video in embedded on the service line and then some
28:29
the service line and then some other ones down below and I’m
28:31
other ones down below and I’m gonna get into that. Second.
28:32
gonna get into that. Second. This is your road map for
28:33
This is your road map for success of SA this video
28:37
success of SA this video actually plays live inside the
28:38
actually plays live inside the estimate so you can create your
28:41
estimate so you can create your virtual 24/7 sales person. We
28:42
virtual 24/7 sales person. We wanna address what’s included
28:43
wanna address what’s included in the service. What’s not
28:45
in the service. What’s not included in overcoming sales or
28:46
included in overcoming sales or price objections, so we’re
28:47
price objections, so we’re creating a higher perceived
28:48
creating a higher perceived value, so you can charge a
28:49
value, so you can charge a higher price and we’re
28:50
higher price and we’re shortening. Cycle by addressing
28:53
shortening. Cycle by addressing things like do I need to be
28:54
things like do I need to be home to have the service done
28:55
home to have the service done is a certain insurance I should
28:57
is a certain insurance I should be requiring this is a way to
28:59
be requiring this is a way to automate the sales process and
29:01
automate the sales process and not have it revolve around the
29:02
not have it revolve around the business owner to close sales.
29:03
business owner to close sales. We’ve got our fertilization. A
29:07
We’ve got our fertilization. A lot of states require all the
29:08
lot of states require all the EPA information, so I’ve got
29:09
EPA information, so I’ve got each application with all the
29:11
each application with all the information and time and the
29:13
information and time and the price I can go in now and
29:15
price I can go in now and select the five-step
29:17
select the five-step fertilization and now the last
29:19
fertilization and now the last thing is shrub pruning. special
29:20
thing is shrub pruning. special job notes. Merges right into
29:23
job notes. Merges right into the as it does not include the
29:25
the as it does not include the head on the West line. We
29:25
head on the West line. We didn’t forget it. We put it in
29:27
didn’t forget it. We put it in our mobile On-Site form. it was
29:29
our mobile On-Site form. it was predictable now the consumer
29:31
predictable now the consumer gets all the information they
29:32
gets all the information they need here. What’s included, but
29:35
need here. What’s included, but we’ve been able to break down
29:36
we’ve been able to break down the production based on small
29:38
the production based on small medium and large shrubs hedges
29:40
medium and large shrubs hedges with or without a ladder and
29:41
with or without a ladder and disposal and drive time. we’ve
29:44
disposal and drive time. we’ve created a glorified invisible
29:46
created a glorified invisible estimating checklist behind the
29:47
estimating checklist behind the scenes and now we make sure we
29:49
scenes and now we make sure we have profitable predictable
29:51
have profitable predictable estimates each and every time
29:52
estimates each and every time we’ve got invoice. General
29:55
we’ve got invoice. General contractor terms more clickable
29:56
contractor terms more clickable buttons if they’re on mobile
29:58
buttons if they’re on mobile and I included nine more videos
29:59
and I included nine more videos of our core services where we
30:01
of our core services where we educated what was included.
30:02
educated what was included. What wasn’t included. So it’s a
30:04
What wasn’t included. So it’s a soft education with possibly an
30:06
soft education with possibly an up sell on it, then the most
30:08
up sell on it, then the most important part if you need a
30:11
important part if you need a signature which I recommend,
30:12
signature which I recommend, click here to sign they can
30:13
click here to sign they can sign electronically with their
30:15
sign electronically with their mouse They print their name and
30:19
mouse They print their name and accept and before I hit that
30:20
accept and before I hit that accept if you need to provide
30:22
accept if you need to provide MSD labels or anything else for
30:23
MSD labels or anything else for chemicals for chemical
30:24
chemicals for chemical tracking. Information can be
30:26
tracking. Information can be built right into the system
30:28
built right into the system Service Autopilot, so it’s a
30:29
Service Autopilot, so it’s a one stop shop uh especially if
30:31
one stop shop uh especially if you’re a state like New York
30:32
you’re a state like New York that requires a signature
30:33
that requires a signature electronic or physical. This is
30:36
electronic or physical. This is actually gonna cover you for
30:37
actually gonna cover you for New York State DEC law amongst
30:39
New York State DEC law amongst other states as well, obviously
30:40
other states as well, obviously always check with your state,
30:42
always check with your state, but this is a process that’s
30:43
but this is a process that’s gonna do that. so what I’m
30:45
gonna do that. so what I’m gonna do now in a minute is
30:46
gonna do now in a minute is jump back in the service,
30:47
jump back in the service, Autopilot and show you what a
30:50
Autopilot and show you what a um electronic signature looks
30:52
um electronic signature looks like and the stamp in IP
30:54
like and the stamp in IP address. So I’m back in here,
30:57
address. So I’m back in here, I’m gonna close out of this
30:58
I’m gonna close out of this assessment and lo and behold
31:00
assessment and lo and behold the estimate is already marked
31:01
the estimate is already marked to one. So I’m gonna click into
31:03
to one. So I’m gonna click into this and when you have the
31:04
this and when you have the fully set up service Autopilot
31:06
fully set up service Autopilot based on the simple blueprint,
31:08
based on the simple blueprint, you’re gonna have that
31:08
you’re gonna have that signature information all up
31:10
signature information all up here time and date stamped to
31:11
here time and date stamped to the IP address and under
31:14
the IP address and under attachments. we’re gonna be
31:15
attachments. we’re gonna be able to go in and click the
31:16
able to go in and click the attachment and get a printable
31:18
attachment and get a printable PDF with the electronic
31:21
PDF with the electronic signature um and I will tell
31:22
signature um and I will tell you as far as like pesticide
31:24
you as far as like pesticide laws. Check with your state,
31:26
laws. Check with your state, but this works we’ve been
31:26
but this works we’ve been audited with it or if you’re
31:29
audited with it or if you’re going to collections between
31:30
going to collections between the time and date stamp IP
31:31
the time and date stamp IP address in the electronic
31:33
address in the electronic signature on your contract, it
31:34
signature on your contract, it is a slam dunk and if you can
31:36
is a slam dunk and if you can see it here and I bumped this
31:38
see it here and I bumped this right out, you can see my
31:41
right out, you can see my electronic signature here so.
31:42
electronic signature here so. so if. This is something of
31:45
so if. This is something of interest whether you’re using
31:47
interest whether you’re using service Autopilot or another
31:49
service Autopilot or another platform um feel free to click
31:51
platform um feel free to click the link here for the SA audit
31:53
the link here for the SA audit or basically the CRM audit. but
31:55
or basically the CRM audit. but what we’re gonna do is take you
31:57
what we’re gonna do is take you through this fully set up um
32:01
through this fully set up um process and make sure that
32:03
process and make sure that you’re not missing any of the
32:05
you’re not missing any of the dots a lot of times when people
32:05
dots a lot of times when people come in to set service
32:07
come in to set service autopilot or any other
32:08
autopilot or any other software. A lot of the dots are
32:09
software. A lot of the dots are there, but they’re not
32:10
there, but they’re not connected in a streamlined
32:12
connected in a streamlined workflow so to set this up,
32:15
workflow so to set this up, there’s probably. Thirty place
32:17
there’s probably. Thirty place you need to touch in the
32:17
you need to touch in the system, but once it’s set up,
32:20
system, but once it’s set up, we’re working on five to six
32:21
we’re working on five to six screens of Sachs with basically
32:24
screens of Sachs with basically streamlined predictability and
32:26
streamlined predictability and success for your service
32:28
success for your service business. This can be done for
32:29
business. This can be done for lawn care pest control home
32:32
lawn care pest control home cleaning a home cleaning a lot
32:33
cleaning a home cleaning a lot of times uh the question is and
32:34
of times uh the question is and even in lawn care. uh maybe you
32:36
even in lawn care. uh maybe you don’t wanna give an exact price
32:37
don’t wanna give an exact price we figured out based on this
32:38
we figured out based on this process to how to do a high low
32:41
process to how to do a high low price range so spring and fall
32:42
price range so spring and fall cleanups are ideal. Maybe you
32:43
cleanups are ideal. Maybe you don’t wanna do a set price, but
32:45
don’t wanna do a set price, but you can set a minimum with a
32:46
you can set a minimum with a maximum and the customer and
32:47
maximum and the customer and you are. On both ends and uh
32:51
you are. On both ends and uh we’ve done this through paving
32:53
we’ve done this through paving driveway seal uh hardscape
32:55
driveway seal uh hardscape design build This is the
32:56
design build This is the foundational set of service
32:57
foundational set of service Autopilot for success with some
32:59
Autopilot for success with some minor tweaks based on your
33:01
minor tweaks based on your industries. So if you’re
33:01
industries. So if you’re interested to see if you’re
33:03
interested to see if you’re using all the parts of success
33:04
using all the parts of success in service, autopilot or any
33:05
in service, autopilot or any other CRM, click the link below
33:07
other CRM, click the link below for your free essay audit.

Why You Should Dig Into Your Numbers Weekly & What Can Happen If You Don’t

Video Transcript

00:01
hey mike kelly here i want to make a
00:02
quick video about
00:03
digging into your numbers weekly in your
00:05
business uh today’s sunday when i’m
00:06
actually making this business and
00:08
it doesn’t matter the day that you
00:09
actually go in and set aside to dig in
00:12
your numbers but i preferably
00:13
like sundays i try to get up before
00:15
everybody in the house
00:16
and literally dig into the numbers of
00:19
the previous week
00:20
um i ideally like sundays is because it
00:23
gives you a really
00:24
good look at what happened the week
00:26
before and it allows you to set some
00:28
goals for the week that you’re getting
00:29
into
00:30
a quick early sunday or late sunday
00:32
rhythm
00:33
i really really like that and the idea
00:35
is that it’s going to create a sense of
00:37
urgency to see if you’re on track
00:39
budget versus actual where your expense
00:41
is higher or lower
00:43
and where were you going but literally
00:45
diving in
00:46
to those numbers on a weekly basis
00:48
preferably on a sunday morning or sunday
00:50
night before you start it’s going to
00:51
give you a clear picture where
00:52
you were last week and where you want to
00:55
go
00:56
next week so highly recommend diving
00:59
into your numbers
01:01
uh if you don’t have your budget in
01:02
quickbooks i really recommend
01:04
doing so but running a quick accurate
01:07
basis
01:08
um actual verse budget for the month and
01:10
year to date taking a look at that
01:12
so it’s the first thing i’m looking at
01:14
the next thing i’m looking at is our
01:15
actual verse budgeted
01:17
man hours in the field so what do we got
01:20
going far is
01:21
where we at budget below or over for
01:23
each crew each division so i have a good
01:25
look at where we’re at
01:26
uh for last week and going into this
01:29
week
01:30
have we already dispatched those jobs in
01:32
our crm
01:33
and um basically seeing
01:36
are we setting ourselves up for success
01:38
going into next year or next week
01:41
and then the final thing is um
01:44
just going into taking a look at our
01:45
labor and how are we situated for
01:48
uh the rest of the season so you want to
01:50
be going in and
01:52
looking at budget versus actual in your
01:55
quickbooks budget the next one is
01:58
um how do we look for budget versus
02:00
actual
02:01
for labor and really the third one tied
02:04
into that is have we set ourselves up
02:05
success for scheduling
02:07
um for the amount of hours or revenue we
02:09
should be building out each day
02:11
in each week so comments questions drop
02:13
below callahan’s corner you drop
02:15
the questions and we answer them live
02:16
right here on facebook digging into
02:18
financial numbers today
02:20
and a possibly weekly rhythm on either
02:22
sunday morning or sunday
02:23
evenings we’ll see you soon

SA Weekly Talk Show: Fully Automating Your Business

Video Transcript

00:00
you’re listening to the simple growth
00:02
podcast
00:03
the show that helps business owners get
00:05
their life back
00:06
here’s your host mike callahan welcome
00:09
back to the sa weekly talk show mike
00:11
kelly i’m here with cody owen
00:12
my co-host i’ve got a huge lineup coming
00:15
next week
00:16
carla from the landscaping accountant is
00:18
going to be joining cody and i
00:20
talking about all things landscape and
00:23
accounting but this week
00:25
kind of backed by popular demand a lot
00:26
of people were asking
00:28
over the last several months mike would
00:30
you mind going in and breaking down
00:33
how you automated your service business
00:35
um and kind of the story behind that
00:37
and if i’m going to look at a business
00:40
fully automated on service autopilot
00:42
what are
00:43
the things i should be looking at to
00:45
doing that so whether you go out and
00:47
utilize a certified advisor you’re
00:49
building them yourself
00:50
or working with all the experts over at
00:52
the automation pro plus launch team
00:54
over at service autopilot which is also
00:56
a great resource
00:57
as you’re going in and kind of
00:58
conceptualizing what does a
01:01
service business look like fully
01:02
automated i’m going to kind of break it
01:04
down
01:05
how we actually did it in my company
01:07
step by step and what you’re going to
01:08
find
01:09
in your business is you can’t really
01:10
automate the whole thing out the gate
01:12
there’s certain areas that you want to
01:13
look at look at and i’m going to kind of
01:15
expose some of the biggest pain points
01:17
in my business as we started the scale
01:19
um and there’s basically as we find
01:21
traditionally in most service businesses
01:23
there’s really
01:24
three main hurdles or blocks in your
01:27
business
01:28
of growth to that million mark and well
01:30
beyond and if you’ve been lucky enough
01:31
to
01:32
kind of blow past some of these hurdles
01:34
or just kind of as we say grind through
01:36
them
01:36
um if you can automate these areas in
01:39
your business
01:40
it’ll start pulling that time back and
01:42
allow you to as michael gerber says work
01:44
on the business and not in it or
01:45
um if you’ve got a long-lost family and
01:47
friends you haven’t talked to in the
01:48
last five years because you’ve been
01:49
working 100 hours a week well
01:51
uh you may be able to make some
01:52
reacquaintance of actually seeing your
01:54
wife or husband at
01:55
dinner for once in a while and seeing
01:56
them on the weekends so i’m going to be
01:58
kind of diving into that before we jump
01:59
into it cody though um
02:02
just kind of touching base with you
02:03
what’s going on what’s new what’s good
02:05
uh since last time we talked last week
02:06
on the essay weekly talk show with uh
02:08
dylan rothenberg
02:10
um well i have disappeared into a
02:13
world of virtual reality my uh my vr
02:16
headset arrived and that’s kind of been
02:17
what i’ve been doing for fun i don’t
02:19
have anything exciting to report
02:22
all right well you know maybe the fun is
02:24
inside the goggles you never know
02:25
so i was they’re pretty cool we’ll have
02:27
to give a little show and tell later in
02:29
the
02:29
show today but um and if you’re watching
02:31
the podcast or listen to the podcast you
02:33
may want to tune into this one live
02:35
uh so you can see this apparatus that
02:37
cody has is purchased off of amazon or
02:39
wherever he got that thing but uh
02:41
be a little little teaser for later but
02:43
very very cool uh technology investment
02:45
uh
02:46
by the young millennial here so as we
02:48
pop this out here i’m going to um
02:51
kind of flip it around here so we can
02:52
probably get the best view of
02:56
the deck here and what we’re looking at
02:59
here is
03:00
um basically uh
03:03
my my journey from beginning uh my lawn
03:06
care business approximately about 25 26
03:08
years ago
03:09
um and the story behind it so the idea
03:12
here is that
03:13
um the business that i actually started
03:16
um
03:16
if you haven’t heard the story i’m going
03:18
to give you a quick two minute rendition
03:19
but the business i started in high
03:20
school through college
03:22
um basically had revolved around me as a
03:24
single point of failure
03:25
and that business literally would have
03:27
crumbled if i left for a day or two at a
03:29
time or even a week at a time for
03:30
vacation i was constantly tied to this
03:32
business
03:32
um and that business ended up causing a
03:34
lot of pain and suffering inside my
03:37
uh personal life as i was kind of joking
03:39
about with cody here
03:41
um literally working about 100 hours a
03:43
week seven days a week
03:44
um just trying to keep this business
03:46
going because everything that had to
03:48
happen
03:49
needed me to approve it or actually do
03:51
it so
03:52
uh once we kind of hit a point where
03:54
that business actually caused a divorce
03:56
uh we went out and found automation so
03:59
uh right now we’re looking probably
04:01
closer to four to five thousand hours
04:02
that we personally have spent inside my
04:04
business and simple growth automating
04:06
uh systems and processes on service
04:09
autopilot i went out and invested well
04:11
over 150 thousand dollars finding the
04:13
experts in automation so was it text
04:16
messaging sms was it email marketing
04:19
was it upsells whatever that was we went
04:21
out and
04:23
literally i flew around the whole united
04:24
states over a five to six year span
04:26
and actually canada to understand um
04:30
how to make the best decisions in an
04:32
automation and how to build them out
04:34
as we hit each pain point also if you
04:37
haven’t seen it
04:38
author of callahan’s corner in snow
04:40
magazine and lawn and skate landscape
04:42
magazine and obviously
04:44
simple growth is a certified advisor
04:46
with
04:47
service autopilot but that’s really not
04:49
what today’s about today is really going
04:51
in and breaking down
04:53
what a fully automated business looks
04:54
like in service autopilot i’m gonna just
04:57
break down
04:57
literally um how we did it how you can
05:01
do it
05:01
um and this should hopefully clear up a
05:03
lot of the questions that have been
05:04
coming in especially with a lot of
05:06
people who
05:07
have either bought pro plus and one of
05:08
the specials and haven’t fully
05:10
implemented or
05:11
um you’ve just upgraded a pro plus or
05:12
maybe you’re a brand new service
05:13
autopilot subscriber because there has
05:15
been a massive influx
05:16
of service autopilot users that have
05:19
actually come in
05:20
so the first thing we want to look at is
05:23
traditionally your sales
05:24
process and this is a flow chart of the
05:26
sales process on a very high level i’m
05:28
going to break down
05:29
some of the tips and tricks to have this
05:31
fully implemented but
05:33
as we always kind of do at simple growth
05:35
or even in the essay weekly talk show we
05:36
really like to talk about
05:38
workflow and standardization we don’t
05:40
want to just talk about features and
05:41
functions
05:42
we want to actually connect the dots
05:44
because a lot of times in any software
05:45
especially service autopilot
05:47
you may have a lot of these dots in the
05:49
system set up but they’re really not
05:50
connected in an optimal workflow so that
05:52
leads for
05:53
inefficiencies or confusion for your
05:55
office staff or yourself so
05:57
the thing you really want to first do is
05:59
go out and create an
06:00
estimate request form and that’s going
06:03
to be under the marketing tab
06:04
in service autopilot now we’ve got two
06:06
different options we’ve got a v2 option
06:09
and we’ve got a v3 option so what i’m
06:11
going to recommend for best practice at
06:12
this point
06:13
uh v3 forms in my opinion
06:17
are show ready now when jonath
06:18
petrochnick the co-founder of service
06:20
autopilot
06:21
made a video uh several months ago he
06:23
was talking about how they’re continuing
06:25
to evolve v3
06:26
and some of the things are building on
06:27
top of each other some of the things may
06:29
not be
06:29
show ready but they’re there so they can
06:31
found out foundationally build upon
06:33
uh the next features are gonna be
06:35
released when they make the next v3
06:36
release so
06:37
um i highly recommend using the v3
06:40
uh form for your estimate request
06:42
there’s several reasons
06:44
why and it the main reason is gonna be
06:46
it’s going in to do duplicate
06:48
checking and we can have some logic
06:49
built into that uh
06:51
v3 form uh based on different
06:54
decisions and things they make in there
06:56
but uh at a bare minimum whether it’s v2
06:58
or v3 form you want that on your
07:00
on your website and what that’s going to
07:02
do is when the consumer enters their
07:04
name in
07:04
and selects what the service they’re
07:05
interested in it’s going to
07:07
automatically enter them into service
07:08
autopilot with no double entry and
07:10
that’s why i’m recommending a v3 because
07:12
it’s going to do some duplicate checking
07:13
cody
07:13
um and that’s going to make sure you
07:14
have a clean database database hygiene
07:16
is a lot of things we talk about here
07:18
in addition i’m going to recommend you
07:20
going into a bot similar to facebook
07:23
messenger
07:24
and connecting that automated estimator
07:26
bot or chat bot
07:28
on your website and your social media
07:30
platforms and what we’ve done
07:31
in my business um is created a sync with
07:34
facebook messenger and service autopilot
07:37
and we can now automatically enter those
07:39
leads and clients
07:40
through social media in your website
07:42
automatically in the service autopilot
07:44
and trigger all the things we’re going
07:45
to be talking about here
07:47
and then the other thing we did is we
07:48
created a um an office entry form so i
07:51
would call this kind of like your master
07:52
form corey
07:53
or cody and what this allows allows us
07:56
to do cody is go in and
07:59
get all the right information in there
08:00
so when somebody calls it creates a
08:02
standardized intake
08:03
um so how do they hear about us what
08:05
services they’re interested in so no
08:06
matter who is working that office phone
08:08
we’re getting the data inside the
08:09
software the same way um in the same
08:12
predictable fashion and
08:13
it’s going to start triggering these
08:15
automation so the first thing right off
08:17
the bat cody is we’re looking at
08:18
uh the website estimate request uh with
08:21
some logic built behind it entering him
08:23
in sa
08:23
hopefully tying the facebook messenger
08:25
in social to get them an assay
08:27
and a standardized phone intake form um
08:31
obviously i don’t want to go through
08:32
this whole thing and kind of preach but
08:33
any thoughts or comments before i kind
08:34
of really dive into the um
08:37
the immediateness so looking at the lead
08:40
capture section
08:41
the only thing that i don’t immediately
08:43
understand how you’re doing it
08:45
in essay is that connection between
08:49
messenger and essay because we we talk a
08:51
lot about
08:52
how service autopilot doesn’t have an
08:55
api
08:56
so it can be difficult to use other
08:59
tools with service autopilot
09:01
how are you making that connection
09:04
yeah great question so uh we’ve got a
09:07
simple growth as a certified advisor has
09:09
its own development team i mean it’s a
09:11
pretty deep bench so what we’ve done
09:12
is going in and wrote some custom code
09:16
um tying into the api
09:19
of facebook messenger and then being
09:21
able to
09:22
insert that code into service autopilot
09:24
through a couple different methodologies
09:26
that’s why we’re also recommending that
09:28
v3 form because that v3 form now
09:31
is going to do duplicate checking based
09:32
on certain criteria of basically
09:34
there’s many combinations but let’s just
09:36
say real basic first name last name and
09:38
email so if that combination comes up
09:40
wait they’re already in the system let’s
09:41
append the new information
09:43
in to the existing leader client right
09:46
um
09:46
whole different conversation about happy
09:47
willing to have that conversation as
09:49
well kind of how we built that out but
09:51
yeah
09:51
we definitely have created a one-way
09:52
sync with duplicate tracking from
09:54
messenger
09:55
um and messenger on your website into
09:58
that into that
09:59
form and then into the system so yeah
10:01
it’s been pretty good i mean we probably
10:02
got well over 100 essay users
10:04
already using that process and it’s it’s
10:06
been very popular
10:07
um so the main thing here now is what
10:09
we’ve got is we’ve got somebody coming
10:10
off your website and cup or somebody
10:12
coming from your office here
10:13
um or even from messenger but the first
10:15
thing we’re going to do is we’re going
10:15
to automatically fire off a thing called
10:17
a lead letter
10:18
the lead letter is the five or six main
10:20
reasons why your business is different
10:22
and why people want to work with you so
10:23
immediately we’re going in out and
10:25
differentiating ourselves from our
10:27
competitors
10:28
now what we can do or if you’re doing it
10:30
yourself is we can also tie into another
10:31
product that is integrated with service
10:33
autopilot called send
10:34
jim and what send jim can do is trigger
10:37
off an automated
10:39
uh hard copy mailing in the mail
10:42
with this lead letter and the envelope
10:44
can look like it’s hand addressed
10:46
so now we’re not only just sending the
10:47
lead letter automatically in email but
10:49
we’re sending something hard copy in the
10:50
mail so this would really be
10:52
something if importance of doing like a
10:54
design build per se
10:55
because it’s a higher you know 50 60 100
10:58
000 job
10:59
and you probably have to schedule one or
11:00
two on-site estimates and proposals
11:02
before you actually
11:03
get them the estimate so now they can
11:05
physically grab something
11:07
and hold it and there’s an emotional
11:08
connection when they get that lead
11:10
letter
11:10
uh in the physical mail and that
11:12
reinforces why you’re different
11:14
than your competitors so before the
11:16
estimate here
11:17
uh we want to go on to a thing called
11:19
short-term nurturing what this is all
11:21
based on is life cycle marketing so life
11:23
cycle marketing was applicable eight or
11:24
nine years ago when i started automate
11:26
my business
11:27
and now uh even eight or nine years
11:29
later it’s still very applicable
11:31
um but the idea here is we want to take
11:34
the logic from that v3
11:35
uh website form and say okay if
11:38
somebody’s interest in
11:39
weekly lawn mowing or weekly cleaning we
11:42
are going to educate them
11:43
to the specific service they’re
11:45
interested in themselves so
11:47
uh let’s just use the example of lawn
11:49
mowing so if mrs smith hit the website
11:51
she’s automatically getting that lead
11:52
letter via email
11:53
and before the estimate or in
11:54
conjunction with the estimate if you’re
11:56
closing those gateway services we talk
11:57
about over the phone
11:58
she’s going to get between one to three
12:00
emails of short-term education and it’s
12:02
literally
12:03
no sales pitch we are going to teach her
12:05
how to do that lawn mowing as a
12:06
professional
12:07
uh herself how to sharpen the blades
12:10
maybe proper mowing height proper
12:11
irrigation to go with
12:13
that service and what that’s done is
12:17
created you as the expert we’re creating
12:18
that higher perceived value so you can
12:20
charge a higher price
12:22
in addition what i really recommend is
12:24
if you’re building this yourself
12:25
go in to those short-term education
12:28
education documents
12:29
and overcome any sales or price
12:32
objections up front
12:33
so we’re going to shorten that sales
12:35
cycle traditionally in my market in
12:36
upstate new york for my lawn care
12:37
company
12:38
was do i need to be home to have the
12:40
service done and are you going to close
12:41
that fence gate behind you because a lot
12:43
of people obviously are nervous
12:44
if they get home they’re afraid the
12:46
technician didn’t close the fence gate
12:48
neither the dog
12:48
or the kids are going to be running out
12:50
of that fence gate and possibly running
12:51
into traffic so
12:52
we’re going to address the concerns
12:54
before they’re even brought up so we
12:56
shorten that site that uh
12:57
sales cycle and we create a higher
12:59
perceived value as you as the expert to
13:01
charge the most in your market
13:03
and this is right up to the point of
13:05
where we submit that estimate cody
13:06
um any thoughts or questions around that
13:08
process up to this point
13:10
no that is that’s awesome uh what you
13:13
were saying
13:14
about like life cycle marketing being
13:15
relevant eight or nine years ago
13:18
and still today those principles don’t
13:20
change the tools that we use
13:22
to exercise them will definitely
13:24
continue to change
13:25
over time but i mean eight and nine
13:27
years ago sending
13:28
you know email nurtures was still
13:30
something that
13:32
yeah those tools were still relevant
13:33
then as well so it’ll
13:36
this knowledge will stay with you
13:37
regardless of what tools you need to use
13:39
in the future
13:40
yeah and very similar to so we’ve got
13:42
marcus sheridan i believe is going to be
13:43
the keynote speaker at sa thrive this
13:45
year
13:45
uh the virtual summit well marcus uh
13:48
sheridan owned a company called river
13:50
pools and spas
13:51
by no means by comparing myself to
13:52
marcus but what marcus was doing
13:54
um outside of some of the seo and videos
13:56
was doing
13:58
life cycle marketing that’s something
13:59
that he learned on another uh crm
14:01
platform called hubspot
14:03
we were doing this originally in
14:04
infusionsoft before service autopilot
14:07
had automations and some of the things
14:08
i’m going to touch on later in this is
14:09
why
14:11
if you’re going to automate using
14:12
service autopilot it’s really important
14:13
to keep your automations inside natively
14:15
and pro plus
14:16
and the major benefits of that but
14:19
marcus sheridan of the sales line
14:20
was out there doing this literally eight
14:22
or nine years ago i was doing and he was
14:24
doing pools
14:25
and i was doing this in lawn care um so
14:27
i will tell you no matter the industry
14:28
if it’s a service business
14:29
this works um and it’s about education
14:33
very similar to marcus’s book they ask
14:35
you answer you’re answering those
14:37
questions or concerns before they arise
14:39
and shortening that cycle becoming the
14:40
expert so very
14:42
very interesting uh perspective when i
14:44
saw marcus speak first time at uh one of
14:46
the s8 conferences
14:48
um so the next thing is we’re looking at
14:49
cody is we’re going to submit that
14:50
estimate
14:52
i know we always talk about it here you
14:53
know it usually takes five or more
14:54
follow-ups
14:55
to land 80 of the sales so eighty
14:57
percent of sales are made on five or
14:59
more follow-ups on an estimate so
15:01
what you really need to do is create a a
15:03
sales pipeline
15:04
so you can see where people are at and
15:06
we’ve chosen through a lot of research
15:08
20 days so we call just this process
15:10
right here 20 days to close
15:12
but what it does as soon as that
15:14
estimate is submitted
15:15
it goes out and follows up on each and
15:18
every estimate
15:19
um via automated email automated text
15:21
and phone calls yeah believe it or not
15:23
phone calls
15:23
we’re going to recommend you do that um
15:25
and they will come in as a form of a to
15:27
do and in v3 once some updates kick in
15:29
it’ll
15:30
be in the form of a ticket but what you
15:32
want to do and that to do is what we
15:33
recommend and what we’ve done is
15:35
we literally have a script for the
15:37
person in your office calling saying hey
15:38
call mrs smith
15:40
it’s been three days since we dropped
15:41
off that lawn mowing estimate
15:43
here’s what to say if she says the price
15:44
is too high here’s some call script
15:45
overcome that sales or price objection
15:48
and then the most important part really
15:49
in my opinion cody is at the bottom it
15:51
says if she becomes a client do this in
15:52
a service autopilot if she doesn’t
15:54
become a client
15:55
do this in service autopilot she’s like
15:57
you know what i’m not sure if i’m going
15:57
to hire you guys or not
15:58
i’m price shopping and it’s the spring
16:00
and i’m going to get a couple quotes
16:02
cool do this in service autopilot so
16:04
what we’ve done is created a predictable
16:06
workflow
16:07
for either your eternal team or a
16:09
virtual assistant
16:11
such as pink collars or call boss or
16:12
some of the other certified advisors
16:14
that are working with inside service
16:15
autopilot so
16:16
you’ve created a um a process there i
16:19
want to say what’s up to hobie barrett
16:21
obviously hobie uh your longtime watcher
16:24
there he says
16:25
ringless voicemail bomb so absolutely
16:27
hobie so that was
16:28
you stole my thunder so if you don’t
16:30
want to make those phone calls
16:32
we also tie into that product called
16:34
send jim
16:35
what a ringless voicemail bomb does is
16:38
it literally hits the cell phone on
16:39
record
16:40
it doesn’t ring but it looks like a
16:43
missed call here
16:44
and it’s a pre-recorded message so you
16:47
would have probably a different message
16:49
at day one and day
16:50
three but in my instance be like hey
16:51
it’s mike from callahan’s lawn care so
16:53
sorry i missed you wanted to leave you
16:54
this voicemail it’s been
16:56
one day since we dropped off your
16:57
estimate if you have any questions call
16:59
our office back at this number or
17:01
better yet feel free to accept the
17:03
online estimate
17:04
but we’ve created a personalized but
17:06
automated
17:08
phone call follow-up based on the timing
17:11
of this estimate and the service
17:14
or the status of that estimate so it’s
17:16
fully automated and the
17:18
secret to success here and i will tell
17:19
you time and time again a lot of people
17:21
want to mess with the methodology
17:22
and every time people want to tinker
17:24
with it um the issue is
17:27
it doesn’t work unless
17:30
um you actually do that so it looks like
17:32
we may have lost cody here
17:33
uh hopefully he’ll be back here in a
17:35
minute uh but let me uh
17:38
swing over here to see if i can’t grab
17:40
him and get him back in
17:47
um and we’ll see if cody joins us again
17:49
but uh going back into that so
17:51
the secret to this success is if you’re
17:53
building this yourself you want to go in
17:54
and alternate it
17:55
via automated email text and phone calls
17:59
and if not a phone call a ringless
18:00
voicemail but i’m tied into
18:02
the integration with send jim it’s those
18:04
different mediums that are going to be
18:05
successful
18:06
when people say they don’t want to make
18:08
phone calls or they don’t want text
18:09
messages
18:10
it really um depletes the effectiveness
18:13
of this 20 days to close process
18:15
if you’re building it yourself highly
18:16
recommend it that’s where you go with it
18:19
now the next thing that we’re looking at
18:21
here is an estimate
18:23
process here and it looks like cody is
18:26
back in
18:27
action all right so perfect we got we’ve
18:29
got the kid back all right
18:30
nudge the cable in that happens so
18:33
cody what you missed here is we’re
18:35
talking about the the process and the
18:37
ability of uh 20 days to close the
18:39
automated that’s involved the secret is
18:41
different communication channels of the
18:43
text email and phone call or ringless
18:45
voicemail bound so
18:46
now that we hopefully have won that
18:48
estimate
18:50
right here we want to automatically
18:53
trigger a welcome and wow sequence and
18:55
that welcome and wow sequence just like
18:57
jonath patosnik
18:58
of the lawn care millionaire talks about
19:00
a lot of it and something that i adopted
19:02
early in the early years as well is
19:04
requiring a credit card on file to have
19:06
service
19:07
so the welcome and wow sequences an
19:09
automated email that automatically
19:11
triggers no one in your office has to do
19:12
anything
19:13
but it welcomes and acclimates the new
19:15
customer to your
19:17
service business and then it also uses a
19:20
clearance pci compliant
19:22
credit card form we capture that credit
19:25
card form so those
19:26
credit cards are secure they’re
19:27
tokenized and then clarence takes care
19:29
of that so
19:30
um those are the things i would
19:31
recommend in the initial welcome and wow
19:34
and next thing we do is we drive in and
19:36
build logic in the automation so if
19:38
you’re building this in your service
19:39
business
19:40
you want to have some logic in that
19:41
automation because if the first person
19:43
or the first time they sign up is a
19:45
reoccurring say weekly or bi-weekly
19:47
mowing or cleaning
19:48
we want to follow up with 30 60 and 90
19:50
days so 90 days is the biggest area
19:52
where people cancel
19:53
and what we’ve done is made a very
19:54
personal looking email so this is
19:56
another kind of expert tip i’d rather
19:58
share is
19:59
automated emails are great but they
20:01
probably shouldn’t look
20:02
automated so we want a plain text email
20:04
they’re going to deliver better
20:06
and make it personal so the way we built
20:07
this out um in our process is it looks
20:10
like it’s a personal email coming from
20:11
somebody in your office just checking in
20:13
and touching base
20:14
what you’re gonna find is the consumer
20:15
if they’re unhappy is probably gonna
20:16
write back and be like hey
20:18
guys and girls are doing a great job
20:20
mowing the lawn but occasionally not
20:22
blowing off the back patio or
20:23
cleaning hey they’re doing a great job
20:24
cleaning the house but they’re not
20:25
wiping down the tiles in the master bath
20:27
so we’re capturing those little issues
20:29
before they escalate the cancellation
20:31
issues
20:31
but it would be kind of weird cody like
20:34
if you just signed up for one time
20:35
aeration and overseeing
20:36
the first time in my business in the
20:38
fall it’s gonna be goofy if i follow up
20:40
three times so what i recommend here is
20:41
you build logic in that automation
20:43
to follow up only once if it’s a
20:45
one-time service or if it’s a
20:46
reoccurring service
20:48
you follow up the 30 60 and 90 and this
20:50
is going to be part of the benefit
20:52
of automating having your automations
20:54
inside service autopilot through pro
20:56
plus because it’s going to be able to go
20:58
in natively
20:59
and jump into different statuses and
21:01
features of the actual service and
21:03
scheduling and billing
21:05
where if you used an outside platform
21:08
it would never do that and that’s one of
21:10
the things you talked about cody’s like
21:12
how did you do that without an api and
21:13
an api allows two softwares to talk to
21:16
each other very similar to the
21:17
quickbooks sync
21:18
there isn’t that in there but you really
21:20
don’t need an api with service autopilot
21:22
because
21:22
the automations tie into all the native
21:24
features that already there so it’s it’s
21:27
um if you have an experience it’s
21:28
something i think you really should
21:30
because that’s what
21:31
allowed us to shift from our other
21:33
automation platform and move it all in
21:34
sa
21:35
once they started having automations and
21:37
we had huge success even more than we
21:38
did in the earlier days
21:40
because there wasn’t multiple system
21:41
chaos yeah
21:43
mike real quick one of the the themes
21:46
that i’m seeing here
21:47
is that we’re we’re maintaining a very
21:50
close relationship with these clients
21:52
but we’re able to automate
21:54
all of our side of that relationship
21:57
while giving them
21:58
every opportunity to raise their hand
22:00
and tell us hey i have a problem
22:02
hey something’s going on here that’s not
22:04
like up to my expectations
22:07
that that keeps you really close and
22:09
feeling really
22:11
uh like small and mom and pop
22:14
while having the customer service of a
22:16
much larger
22:17
company exactly um there’s a couple
22:20
things that i actually i’ll touch on
22:22
that before i kind of get into the happy
22:23
holidays and some of that long-term
22:24
nurture
22:25
is um in this kind of welcome and wow
22:28
process or kind of uh extended nurture
22:31
is
22:33
we built several automations that do
22:34
just that cody so i’ve got the pleasure
22:36
of having one of the service autopilot
22:38
users actually do the home cleaning
22:40
at my house um and tina and her crew
22:42
utilize a
22:43
automation that we call be there
22:46
been there real tongue twister but the
22:49
automation basically says
22:50
hey we’re going to be at your house to
22:52
either cut the grass or mow the lawn or
22:54
do the pest control and it
22:55
depending on the dispatch when it
22:56
happens traditionally we recommend 24 to
22:59
48 hours as a heads up
23:01
so i know i got to leave the key or do
23:03
something for the cleaner so she can get
23:04
in the house and clean the house
23:06
cool thing i mean and i’m working from
23:07
the house today so it’s a little bit
23:08
different but normally i’m at the main
23:10
office for simple growth
23:11
i’ll get a text message that they just
23:13
left the house within about five minutes
23:15
so now i know okay the house has been
23:17
secured
23:18
it’s locked and i know the cleaning’s
23:19
done
23:21
so um yes and but a larger company
23:25
would probably do that you don’t see
23:27
that from smaller companies but the
23:29
power of automations
23:30
now gives you the ability to have those
23:33
extra touches that you would never have
23:34
as a smaller organization
23:36
um pretty much at no extra cost it’s
23:38
once it’s set up it’s kind of set it and
23:40
forget it
23:41
um the other big one that i really like
23:42
is we call it nps to social review so
23:46
this is something you can definitely
23:47
build out yourself but when you do it
23:48
nps to social review
23:50
um you’re probably gonna have two
23:51
different ways to trigger it at least
23:52
that’s the way we tackled it so you can
23:54
have it automated
23:55
you know once a quarter once a month or
23:58
you can manually just dispatch but what
23:59
it does is it literally goes in
24:01
um it does an nps score so it’s a one to
24:03
ten ranking and like hey
24:04
how how happy are you or how likely are
24:07
you to refer us to your friends and
24:09
family
24:10
a net pro uh a promoter is gonna be that
24:12
nine or ten so what it does is oh you’re
24:13
nine or ten
24:14
what it does then is kicks you into
24:16
another communication
24:18
with email or text depending how you set
24:19
it up to actually push them out to
24:21
social reviews so it’s going to go to
24:23
your google your yelp your facebook
24:24
review
24:25
if it’s an eight or below so a neutral
24:27
or detractor
24:29
it kicks it back to your office and
24:31
allows them to know like hey you’ve got
24:33
some people that may be at risk
24:34
you want to go out and actually try to
24:37
get them up to a promoter
24:39
and what we’ve done is actually created
24:41
processes around that automation
24:44
that actually reports out in their new
24:45
report center and you can visually see
24:48
all the people grouped as promoters
24:49
neutrals and detractors
24:51
and all their comments and actually see
24:52
a pie chart so you have a visual
24:54
representation of where is your customer
24:55
stat
24:56
um right now based on the time of the
24:58
season and the actual response
25:00
so these are things that we would never
25:02
be able to do um especially until we hit
25:04
scale
25:06
but now the power of automations once
25:07
it’s set up continues to do this and has
25:09
that personal touch
25:11
that you’re talking about cody
25:12
absolutely
25:14
all right so the next thing is happy
25:15
holidays sounds a little corny but i
25:17
will tell you
25:18
people enjoy it so what i suggest doing
25:20
is going out educate them around that
25:22
holiday
25:22
and just wish them a happy holiday it’s
25:24
just a nice touch
25:26
newsletters a lot of people bock at
25:28
newsletters like oh my gosh like they’re
25:30
old school we don’t do it
25:32
i take i like to take a look as a
25:34
newsletter is more of a long-term
25:35
nurture it’s education
25:37
with a very soft upsell based on the
25:40
time of season
25:41
so as we’re going into the winter months
25:42
we may be talking about ornamental
25:44
pruning in the lawn care industry
25:46
so the proper types of cutting the
25:47
timing and how to do it and
25:49
and educate the consumer to do it it’s
25:51
just a free give but at the bottom if
25:53
you do that service by the way if you
25:54
need some help
25:55
click here to to request nets or ask for
25:57
some help very similar in home cleaning
25:59
maybe we’re going in the holiday season
26:01
we’re talking about fridge clean out
26:02
stove cleanouts
26:03
what’s the proper technique what
26:04
products do we use on the inside the
26:06
outside the stove
26:07
we’re probably not using chemicals on
26:08
the inside of the um the fridge
26:11
i mean so we’re talking about what best
26:13
practice is and then you can say hey by
26:14
the way if you need some help with those
26:16
services we’re here
26:17
but the idea is a newsletter is just
26:18
providing consistent education
26:20
month in and month out of what what
26:22
should be going on in their month their
26:23
home
26:24
or outside how out the side of their
26:25
home in the yard depending on your
26:27
industries we educate what they should
26:28
be doing in the month in advance
26:29
with a soft upsell nice now the the next
26:33
thing here is this was kind of a new
26:34
thing that we we figured out
26:36
um in automations in the last 12 to 24
26:39
months
26:39
uh but we figured out kind of like you
26:41
said cody we want to have a personal
26:43
conversation with these people where
26:44
they’re at but have it automated
26:46
so the conversation that we’re having
26:48
with someone who isn’t a client like a
26:50
leader a cancelled client versus a
26:51
customer
26:53
is potentially a completely different
26:54
conversation
26:56
so what we’ve done is segmented our
26:57
pipeline of communication for leads
27:00
and clients separately and that allows
27:01
us to send out special communication
27:03
promotion or tips based on where they’re
27:05
at in a customer life cycle
27:07
yeah very meaningful now obviously if we
27:10
haven’t won the estimate we’ve lost the
27:12
essence so our first take of this which
27:14
i think is still very applicable
27:16
and i’ll tell you why i kind of lean
27:18
more towards an upsell
27:20
model now but originally what we call
27:21
these guys here
27:23
is service automation so very um
27:26
100 life cycle marketing if you had a
27:28
lawn mowing customer they were either a
27:30
lost
27:30
estimate for lawn mowing they were
27:32
canceled lawn mowing or
27:34
a client of lawn mowing or someone who
27:36
needed a renewal or reminder if you run
27:38
year round for that service without
27:39
contract renewal
27:41
we were able to go in and talk
27:42
specifically to the service whether a
27:44
loss
27:45
canceled or needed renewal or a reminder
27:47
that we’re coming back out after the
27:48
slower uh winter months
27:50
that died down a little bit very
27:52
applicable
27:53
but what we came up with is uh the
27:55
upsell model
27:57
and the upsell model literally kind of
27:59
came out of callahan’s lawn care when i
28:00
uh
28:01
was acquired and callahan’s was bought
28:04
out we needed to have i believe it was
28:05
about an 80 percent
28:07
uh re-sign-on rate basically
28:10
contractually to get the final payout
28:12
for uh the business being acquired so
28:14
what we did it’s simple growth
28:16
is we kind of opened up the gates a
28:17
little bit said okay if they’re in my
28:19
database
28:20
and i’m trying to renew my lawn mowing
28:21
contracts if they don’t have
28:23
lawn mowing as a service they don’t have
28:25
an open estimate for lawn mowing
28:27
or on a waiting list the upsell would go
28:29
out and sweep through your whole entire
28:31
database not just your clients
28:33
and upsell that service so predominantly
28:36
there’s about five or six
28:37
uh times a year you probably want to do
28:39
this you want to do about a month or so
28:40
in advance that
28:41
season so the big one that’s kind of
28:43
right now in the middle of is aeration
28:45
and overseeing
28:46
or holiday lights or potentially snow
28:48
removal if you’re in the northeast
28:50
but what we’re finding is when we did
28:51
this with service autopilot clients and
28:53
you can see on the facebook page
28:55
um in the users group if your service
28:56
auto pilot member is um
28:59
people are getting 70 or 80 estimate
29:01
requests in two to three hours
29:03
um a lot of times people will actually
29:05
call us if we help them with this and
29:06
say hey
29:07
stop the second or third communication
29:09
because i’m booked the whole entire fall
29:11
like i can’t
29:12
i’m a capacity um but the idea here is
29:15
through a very soft upsell based on
29:18
where they’re at in the customer life
29:20
cycle that allows us to have a very
29:21
specific
29:22
message the biggest mistake you can see
29:25
and a lot of people who are just getting
29:26
the automations and it’s a rookie
29:28
mistake and i made it myself
29:29
until we really adhere to life cycle
29:31
marketing is that um
29:33
you may shoot out a lawn mowing upsell
29:36
or
29:37
fertilization upsell to everybody in
29:38
your database including the people who
29:40
have already signed up so what that does
29:42
is causes confusion
29:43
it’s probably going to cause some some
29:44
issues for your office um
29:46
but now the the blanket’s been pulled
29:49
back the cover’s been pulled back
29:50
cody because now they know it’s
29:52
automated it’s an email blast
29:54
where the difference in my opinion
29:55
between an automation and an email blast
29:58
are significantly different if an
29:59
automation is built with logic
30:01
and understanding of the customer life
30:02
cycle with with segmentation
30:05
that’s where you’re gonna win and some
30:07
of these emails
30:08
um and i’m going to show you one here in
30:10
a minute we wanted to make them look
30:11
personal
30:13
before i hop into that cody any
30:14
questions or thoughts up to that point
30:18
mike this is awesome this is taking
30:22
everything that we know is true about
30:24
marketing
30:25
putting it into service autopilot
30:28
getting service autopilot to work
30:30
for you to free up all of this time i
30:32
mean
30:33
most of these things your office staff
30:35
couldn’t even do
30:37
if you asked them to and gave them you
30:39
know as much time as they wanted there’s
30:41
only so much time in the day
30:42
you can only do this for so many
30:44
customers yeah
30:46
and and i think i’m glad you hit on that
30:47
here um is
30:49
the point of automations is not to
30:51
replace people
30:52
in your office it is truly to take the
30:55
monotonous repetitive tasks that nobody
30:56
likes doing or you don’t have time for
30:59
and allow the higher you know 20 30 100
31:02
an hour jobs to go to the actual people
31:04
in your office and if there is a manual
31:06
task like a phone call
31:07
it puts accountability and creates
31:09
predictability um and that’s i’m glad
31:11
you touched on that because that’s the
31:12
biggest concern but what if you looked
31:14
at everything on the screen here cody
31:15
what i would say is
31:16
if you’re a company from about 750 000
31:19
to about a million is what i find or
31:20
above
31:21
that process right there uh if you were
31:24
to do it all manually in the peak season
31:25
will save about 35 to 40
31:27
hours a week of manual process in your
31:30
office
31:31
so it really does and everybody’s stress
31:34
level
31:35
during busy season um it’s going to
31:38
improve
31:39
just the quality of being in the office
31:41
because everybody’s not going to be
31:42
running around like a chicken with their
31:43
head cut off
31:44
100 and the other thing too is um
31:48
i made a video about it on callahan’s
31:49
corner where we answer a lot of facebook
31:51
questions live you know every day or
31:52
every other day
31:53
uh but one of the questions submitted to
31:55
callahan’s corner was you know
31:57
what size is the appropriate size to
31:59
automate or beyond pro plus
32:01
um and obviously there’s some gray area
32:03
but i would say
32:04
working with well over i mean several
32:06
thousand clients now
32:08
um through service autopilot and in
32:10
simple growth
32:11
uh i i see i see a benefit of where
32:14
you’re going
32:15
uh probably around that 250 000 mark and
32:18
beyond
32:19
uh we used to think it was around a half
32:20
a million um but what we you kind of see
32:23
here is that level one two and three
32:26
we’ve kind of chunked out this part here
32:29
for a smaller business and then a little
32:31
bit larger business goes up to 10 to 20
32:33
days to close and then when you kind of
32:34
get
32:35
into that process then you open it up so
32:37
we kind of basically call it level one
32:39
two and three
32:40
um and if you’re building yourself
32:41
that’s where i mentioned the front of it
32:43
you don’t want to try to automate the
32:44
whole business
32:45
tackle the biggest pain points first and
32:47
then sequentially build upon that
32:49
um so that’s where i’m saying you know
32:50
you don’t have to be a million dollar
32:51
half a million dollar business to
32:52
benefit from this
32:54
uh just the ability to update credit
32:55
cards and overdue invoices and things
32:57
like that
32:58
is a huge huge um thing that’ll pay for
33:01
itself
33:02
um and just like the ar accounts
33:04
receivable
33:05
um in the early days of callaghans they
33:07
got out of control but we automated a
33:09
process that systematically followed up
33:11
on those past two invoices and when
33:12
credit cards were about to expire
33:14
or failed um it just started to buy that
33:17
consistency back
33:18
um and to get into that that
33:20
personalized view of
33:22
you know uh it needs to look personal it
33:25
doesn’t
33:25
it shouldn’t look automated this is
33:26
literally right out of my email inbox
33:28
um before we even went over to gmail uh
33:31
but this was out of 2016 and we had
33:33
almost 500 people there you can see on
33:35
the screen
33:35
that responded to this email it wasn’t
33:37
500 people sent it was
33:39
496 people actually responded to this
33:42
email and i call it a quick follow-up we
33:43
still do
33:44
but this is the email right here and
33:45
some people may have seen this but i
33:46
want to reinforce this
33:47
if you can’t read it on the screen here
33:48
it’s probably pretty small what that
33:50
email says it says hey stacy just want
33:52
to reach out to any questions regarding
33:53
your estimate
33:54
if you want me to save you a spot on the
33:55
list this season just let me know have a
33:57
great saturday
33:59
and it’s got my name underneath my cali
34:00
and you probably can’t see it on there
34:02
but the m on mike
34:03
is lowercase now everybody knows
34:05
sometimes i fail to proofread some of my
34:07
stuff going out if i’m in a hurry but
34:08
this was intentionally left with a
34:10
lowercase
34:10
m because i wanted to look like it was
34:13
sent from my iphone and if you can see
34:15
it on the screen there
34:16
it looks like it’s sent for my iphone so
34:18
this email goes out two days
34:20
after every estimate and it closes on
34:23
average right now in lawn care and home
34:25
cleaning within a percent or two either
34:26
way
34:27
20 of all the cells that you win
34:30
are usually closed on this one email
34:32
because it looks like you actually took
34:34
the time
34:35
it’s 6 6 30 in the morning after two
34:37
days every estimate to follow up
34:38
personally
34:39
um these things close lady wrote back
34:42
i’ll talk it over my husband and get
34:43
back to you asap i love the business
34:45
practice and all the info you provide up
34:47
front
34:48
so stacy loved the short term nurture
34:50
and the lead letter
34:51
because we were different just another
34:53
copy this here
34:54
uh lady wrote back she says um we have a
34:58
puppy and don’t want anything toxic in
34:59
our yard so it allowed us to upsell our
35:01
organic fertilizing so cody we built
35:03
this
35:04
uh this is the winner of 12 to maybe 15
35:06
different versions of this email and it
35:07
sounds so stupid right now saying
35:08
hey make it look like a person actually
35:10
send it don’t plaster your logo and
35:12
videos and pictures all over it
35:14
because at this point the customer life
35:15
cycle a person
35:18
or an automated person is going to
35:19
convert better than something that looks
35:21
like an email broadcast very similar
35:23
going through your facebook feed we tune
35:25
that out and advertisements and
35:26
advertising same thing when we’re in an
35:27
email
35:28
so this email uh has been a b split
35:31
tested and this was the
35:32
winner by a landslide so if you don’t
35:34
take anything away from this
35:36
if you’re going to automate your
35:37
business or even if you’re sending
35:39
manual emails make them look like
35:40
they’re sent from a person
35:42
they will interact and convert a lot
35:44
better
35:45
absolutely all right so i know we’re
35:47
almost near the top of the hours i want
35:48
to go through this a little bit quickly
35:50
but we’ve tackled your sales process
35:53
now in my business we had all this work
35:56
we almost went out of business because
35:57
we couldn’t get enough employees
35:58
uh to do the work and this was well
36:00
before the labor crisis we’re all seeing
36:01
right now
36:02
um so what i’m going to recommend is
36:04
this can be done in service autopilot
36:05
and this is what we are doing in service
36:07
autopilot
36:08
so first thing we want to do is create a
36:09
hosted landing page that’s going to be
36:11
your v2
36:12
or v3 form in an office entry form if
36:14
they come into the office so i’m going
36:16
to recommend
36:17
is the way we tackle it is english and
36:19
spanish
36:20
not textbook spanish street spanish
36:22
there’s
36:23
huge shocker that the textbook spanish
36:26
application didn’t quite convert the way
36:27
we thought it would
36:28
but once we put it more of a street
36:29
spanish um it flowed
36:31
people filled it out and it worked but
36:33
the idea is once you get them to fill
36:34
out that application we drop them in
36:37
to the or the entry point we drop them
36:39
into an online application english or
36:40
street spanish
36:41
make them jump through some virtual
36:42
hoops cody so a lot of times people are
36:44
just filling these out to stand
36:45
unemployment
36:46
let’s at least have a couple processes
36:48
here that make them walk through this
36:50
but let’s say joe’s our applicant he
36:51
gets through that now what to do or
36:53
ticket pops up in service autopilot and
36:55
says hey call
36:56
joey and set up an interview date time
36:58
he’s made it through the application
36:59
process you’d enter that into i would
37:01
recommend
37:01
what we call our employee master form if
37:04
you plug in start the
37:05
application date in time the automation
37:08
now
37:08
is going to text message joe the day
37:10
before and the week before the interview
37:12
letting him know where to show up when
37:13
to show up
37:14
in the ability to opt out of it so if
37:15
the guy’s not going to show up hopefully
37:16
gives us courtesy
37:17
because he’s already met his
37:18
unemployment threshold so you’re not
37:20
having 10 estimates and only having one
37:21
person show up maybe
37:22
which happens especially nowadays
37:25
other cool thing i would recommend doing
37:27
in this if you do it this way is
37:29
assign some homework to this guy or girl
37:30
send them out to the dmv to get a
37:32
driver’s abstract they got some skin in
37:33
the game so by the time they get to your
37:35
office
37:36
um we know they’re at least interested
37:37
and i don’t hope about you cody but i
37:39
right before covet i i had to spend some
37:40
time in the dmv
37:42
if that individual is willing to sit in
37:43
that dmv for 45 minutes to an hour
37:46
they’re committed to getting a job um
37:48
usually cost four or five bucks and we
37:50
would just literally pay him when they
37:51
showed up with that to reimburse him
37:53
uh what we’re gonna do here is create a
37:54
standardized interviewing package five
37:56
or six main questions you’re asking
37:57
every applicant
37:58
the automation in my opinion should
38:01
prompt the interviewer
38:02
to rank the applicant in a b and c
38:05
fashion this is built around
38:07
stacking the virtual bench that we talk
38:08
a lot about here in the assay ecosystem
38:10
so we’re going to go out at least once a
38:13
week and interview all the positions in
38:14
the company
38:15
whether we need them or not and the
38:16
automation ranks in a b and c and what
38:18
we did in essays we created a
38:20
custom view or filter in uh reporting
38:24
that literally allows you to say i want
38:25
all my a applicants from the last say 20
38:27
days and it
38:28
gives you a glorified laboring
38:31
or a labor pool to hire from that’s
38:33
qualified or basically a glorified
38:35
hiring checklist
38:36
so now when you need that person you’ve
38:37
got them in your database before
38:40
normally you’d have to go out and find
38:41
the person when it’s too late so we’ve
38:42
created that virtual bench
38:44
when you hire them we’re going to go out
38:46
and automatically indoctrinate them
38:48
your mission vision uh values uh jason
38:51
cupp uh
38:52
really near dear to the essay ecosystem
38:53
talks about culture a lot
38:55
so we need to indoctrinate them to that
38:57
culture peace
38:58
we concentrated more on the mission
38:59
vision values to get the alignment to
39:01
not just a paycheck but the culture
39:03
and tax documents i all know we all know
39:05
too well too in the spring
39:07
when things get crazy we don’t always
39:08
get the documents filled out when we
39:10
should we just need to get them in the
39:11
field trained up so we can get going
39:13
so we allow the automation to take care
39:15
of what should happen uh to happen each
39:17
and every time and when we built some
39:18
uh timing this so indoctrination tax
39:21
documents goes up to three and final
39:22
attempts
39:23
so one thing to keep in mind is when
39:25
you’re building your automations here
39:26
cody is you don’t want to think about
39:28
just the perfect path but what happens
39:29
if this guy or girl just
39:31
after three attempts doesn’t fill out
39:32
their tax stocks i’m guessing they’re
39:34
not a good fit if they won’t take the
39:35
time to actually get
39:36
paid then they’re probably not a good
39:38
fit so what the automation does here is
39:40
it says
39:41
hey through a task or a ticket or a to
39:44
do says hey
39:45
joe didn’t fill out his tax documents
39:47
after the third and final attempt at
39:48
this point i recommend fire and joe
39:50
um so the automation here is really
39:52
built out if you model it after this
39:54
to buy time back from you and your team
39:57
to screen out the right applicants to
39:58
only get them the
39:59
the interview and then after you
40:01
interview them here we indoctrinate them
40:03
and on boredom
40:05
before we train them and test them again
40:08
and then the final part here is kind of
40:10
my favorite
40:11
um we go out and actually we made
40:14
about 36 videos on how to use service
40:17
autopilot in the office
40:19
with testing so we created an online
40:21
automated video training series
40:23
to and basically on board any new admins
40:26
so that took
40:27
sometimes a 20 or 30 40 day period to
40:29
get someone up and running 100
40:31
on sa now we’ve standardized it to about
40:33
a 7 to 10 day learning curve and they’re
40:35
up and running on their own
40:37
and then that worked so well that we
40:38
went out and actually took a tripod a
40:40
wireless mic for about 100 bucks
40:41
and a smartphone and made videos in the
40:44
field how to do every service we did
40:46
so instead of going out and buying an
40:47
online generic uh
40:50
process to train your field staff we
40:52
created a video training process inside
40:55
our business
40:56
and what we found is that cut off at
40:58
least a week to a week and a half of
40:59
learning curve because we had them watch
41:01
the videos before we ever put them in
41:02
the field
41:04
and that was huge but if you’re looking
41:06
to create a turnkey business
41:08
that’s almost like a franchise without
41:09
the franchise fees this was one of the
41:11
things that allowed me to leave the
41:12
business at 30 days of pop
41:13
because every time we hired a new person
41:15
myself the guy who ran the business had
41:17
to be there
41:18
the first two to three weeks to get this
41:20
individual up and trained
41:22
um and then the final thing here is the
41:24
employment contract
41:25
and handbook so these are things once
41:26
again i mentioned jason cupp
41:28
um really really good resource for these
41:30
type of things
41:31
but the problem is even when you had
41:33
them in place things got crazy in the
41:35
spring
41:36
half the time you you’d forget to get
41:37
the person to sign it or actually go
41:39
through it
41:39
so now the automation tracks what should
41:41
happen and make sure it happens when it
41:43
happens now the business owner
41:44
manager doesn’t have to babysit the
41:46
process so as we wrap it up here in
41:48
the last few minutes here cody any
41:50
thoughts comments around this before i
41:52
dive into the third
41:53
final hurdle to get to that million mark
41:55
and beyond when you’re automating your
41:56
business
41:57
mike i think you’re you’re touching on
42:00
one of the really important things about
42:02
automations
42:03
that i think people forget about is that
42:05
automations act as
42:06
guard rails for the processes in your
42:09
business
42:10
you’ve set things up to work a certain
42:12
way but when things get crazy
42:14
that’s when we start cutting corners and
42:16
skipping things that we know are
42:18
important but we just
42:19
we don’t have time to deal with it right
42:21
now
42:23
um and having an automation that pushes
42:25
all of these things that handles them
42:26
for you
42:28
acts as those guard rails that keeps you
42:29
within the bounds of what you
42:31
said you were going to do correct you
42:34
know you couldn’t
42:35
it’s kind of like bumper bowling with
42:36
the kids i mean it kind of keeps you in
42:37
that lean it keeps you focused
42:38
and if you start veering off it it takes
42:40
care of it for you so the final part
42:42
really cody is
42:42
this was kind of my final journey to be
42:44
an absentee owner um
42:46
like i call it repetitive tasks but what
42:48
triggers what we do is we just take
42:49
what’s in the business owner’s head
42:51
um and obviously if you’re in my head
42:52
that’s probably a scary place but what
42:53
we do is we go in and delegate and
42:55
automate
42:56
um and what we found inside service
42:57
autopilot is there’s actually seven
42:59
core areas of business can be automated
43:01
on service autopilot
43:02
um and they are sales customer service
43:06
scheduling billing office manager
43:08
maintenance and owner
43:09
and what i found is if we’re not there
43:12
telling people what to do every day
43:13
every week every month quarter or even
43:15
annually it’s not happening
43:17
um so now that you’ve got 20 30
43:20
employees that’s great
43:21
you get sucked back as a full-time
43:22
daycare so
43:24
you know you thought you got yourself
43:26
out of the fire but you really haven’t
43:27
now you’re just
43:28
literally fighting fires all day by
43:29
telling people what to do and if they
43:31
don’t do it you got to follow behind
43:32
them
43:32
so just an idea here of kind of some
43:35
things you can do here
43:36
um if you’re watching the recorded
43:38
version you want to zoom in that’s
43:39
awesome but these are like the 38 or 39
43:41
core things
43:42
um when people work with simple growth
43:44
as a certified advisor we just give them
43:45
these are like some of the big things
43:47
um that we recommend on a repetitive
43:49
nature that you should be doing
43:51
but a real quick example here is let’s
43:52
say you got a full-time sales guy his
43:54
name’s joe
43:55
and joe’s job is to go out and do all
43:58
his estimates today
44:00
and make his follow-up phone calls if
44:01
you’re not utilizing ringless voicemail
44:03
bombs
44:04
so what happens is when joe signs in he
44:06
gets
44:07
a notification that these are all the
44:08
things he needs to do at 5 or 5
44:10
30 the automation will notify joe if he
44:13
doesn’t have his job done via text or
44:15
email depending how you set it up
44:17
you know based on the severity of it and
44:18
then it can auto automatically notify
44:21
the business manager
44:22
or owner via text or email depending how
44:24
important it is
44:26
um so what we do is we allow the
44:28
automation to handle the
44:29
delegation of repetitive tasks with a
44:31
deadline and instructions
44:33
and if it doesn’t happen it notifies the
44:34
person responsible and escalates a
44:36
person to come in
44:38
uh physically to manage the process so
44:41
we’re leveraging the power of service
44:42
autopilot to do this and a quick
44:44
story is actually cody when i was at gie
44:46
with you and bear and a bunch of the
44:47
service autopilot
44:48
team um when i had camel hands that the
44:51
the gentleman that ran callahan’s
44:53
had a repetitive task to do to winterize
44:55
all the fertilizing tanks for
44:57
uh the northeast because after a certain
44:58
point things get cold they freeze and
45:00
the tanks would blow up
45:01
uh but he inside that repetitive task he
45:04
had a grocery list or a shopping list of
45:06
the things he needed materials
45:07
so how many gallons of rv fluid per tank
45:10
um
45:10
written instructions how to do it pilots
45:12
checklist and the manufacturer’s video
45:14
all embedded inside this
45:16
so everything he needed to know was
45:18
inside that too so now
45:20
the information and everything was
45:22
relying on what was in the software not
45:24
as me out on the floor of gi out in the
45:27
middle of kentucky
45:29
so my phone didn’t ring because the guy
45:30
knew what he needed to do he knew how to
45:31
do it
45:32
and he had a video and the pilot’s
45:33
checklist and by the time i got onto
45:35
that plane
45:36
um that friday night if it wasn’t done
45:39
literally that was the day i would have
45:40
got a text message saying dude you
45:41
better get back and
45:42
winterize the spray tanks um but that’s
45:44
the power of automations and what we’re
45:47
looking at here
45:48
and how we want to dive into that um
45:51
and i know we’ve been talking a lot
45:53
about just automation so i want to be
45:55
conscious of the time here with your
45:57
uh top of the hour here but in the last
45:59
two to three minutes cody i want to hit
46:00
on some other things because i think a
46:01
lot of people
46:02
assume that it’s the automation they
46:05
need to
46:06
build themselves or help with the launch
46:08
team or off the market place some of the
46:09
free ones the paid ones
46:11
um all that but there is automations
46:13
that are built inside service autopilot
46:15
that are just
46:16
part of the system um so the automated
46:18
part of
46:20
invoicing on a daily weekly or monthly
46:22
basis depending how you the system set
46:23
up those invoices automatically generate
46:25
for you
46:26
and if you have a quickbook sync online
46:28
or desktop it automatically syncs and
46:30
creates those
46:30
invoices in quickbooks um natively
46:34
jonathan and john the founders of
46:36
service autopilot have this vision
46:39
of what a service business software
46:41
should look like
46:42
even before we actually had custom
46:44
automations um and then the last thing i
46:46
want to hit on here is
46:48
this is just a a snippet out of my kpi
46:50
demo so it’s key performance indicators
46:52
um and the thing that has been bothering
46:55
me as of late cody is a lot of people
46:56
are talking in the facebook groups right
46:58
now industry specific
46:59
lawn care a little bit in the cleaning
47:00
industry more lawn care right now
47:02
because we’re thinking about
47:02
renewing contracts for next year is
47:06
that we should raise our prices by two
47:08
or three dollars a cut or as a
47:09
percentage across
47:10
the board so i’ve got two sample clients
47:12
here directly out of a job cost and
47:13
report
47:14
um and if you’re an essay in the report
47:16
center it looks like a little toaster
47:17
icon you can download this
47:19
and bring it into excel or google sheets
47:21
but this lawn mowing was a 54
47:23
cut and the actual revenue per man hour
47:25
was fifty four dollars and twenty eight
47:27
cents and sixty dollars and thirty one
47:28
cents
47:28
on average we generated fifty seven
47:32
dollars and thirty cents
47:33
per man hour and this is literally from
47:36
the mobiles
47:37
or somebody printing them out and
47:38
manually typing the nsa but this is
47:40
this is the real deal cody this is this
47:43
these two jobs on average generated
47:45
57.30
47:47
so if we’re making 57.30 and we’re going
47:50
in and saying you know what in 2021 or
47:52
whatever time you’re watching this video
47:53
next year we’re going in we need
47:55
we we’ve met with an industry consultant
47:57
and we know we need to charge
47:59
60 an hour so we plug that in this sheet
48:03
what the sheet does is tells you your
48:06
current price is 54.
48:08
the new price has to go up 2.56 cents to
48:12
the penny
48:12
to 56.84 that’s what you need to charge
48:15
to hit your hourly goal
48:17
so we’re only raising the prices on the
48:19
accounts
48:21
that um require it and we talked about
48:24
it before but when you go out and do
48:26
this
48:26
and you do a wholesale price update
48:28
you’re raising the prices on your most
48:30
profitable clients and you’re forcing
48:32
them to go out and shop
48:34
you you’re raising your prices on your
48:36
least profitable clients they already
48:37
know they’re getting a deal so they’re
48:38
staying with you
48:39
so that’s what you’ve done is just
48:40
taking your most profitable clients and
48:41
alienating them
48:42
um the cool thing is like if you plug
48:44
this number and made it 50
48:46
and we’re making 57 when the sheet
48:48
updates lo and behold you don’t have to
48:49
change that
48:50
price so very similar to jack welch only
48:53
raising or getting rid of the bottom 10
48:54
percent
48:55
we can do this in service autopilot so
48:57
this is the manual approach
48:59
but here’s something kind of cool cody
49:02
so this is a test account but i’ve got
49:05
all the
49:05
services here um in here and what you
49:09
see here is
49:10
on average this job needs over the
49:12
course of the year needs to be raised by
49:13
ten dollars
49:14
all these are zeros um obviously this is
49:17
fictitious data like this one here needs
49:18
to be raised by 551 dollars of this
49:26
know what but the idea here is you can
49:28
build
49:29
job costing reports and put in that
49:31
variable of 50 or 60 bucks an hour
49:35
and then automate it yep so if you’re in
49:37
here
49:38
i believe the limit right now is up to
49:40
five reports but if you kind of hover
49:42
over this little guy here i can send
49:45
this once
49:46
i can send it weekly monthly and i can
49:49
send it to anybody in my organization i
49:50
want so you can
49:51
take the data from the report center
49:54
and automate the reporting to the people
49:57
that need to know what’s going on when
49:58
they need one
49:59
you know when it’s going on and and get
50:01
that in there so once again
50:03
these are reports if you’re busy in the
50:04
spring you’re probably not going to have
50:05
time or
50:06
it’s the last thing on your mind to
50:07
actually go out and automate that being
50:09
sent to your team
50:10
but now you can even send it to yourself
50:11
so if you’re in the field still being an
50:12
entrepreneur
50:13
uh on the truck that’s great like i love
50:15
that i love my time on the truck
50:17
but man would it have been cool cody if
50:19
i could have got that once a week or
50:21
daily to know how did i
50:22
actually do the day before to keep you
50:25
know keep me on
50:26
point so that’s kind of all i got for
50:28
you today cody but uh it just
50:30
you know a lot of people been asking
50:31
about what does that service business
50:32
look like
50:33
uh fully automated and
50:36
in my opinion that’s it um and some of
50:38
the stuff is already automated in
50:40
service autopilot without you doing
50:41
anything
50:41
but they’ve given you such power between
50:43
the report center and automations now
50:45
to really go out and just dominate your
50:49
competition
50:50
absolutely uh as always
50:53
great great stuff mike uh these systems
50:56
if you’re able to implement them
50:58
into a service business will help you
51:01
like mike said at the top of this
51:02
move from working in the business to
51:06
working on the business and that’s where
51:07
we want to
51:08
end up yeah and i’ll just throw it out
51:10
there too as a certified advisor of
51:12
service autopilot
51:13
uh right now we’re not gonna be doing it
51:15
for much longer but we are still
51:16
offering a free
51:17
audit of service autopilot so if you
51:20
want to hop on a call with myself dylan
51:22
or anybody else in the simple growth
51:23
team for a half hour
51:24
no charge just to help the ecosystem
51:26
getting ready for the end of the season
51:28
going into next year
51:29
um if you want to drop us a call or
51:32
just hop on our website and the website
51:34
chat simplegrosssystems.com
51:36
we’re going to give it a 30 minute free
51:38
audit um there’s no pitch nothing like
51:40
that
51:40
it’s just literally this is what we see
51:43
and based on your goals these are the
51:46
pain points i would hit first and some
51:47
of it may not even be automations it may
51:48
be pricing matrix
51:50
custom fields lead sources whatever that
51:52
is um
51:53
but dylan and i who both have run pretty
51:55
successful seven plus figure businesses
51:57
amongst you know in the addition of
51:58
simpler team we built this audit
52:01
yeah predominantly for service autopilot
52:03
users just to be able to get the most
52:04
out of the system
52:05
um and a lot of the things when people
52:06
hop on there aren’t even aware this
52:07
people aren’t aware the system does it
52:09
so we just show them where it is and hey
52:10
here’s a video how to do it yourself
52:12
so trying to still pay it forward before
52:14
things get crazy in our our crazy sales
52:15
season here coming up so
52:17
um appreciate it cody once again essay
52:19
weekly talk show coming at you
52:20
live 1 p.m eastern 12 p.m central every
52:24
friday gonna have carla
52:25
from the landscaping accountant coming
52:28
on next friday the 18th
52:30
uh we’ll see you there once again cody
52:32
appreciate it and uh
52:33
i believe there’s still a short time
52:35
left for essay thrive the virtual summit
52:38
um special ticket i believe it’s a
52:41
hundred dollars off
52:43
go through uh i believe the end of
52:46
september
52:47
uh okay so if you have an email in your
52:49
inbox that says otherwise
52:51
it’s correct absolutely make sure you
52:55
grab those i know they’ve been selling
52:56
like hotcakes from what i heard from the
52:57
essay team
52:58
myself martha woodward obviously marcus
53:00
sheridan the keynote of the sales lion
53:02
uh amongst uh a whole bunch of other
53:05
experts from service autopilot clarence
53:07
and other industry experts so i think
53:09
the full speaking list
53:10
it just keeps evolving as it it’s been
53:12
being released now so look forward to
53:13
see you next friday cody once again
53:15
thanks buddy
53:16
thanks mike if you like this show
53:20
you might want to check out our
53:21
resources at www.startsimplegrowth.com
53:26
while you’re there enter to win an
53:27
estimator chat bot
53:29
mike callahan is available for private
53:32
coaching

Why It’s Important To Automate Your Business When You Are In The Field

Video Transcript

00:04
hey mike callahan here with callahan’s
00:06
corner you asked the questions we
00:07
answered live
00:08
right here on facebook so kind of
00:10
getting back in the cab today
00:12
and talking about a question that was
00:14
submitted to
00:15
callahan’s corner of what are the issues
00:19
and the possible downfalls financially
00:21
and workflow wise
00:22
if you don’t automate your business
00:24
while you’re still literally in the
00:26
field here working a machine
00:27
or a mower so the idea here is that we
00:31
really want to go out
00:32
and create an automated system so
00:34
there’s basically four to five stages of
00:36
business
00:37
and the five stages of business i’d like
00:39
to say is one
00:40
is one breaks out to one a and one b so
00:42
one a’s you’re still working part time
00:45
in your landscape or home cleaning
00:47
business
00:48
one b is basically you’ve left your
00:50
full-time job and now
00:51
you’re going out and trying to make a go
00:54
at it
00:54
and there’s some definitely some painful
00:57
pitfalls there so the next step is
01:00
stage two so stage two business now is
01:03
gonna be go out and your main problem is
01:04
going out and creating leads
01:06
and creating a sales process stage three
01:09
is going to be
01:10
creating a predictable system that
01:13
allows you to go out and estimate and
01:15
delegate those estimates to other people
01:17
in your business and stage four
01:18
really you’re going to that 750 to a
01:20
million mark and beyond
01:22
and we’re creating process systems and
01:24
creating emission vision values that we
01:26
want to push through our
01:28
uh basically our management team but
01:31
if you are probably a stage two business
01:33
doing about 250 000
01:35
of sales and beyond uh it is probably
01:38
the right time to actually go out and
01:40
automate your business and the reason
01:42
why i would suggest that is
01:44
if you are literally sitting in an
01:45
excavator or riding a lawnmower right
01:47
now
01:47
running a cruise on a day-to-day basis
01:49
here the
01:51
problem is that you are not answering
01:54
uh the phone you are not following up on
01:56
estimates
01:57
you don’t have an automated processing
01:59
system so
02:00
one of the processes i highly recommend
02:02
is 20 days to close
02:04
and what 20 days to close goes in
02:06
basically once you submit an estimate or
02:08
bid it follows up for a 20-day period
02:12
it’s fully automated so
02:14
if you’re still in the field or working
02:15
a machine like this you can go out
02:18
and have a series of communications
02:20
until they say yes or no to your
02:22
estimate
02:22
fully automated so we can do it through
02:25
automated text messaging automated
02:27
emailing
02:28
and phone calls and obviously if you’re
02:29
working a machine like this with some
02:30
headphones on you’re probably not making
02:32
those calls but we can substitute those
02:34
calls
02:34
for a thing called a ringless voicemail
02:37
bomb
02:38
and what it does is it hits the cell
02:39
phone on record it looks like the phone
02:41
call
02:42
uh was missed and then it’s a
02:44
pre-recorded message but unlike
02:46
a robo call it literally is a message by
02:48
you the business owner
02:50
kind of nervous and jerky saying hey
02:52
it’s mike from callahan’s lawn care so
02:54
sorry i missed you wanted to leave you
02:55
this voicemail it’s been
02:56
three days since we dropped off this
02:57
estimate exactly the same time it has
02:59
been automated and personal
03:01
and if you have any questions regarding
03:02
that call our office back at this number
03:04
or feel free to accept the online
03:08
estimate so the idea here is if you’re a
03:10
smaller business and you don’t have a
03:12
full-time office staff
03:14
or you have a virtual assistant
03:16
part-timer full-time we want to create a
03:18
predictable workflow and system
03:20
for accountability and standardization
03:23
and that’s where automations comes in so
03:26
if you’re watching this video live right
03:27
now
03:28
um in the next week or so we’ve got some
03:30
really exciting news of a whole new
03:33
brand new automation suite that’s going
03:35
to be coming out
03:37
that you’re going to be able to automate
03:39
and
03:40
this automation suite is going to start
03:42
out with a lower price point
03:44
for those stage 1b businesses or stage 2
03:47
businesses so
03:48
it’s going to be the most applicable
03:50
things to the stage of business where
03:52
you’re at so it’s not a generic
03:54
cookie cutter approach that fits your
03:56
business um
03:58
you know across the board this is really
04:01
dialed in now this new automation we’re
04:03
building up for a stage one b
04:05
or stage two business and then we’re
04:07
gonna go in to the stage two and stage
04:09
three and then the stage four slash five
04:12
business so what we’re doing in simple
04:13
growth is really building
04:15
a automation suite now that really dials
04:17
in even
04:18
more to the stages of business because a
04:20
lot of business owners have reached out
04:21
and said
04:22
hey mike we really would love to use
04:23
your automations but we’re not quite
04:25
there yet um and one of the questions
04:27
submitted that really got us thinking
04:29
over the last few weeks was
04:31
what can we do in an automation to
04:33
benefit a business that technically
04:35
thinks they’re not ready for automations
04:37
but to bring enough value
04:39
that at a really lower price point it
04:42
is a huge return on investment and it’s
04:45
double triple
04:47
sometimes six or seven times uh return
04:49
on investment so the idea here is we
04:51
really want to be able to go out and
04:53
automate these smaller businesses to get
04:56
them
04:56
to a more of a stage two or stage three
05:00
business and eventually stage four going
05:01
to break that 750 to million market well
05:03
beyond
05:04
but the idea here is if you’re looking
05:06
at automations in your business
05:08
it’s not too early to start what we’re
05:10
going to be doing is on the next few
05:11
weeks we’re releasing
05:13
a few new programs to uh let people get
05:16
their feet
05:16
wet and their toes wet in an automation
05:18
platform
05:19
um to follow up on the core things they
05:22
need to be doing while they’re in a
05:23
machine like this
05:24
or out cleaning homes and they’re too
05:26
busy to do that so the idea
05:28
is it’s never too early to automate but
05:30
instead of
05:31
eating the whole elephant at once we’re
05:33
gonna break off little pieces and we’re
05:34
gonna
05:34
focus on the most biggest parts of that
05:38
that’s going to
05:38
focus on the biggest roi for your
05:40
business so comments or questions drop
05:42
below but i wanted to make a quick video
05:44
here
05:44
if you’re still in the field and
05:46
grinding it out in a piece of equipment
05:47
or cleaning homes
05:49
mowing lawns whatever that is it’s never
05:52
too early to automate and i’m excited to
05:55
kind of do a pre-announcement that we’re
05:56
going to build some some automation
05:58
suites
05:59
or settings that basically will allow a
06:02
business owner that’s
06:03
still in the field to automate the core
06:05
things to accelerate their follow-up and
06:07
growth
06:08
to hopefully get them out of the field
06:09
or if you want to stay in the field
06:11
which is nothing wrong with that i
06:12
definitely enjoyed my time in the field
06:14
and machines
06:16
allow those things that you don’t have
06:17
the time to do
06:19
to happen when they should happen
06:21
without you having to worry about them
06:22
after hours and affect that family time
06:24
or friends and family time so you’re
06:26
you’re going to be able to create an
06:27
automated process to
06:30
follow up on the sales and close them
06:32
and
06:33
we’re going to be including some upsells
06:34
so the seasonal upsell so whether your
06:36
design build like this here
06:38
or your landscape maintenance or home
06:40
cleaning uh we’re also gonna have the
06:41
benefits and some upsells in there so
06:43
uh hold tight watch out for it but we’re
06:45
gonna be releasing some new automation
06:47
packages here from simple girls
06:48
soon but the whole point of the video is
06:50
is it really ever too early to automate
06:52
and i say
06:53
absolutely not if you are going full
06:55
time
06:56
in your business you don’t have time to
06:59
follow up on these things
07:00
and after grinding all day in a piece of
07:02
equipment like this or
07:03
riding a mower or cleaning homes you’re
07:05
not going to have the ability
07:07
or the energy to follow up on those
07:09
estimates and
07:10
the ability to grow your business the
07:12
way you should let’s just face it we’re
07:14
human
07:14
so why not put an automated process that
07:17
feels personal but still automated
07:19
and closes sales and they say 80 of all
07:21
sales close
07:22
at five or more touches so who has time
07:25
if they’re in a machine
07:26
to have five or more follow-ups on an
07:29
estimate
07:30
we need to automate it so that is uh the
07:33
conversation today so
07:35
watch simple growth check it out we’re
07:36
going to be uh releasing some new
07:38
packages
07:39
how to automate your business while
07:41
you’re still in the field
07:42
and if you want to continue stay in the
07:43
field and have these repetitive tasks
07:46
taken care of for you
07:47
through just automations or a va with
07:50
accountability we can do that or
07:52
we can automate it and help you scale
07:54
your business exponentially
07:56
and get you out of the field sooner than
07:58
later so
07:59
really excited to kind of give a preview
08:01
of what we’re working on here
08:02
uh but i thought the question was asked
08:04
a few days ago was really appropriate
08:06
is it too early to automate a business
08:09
um
08:10
and i think once you go full time you’re
08:12
about 250 000 in sales maybe a little
08:14
bit less than that
08:16
anytime past that is appropriate so
08:19
callahan’s corner you ask the questions
08:21
we answer them live right here on
08:22
facebook
08:23
any questions you may have uh drop them
08:26
in the comments because we’re happy to
08:27
answer them but
08:28
um we’re giving you experience from
08:30
living in the trenches
08:32
uh in a landscape and service business
08:35
and just kind of lifting the hood up
08:38
of how we did it and we’re successful so
08:42
uh camera’s a bit far away so i can’t
08:43
see any comments or questions right now
08:44
but if you have any comments questions
08:46
drop below
08:46
and i’m happy to answer those um
08:49
after this recording or actually i may
08:51
just hop out of this scene and ask him
08:53
answer real quick if there is any so
08:54
let’s see what happens
09:01
so looks like there is a couple
09:04
questions probably not appropriate yet
09:06
for the live stream but if you have any
09:08
questions drop me but i really honestly
09:09
if you’re looking at a business whether
09:11
you
09:12
work with a professional like simple
09:13
growth or you automate your own systems
09:16
this is a time to take a look at it
09:19
you’ve got uh probably good cash flow
09:21
from this year
09:22
even with covet if you’re running a
09:23
solid business and take a look at the
09:25
pain points if you were sucked back in
09:27
the field or you’re working in the field
09:29
of the repetitive things that you can do
09:32
um or are doing
09:33
and what is the biggest roi so is it
09:37
going out and upselling ancillary
09:39
services to raise that client lifetime
09:40
value is it
09:41
hey your credit card’s about to expire
09:43
in 45 days you need to update your
09:45
credit card or
09:46
your your account is past due and here’s
09:49
three to five steps all the way up to
09:51
collections that are automated
09:53
so whether you’re in the field still
09:55
working a machine
09:56
or in the office automations are going
09:58
to help you take your life back from
10:00
your business create a predictable
10:02
process and system
10:04
to drive bottom line profits and buy the
10:06
time back as an owner
10:08
as a business owner even if you’re still
10:11
in the field working a machine
10:12
your ultimate job is to go out and
10:15
create
10:16
the mission the vision the values and
10:19
project the strategy
10:20
for your team and even if it’s a team of
10:23
two that strategy and vision
10:25
is really really important um so that is
10:27
part of your time that you really need
10:29
to focus on in my opinion so
10:31
comments or questions dropping below but
10:32
i wanted to talk about when is it too
10:34
early
10:34
to automate but i would say if you’re a
10:36
stage 1b business
10:38
or stage 2 business about 250 000 in
10:40
sales or above
10:42
the time is to automate because we want
10:44
to start buying that time back and
10:45
create predictable processing systems
10:48
to make things happen when they should
10:49
happen without the business owner
10:51
babysitting it
10:51
and if you’re the business owner and
10:53
you’re a solopreneur that’s okay
10:55
but automations can help you be
10:57
accountable to yourself
10:59
um so we’re not only automating
11:00
accountability for your team or
11:02
automating accountability to um yourself
11:05
as well as a business owner and those
11:07
sometimes are the biggest wins
11:08
when we automate those things so
11:10
comments or questions drop below
11:11
kellehan’s corner you ask the questions
11:12
we answered live
11:14
right here on facebook getting back um
11:17
in the machines and bringing it to you
11:19
live on callahan’s corner

SA Weekly Talk Show: How To Fully Automate Your Business Using Service Autopilot

Video Transcript

00:01
Welcome back to the SA Weekly
00:02
Welcome back to the SA Weekly Talk show Mike Allen here with
00:04
Talk show Mike Allen here with Cody Owen uh my cohost uh got a
00:06
Cody Owen uh my cohost uh got a huge lineup coming next week
00:08
huge lineup coming next week Carla from the landscaping The
00:10
Carla from the landscaping The accountant is going to be
00:12
accountant is going to be joining Cody and I talking
00:13
joining Cody and I talking about all things landscape and
00:16
about all things landscape and accounting but this week uh
00:16
accounting but this week uh kinda back by popular demand. A
00:18
kinda back by popular demand. A lot of people were asking over
00:20
lot of people were asking over the last several months. Mike
00:22
the last several months. Mike would you mind going in and
00:24
would you mind going in and breaking down how you automated
00:27
breaking down how you automated your service business um and
00:28
your service business um and kind of the story behind that
00:29
kind of the story behind that and if I’m going to look at a
00:32
and if I’m going to look at a business fully automated on
00:34
business fully automated on service autopilot, What are the
00:35
service autopilot, What are the things I should. To do that so
00:38
things I should. To do that so whether you go out and utilize
00:40
whether you go out and utilize a certified adviser, you’re
00:41
a certified adviser, you’re building them yourself or
00:43
building them yourself or working with all the experts
00:44
working with all the experts over at the Automation Pro plus
00:46
over at the Automation Pro plus launch team over at service
00:47
launch team over at service Autopilot, which is also a
00:48
Autopilot, which is also a great resource um as you’re
00:50
great resource um as you’re going in and kinda
00:52
going in and kinda conceptualizing what does a
00:53
conceptualizing what does a service business look like
00:54
service business look like fully automated? I’m gonna
00:56
fully automated? I’m gonna kinda break it down um how we
00:58
kinda break it down um how we actually did it in my company
01:00
actually did it in my company step by step and what you’re
01:00
step by step and what you’re gonna find in your business. Is
01:02
gonna find in your business. Is you can’t really automate the
01:03
you can’t really automate the whole thing out of the gate.
01:04
whole thing out of the gate. There’s certain areas that you
01:05
There’s certain areas that you wanna look. Look at you, I’m
01:07
wanna look. Look at you, I’m gonna expose some of the
01:08
gonna expose some of the biggest pain points in my
01:09
biggest pain points in my business as we started to scale
01:11
business as we started to scale um and there’s basically as we
01:13
um and there’s basically as we find traditionally most service
01:15
find traditionally most service businesses, there’s really
01:16
businesses, there’s really three main hurdles or blocks uh
01:19
three main hurdles or blocks uh in your business of growth to
01:21
in your business of growth to that million mark and well
01:22
that million mark and well beyond and if you’ve been lucky
01:23
beyond and if you’ve been lucky enough to kinda blow past some
01:25
enough to kinda blow past some of these hurdles or just kind
01:26
of these hurdles or just kind of as we say grind through them
01:29
of as we say grind through them um if you can automate these
01:31
um if you can automate these areas in your business, uh
01:32
areas in your business, uh it’ll start pulling that time
01:33
it’ll start pulling that time back and allow you to as
01:35
back and allow you to as Michael Gerber says work on the
01:36
Michael Gerber says work on the business not in it or um if
01:38
business not in it or um if you’ve got a long. Family and
01:40
you’ve got a long. Family and friends you haven’t talked to
01:40
friends you haven’t talked to in the last 5 years because
01:41
in the last 5 years because you’ve been working 100 hours a
01:43
you’ve been working 100 hours a week well uh you might be able
01:44
week well uh you might be able to make some acquaintance of uh
01:45
to make some acquaintance of uh actually seeing your wife or
01:47
actually seeing your wife or husband at a dinner for once in
01:48
husband at a dinner for once in a while and uh see him on the
01:49
a while and uh see him on the weekends. so I’m gonna be kinda
01:50
weekends. so I’m gonna be kinda diving into that before we jump
01:52
diving into that before we jump into it, Cody though, um just
01:54
into it, Cody though, um just kinda touching base with you
01:55
kinda touching base with you what’s going on what’s new?
01:56
what’s going on what’s new? what’s good? Uh since the last
01:57
what’s good? Uh since the last time we talked last week on the
01:59
time we talked last week on the SEC, we talk show with uh Dylan
02:01
SEC, we talk show with uh Dylan Rothenberg um well I have
02:04
Rothenberg um well I have disappeared into a world of
02:06
disappeared into a world of virtual reality my uh my VR
02:07
virtual reality my uh my VR headset. Then that’s kinda been
02:09
headset. Then that’s kinda been what I’ve been doing for fun. I
02:11
what I’ve been doing for fun. I don’t have anything exciting to
02:13
don’t have anything exciting to report. alright. Well, you
02:15
report. alright. Well, you know, maybe the fun is the
02:16
know, maybe the fun is the goggles you’ll never know so
02:19
goggles you’ll never know so II. they’re pretty cool. We’ll
02:20
II. they’re pretty cool. We’ll have to give a little show and
02:20
have to give a little show and tell later in the show today,
02:22
tell later in the show today, but um if you’re watching the
02:24
but um if you’re watching the podcast and listen to the
02:24
podcast and listen to the podcast, you wanna tune in to
02:26
podcast, you wanna tune in to this one live uh so you can see
02:28
this one live uh so you can see this apparatus that uh Cody has
02:30
this apparatus that uh Cody has purchased off of Amazon or
02:31
purchased off of Amazon or wherever you got that thing,
02:32
wherever you got that thing, but uh be a little teaser for
02:34
but uh be a little teaser for later but very cool uh
02:37
later but very cool uh technology investment uh. The
02:38
technology investment uh. The young millennial here so uh as
02:40
young millennial here so uh as we pop this out here, I’m gonna
02:42
we pop this out here, I’m gonna do um kinda flip it around here
02:44
do um kinda flip it around here so we can probably get the best
02:46
so we can probably get the best view of the uh deck here and
02:50
view of the uh deck here and what we’re looking at here is
02:53
what we’re looking at here is um basically uh my my journey
02:57
um basically uh my my journey from beginning of my lawn care
02:59
from beginning of my lawn care business uh approximately about
03:00
business uh approximately about 2526 years ago um in the story
03:03
2526 years ago um in the story behind it so the idea here is
03:04
behind it so the idea here is that um the business that I.
03:08
that um the business that I. Started um if you haven’t heard
03:09
Started um if you haven’t heard the story, I’m gonna give you a
03:10
the story, I’m gonna give you a quick two-minute rendition but
03:12
quick two-minute rendition but the business I started in high
03:13
the business I started in high school through college um
03:15
school through college um basically had revolved around
03:15
basically had revolved around me as a single point of failure
03:17
me as a single point of failure and that business literally
03:19
and that business literally would have crumbled if I left
03:20
would have crumbled if I left for a day or two at a time or
03:21
for a day or two at a time or even a week at a time for
03:22
even a week at a time for vacation, I was constantly
03:23
vacation, I was constantly tired of this business um and
03:25
tired of this business um and that business ended up causing
03:27
that business ended up causing a lot of pain and suffering
03:29
a lot of pain and suffering inside my personal life as I
03:31
inside my personal life as I was kinda joking about with
03:32
was kinda joking about with Cody here um literally working
03:35
Cody here um literally working about 100 hours a week 7 days a
03:36
about 100 hours a week 7 days a week um. Trying to keep this
03:38
week um. Trying to keep this business going because
03:39
business going because everything that had to happen
03:41
everything that had to happen needed me to approve it or
03:42
needed me to approve it or actually do it so uh once we
03:45
actually do it so uh once we kinda hit a point where that
03:46
kinda hit a point where that business actually caused the
03:48
business actually caused the divorce. uh we went out and
03:50
divorce. uh we went out and found automation so uh right
03:51
found automation so uh right now we’re looking probably
03:53
now we’re looking probably closer to four to 5000 hours
03:54
closer to four to 5000 hours that we personally have spent
03:56
that we personally have spent inside my business and simple
03:58
inside my business and simple growth automating uh systems
04:00
growth automating uh systems and processes on service
04:02
and processes on service Autopilot. I went out and
04:03
Autopilot. I went out and invested well over $150000
04:05
invested well over $150000 finding the experts in
04:06
finding the experts in automation so was it text
04:08
automation so was it text messaging. SMS was an email
04:10
messaging. SMS was an email marketing was it upsells?
04:12
marketing was it upsells? Whatever that was, we went out
04:14
Whatever that was, we went out and literally I flew around the
04:16
and literally I flew around the whole United States over a five
04:17
whole United States over a five to 6 year span and actually
04:20
to 6 year span and actually Canada to understand um how to
04:22
Canada to understand um how to make the best decisions in an
04:25
make the best decisions in an automation and how to build
04:25
automation and how to build them out um as we hit each pin
04:28
them out um as we hit each pin point um also if you haven’t
04:29
point um also if you haven’t seen it uh author of Khan’s
04:32
seen it uh author of Khan’s corner uh in snow magazine and
04:33
corner uh in snow magazine and lawn and landscape magazine and
04:34
lawn and landscape magazine and obviously uh simple growth is a
04:37
obviously uh simple growth is a certified adviser with um
04:39
certified adviser with um service Autopilot, but that’s
04:41
service Autopilot, but that’s really not what today is about
04:42
really not what today is about today is really going in and
04:44
today is really going in and breaking down what a fully
04:45
breaking down what a fully automated business looks like
04:47
automated business looks like in services. Autopilot and I
04:49
in services. Autopilot and I just break down literally um
04:51
just break down literally um how we did it and how you can
04:53
how we did it and how you can do it um and it should
04:55
do it um and it should hopefully clear up a lot of the
04:56
hopefully clear up a lot of the questions that have been coming
04:57
questions that have been coming in, especially with a lot of
04:58
in, especially with a lot of people who um have either
05:00
people who um have either bought pro plus some of the
05:01
bought pro plus some of the specials and haven’t fully
05:02
specials and haven’t fully implemented or um you just
05:04
implemented or um you just upgraded a pro plus or maybe
05:05
upgraded a pro plus or maybe you’re a brand new service auto
05:06
you’re a brand new service auto pilot subscriber cuz there has
05:07
pilot subscriber cuz there has been a massive influx of
05:09
been a massive influx of service Autopilot users that
05:10
service Autopilot users that have actually come in so the
05:13
have actually come in so the first thing we wanna look at is
05:15
first thing we wanna look at is traditionally your sales
05:17
traditionally your sales process, and this is a flow
05:17
process, and this is a flow chart of the sales process on a
05:20
chart of the sales process on a very high level and I’m gonna
05:20
very high level and I’m gonna break down some of the tips and
05:22
break down some of the tips and tricks to have. Fully
05:24
tricks to have. Fully implemented, but uh as we
05:25
implemented, but uh as we always do at simple growth or
05:27
always do at simple growth or even in the ??? we talk show we
05:28
even in the ??? we talk show we really like to talk about
05:31
really like to talk about workflow and standardization.
05:32
workflow and standardization. We don’t wanna just talk about
05:33
We don’t wanna just talk about features and functions we wanna
05:35
features and functions we wanna actually connect the dots cuz a
05:36
actually connect the dots cuz a lot of times in any software,
05:38
lot of times in any software, especially service autopilot.
05:39
especially service autopilot. You may have a lot of these
05:40
You may have a lot of these dots in the system set up, but
05:41
dots in the system set up, but they’re really not connected in
05:43
they’re really not connected in an optimal workflow so that
05:44
an optimal workflow so that leads for inefficiencies or
05:47
leads for inefficiencies or confusion for your office staff
05:48
confusion for your office staff or yourself. so the thing that
05:50
or yourself. so the thing that you really wanna do is go out
05:51
you really wanna do is go out and create an. Request form and
05:54
and create an. Request form and that’s gonna be on the
05:56
that’s gonna be on the marketing tab in service
05:57
marketing tab in service Autopilot. Now we’ve got two
05:59
Autopilot. Now we’ve got two different options. We’ve got a
06:00
different options. We’ve got a vtwo option and we’ve got a
06:02
vtwo option and we’ve got a vthree option. so what I’m
06:03
vthree option. so what I’m gonna recommend for best
06:04
gonna recommend for best practice at this point uh
06:07
practice at this point uh vthree forms in my opinion are
06:09
vthree forms in my opinion are show ready now when Jonathan
06:11
show ready now when Jonathan Potion at the co-founder of
06:12
Potion at the co-founder of service Autopilot made a video
06:14
service Autopilot made a video uh several months ago, he was
06:16
uh several months ago, he was talking about how they’re
06:16
talking about how they’re continuing to evolve Vthree and
06:18
continuing to evolve Vthree and some of the things they’re
06:20
some of the things they’re building on top of each other.
06:21
building on top of each other. Some of the things may not be
06:22
Some of the things may not be show ready, but they’re there
06:23
show ready, but they’re there so they can find out
06:24
so they can find out Foundationally build upon uh
06:25
Foundationally build upon uh the next feature they are gonna
06:26
the next feature they are gonna be released when they make the
06:27
be released when they make the next. Release so um I highly
06:32
next. Release so um I highly recommend using the vthree form
06:33
recommend using the vthree form for your request and there’s
06:35
for your request and there’s several reasons why and the
06:37
several reasons why and the main reason is gonna be it’s
06:39
main reason is gonna be it’s going to do duplicate checking
06:40
going to do duplicate checking and we’re gonna have some logic
06:42
and we’re gonna have some logic built into that uh vthree form
06:44
built into that uh vthree form uh based on different decisions
06:47
uh based on different decisions and things they make in there
06:48
and things they make in there but uh at a very minimum
06:49
but uh at a very minimum whether it’s vtwo or vthree
06:51
whether it’s vtwo or vthree form you want that on your on
06:52
form you want that on your on your website and what that’s
06:54
your website and what that’s gonna do is when the consumer
06:55
gonna do is when the consumer enters their name in and
06:56
enters their name in and selects what service they’re
06:58
selects what service they’re interested in. It’s gonna
06:59
interested in. It’s gonna automatically enter them into
07:00
automatically enter them into service autopilot with no
07:02
service autopilot with no double entry. and that’s why
07:03
double entry. and that’s why I’m recommending a vthree cuz
07:03
I’m recommending a vthree cuz it’s gonna do. Duplicate
07:05
it’s gonna do. Duplicate checking Cody um, and that’s
07:06
checking Cody um, and that’s gonna make sure you have a
07:07
gonna make sure you have a clean database database.
07:08
clean database database. hygiene is a lot of things we
07:09
hygiene is a lot of things we talk about here. uh in
07:11
talk about here. uh in addition, I’m gonna recommend
07:12
addition, I’m gonna recommend you going into a bot some of
07:14
you going into a bot some of the Facebook messenger and
07:16
the Facebook messenger and connecting that automated
07:18
connecting that automated estimator Boer chatbot on your
07:20
estimator Boer chatbot on your website and your social media
07:22
website and your social media platforms and what we’ve done
07:24
platforms and what we’ve done in my business is created a
07:26
in my business is created a sync with Facebook Messenger
07:28
sync with Facebook Messenger and service Autopilot, and we
07:29
and service Autopilot, and we can now automatically enter
07:31
can now automatically enter those leads and clients through
07:33
those leads and clients through social media. Automatically in
07:35
social media. Automatically in the service, autopilot and
07:36
the service, autopilot and trigger all the things we’re
07:37
trigger all the things we’re gonna be talking about here and
07:39
gonna be talking about here and then the other thing we did is
07:40
then the other thing we did is we created a um an office entry
07:42
we created a um an office entry form, so I would call this kind
07:43
form, so I would call this kind of like your master form, Cory
07:45
of like your master form, Cory or Cody and what this allows us
07:47
or Cody and what this allows us to do is go in and um get all
07:51
to do is go in and um get all the right information in there.
07:53
the right information in there. so when somebody calls it
07:54
so when somebody calls it creates a standardized intake
07:55
creates a standardized intake um so how do they hear about us
07:57
um so how do they hear about us what services they interest? so
07:58
what services they interest? so no matter who is working in
07:59
no matter who is working in that office phone. We’re
08:00
that office phone. We’re getting the data inside the
08:02
getting the data inside the software the same way um in the
08:03
software the same way um in the same predictable. And it’s
08:06
same predictable. And it’s gonna start triggering these
08:08
gonna start triggering these automation so the first thing
08:08
automation so the first thing right off the back. Cody is
08:09
right off the back. Cody is we’re looking at uh the website
08:12
we’re looking at uh the website estimate request uh with some
08:14
estimate request uh with some logic built behind it entering
08:15
logic built behind it entering in an essay, hopefully tying
08:16
in an essay, hopefully tying the Facebook messenger and
08:17
the Facebook messenger and social to get them in essay and
08:20
social to get them in essay and a standardized phone intake
08:23
a standardized phone intake form. um obviously I don’t
08:24
form. um obviously I don’t wanna go through this whole
08:24
wanna go through this whole thing and kinda preach, but any
08:25
thing and kinda preach, but any thoughts or comments before I
08:26
thoughts or comments before I kinda really dive into the uh
08:28
kinda really dive into the uh the media is so looking at the
08:32
the media is so looking at the lead capture section the only
08:33
lead capture section the only thing that I don’t immediately
08:35
thing that I don’t immediately understand how. Doing it in
08:39
understand how. Doing it in essay is that connection
08:40
essay is that connection between messenger and essay
08:43
between messenger and essay because we we talk a lot about
08:45
because we we talk a lot about how there’s Autopilot doesn’t
08:47
how there’s Autopilot doesn’t have an API so it can be
08:49
have an API so it can be difficult to use other tools
08:52
difficult to use other tools with service autopilot. How are
08:54
with service autopilot. How are you making that connection?
08:56
you making that connection? Yeah great question. So uh
08:58
Yeah great question. So uh we’ve got a simple growth uh as
09:00
we’ve got a simple growth uh as a certified adviser has it’s
09:01
a certified adviser has it’s own development team. Um it’s a
09:03
own development team. Um it’s a pretty deep bench, so what
09:04
pretty deep bench, so what we’ve done is going. Wrote some
09:07
we’ve done is going. Wrote some custom code um tying in to the
09:11
custom code um tying in to the API of uh Facebook messenger
09:13
API of uh Facebook messenger and then being able to insert
09:15
and then being able to insert that code into service
09:16
that code into service Autopilot through a couple of
09:18
Autopilot through a couple of different methodologies. Uh
09:19
different methodologies. Uh that’s what we’re also
09:19
that’s what we’re also recommending that the three
09:21
recommending that the three form because that bthree form
09:22
form because that bthree form now is going to do duplicate
09:24
now is going to do duplicate check based on certain criteria
09:26
check based on certain criteria of basically, there’s many
09:27
of basically, there’s many combinations. but let’s just
09:28
combinations. but let’s just say real basic first name last
09:29
say real basic first name last name and email. so if that
09:31
name and email. so if that combination comes up wait
09:32
combination comes up wait already in the system, let’s
09:33
already in the system, let’s append the new information. To
09:36
append the new information. To the existing client, um whole
09:39
the existing client, um whole different conversation about
09:39
different conversation about how willing to have that
09:40
how willing to have that conversation as well, uh kinda
09:42
conversation as well, uh kinda how we built that out. but
09:43
how we built that out. but yeah, we definitely have
09:43
yeah, we definitely have created a one-way sync with
09:45
created a one-way sync with duplicate shocking from
09:47
duplicate shocking from messenger um and messenger on
09:49
messenger um and messenger on your website into that into
09:50
your website into that into that account form and then into
09:51
that account form and then into the into the system. So yeah,
09:53
the into the system. So yeah, it’s been pretty good. I mean
09:54
it’s been pretty good. I mean we probably got well over a
09:55
we probably got well over a hundreds users are already
09:56
hundreds users are already using that process and it’s
09:58
using that process and it’s it’s been very popular. Um so
09:59
it’s been very popular. Um so the main thing here now is what
10:01
the main thing here now is what we’ve got is. We got somebody
10:02
we’ve got is. We got somebody coming off your website and or
10:03
coming off your website and or somebody coming from your
10:04
somebody coming from your office. Um or even from
10:06
office. Um or even from messenger, but the first thing
10:07
messenger, but the first thing we’re gonna do is we’re gonna
10:08
we’re gonna do is we’re gonna automatically fire off a thing
10:09
automatically fire off a thing called a lead letter and the
10:11
called a lead letter and the letter is the five or six main
10:12
letter is the five or six main reasons why your business is
10:14
reasons why your business is different and why people wanna
10:15
different and why people wanna work with you so immediately
10:16
work with you so immediately we’re going in depth
10:18
we’re going in depth differentiating ourselves from
10:18
differentiating ourselves from our competitors now what we can
10:21
our competitors now what we can do or if you’re doing it
10:22
do or if you’re doing it yourself is we can also tie
10:23
yourself is we can also tie into another product that is
10:25
into another product that is integrated with service
10:26
integrated with service Autopilot called Send Jim and
10:27
Autopilot called Send Jim and what send Jim can do is trigger
10:30
what send Jim can do is trigger off an automated a hard copy
10:32
off an automated a hard copy mailing in the mail. Lead
10:35
mailing in the mail. Lead letter and the envelope can
10:36
letter and the envelope can look like it’s hand addressed
10:38
look like it’s hand addressed so now we’re not only just
10:39
so now we’re not only just setting the lead letter
10:40
setting the lead letter automatically and email, but
10:41
automatically and email, but we’re sending something hard
10:42
we’re sending something hard copy in the mail so this would
10:43
copy in the mail so this would really be something of
10:45
really be something of importance of doing like a
10:46
importance of doing like a design build per se because
10:48
design build per se because it’s a higher, you know 5060
10:50
it’s a higher, you know 5060 $100000 job and you probably
10:51
$100000 job and you probably have to schedule one or two
10:53
have to schedule one or two onsite estimates and proposals
10:54
onsite estimates and proposals before you actually get them
10:56
before you actually get them the estimate so now they can
10:58
the estimate so now they can physically grab something and
10:59
physically grab something and hold it and there’s an
11:01
hold it and there’s an emotional connection when they
11:01
emotional connection when they get that lead letter uh in the
11:03
get that lead letter uh in the physical. Reinforces why you’re
11:05
physical. Reinforces why you’re different than your competitors
11:08
different than your competitors so before the estimate here, uh
11:09
so before the estimate here, uh we wanna go out and do a thing
11:11
we wanna go out and do a thing called Short-term nurtured What
11:12
called Short-term nurtured What this is all based on is life
11:14
this is all based on is life cycle Marketing so life cycle
11:16
cycle Marketing so life cycle marketing was a eight or 9
11:17
marketing was a eight or 9 years ago when I started
11:18
years ago when I started automate my business and now uh
11:21
automate my business and now uh even eight or 9 years later,
11:21
even eight or 9 years later, it’s still very applicable um
11:24
it’s still very applicable um but the idea here is we want to
11:25
but the idea here is we want to take the logic from that vthree
11:27
take the logic from that vthree uh uh website form and say if
11:30
uh uh website form and say if somebody’s interested in weekly
11:32
somebody’s interested in weekly lawn, mowing or weekly. We’re
11:35
lawn, mowing or weekly. We’re gonna educate them to the
11:37
gonna educate them to the specific service they’re
11:37
specific service they’re interested in themselves so uh
11:39
interested in themselves so uh let’s just use the example of
11:41
let’s just use the example of lawn mowing So if Missus Smith
11:42
lawn mowing So if Missus Smith hit the website, she’s
11:43
hit the website, she’s automatically get that lead
11:44
automatically get that lead letter via email and before the
11:46
letter via email and before the estimate or in conjunction with
11:47
estimate or in conjunction with the estimate if you’re closing
11:48
the estimate if you’re closing those gateway services we talk
11:49
those gateway services we talk about over the phone. she’s
11:51
about over the phone. she’s gonna get between one to three
11:53
gonna get between one to three emails of short-term education
11:53
emails of short-term education and it’s literally no sales
11:56
and it’s literally no sales pitch. We are gonna teach you
11:57
pitch. We are gonna teach you how to do that lawn mowing as a
11:59
how to do that lawn mowing as a professional uh herself how to
12:01
professional uh herself how to sharpen the blades maybe proper
12:03
sharpen the blades maybe proper mowing height proper irrigation
12:04
mowing height proper irrigation to go with that service. And
12:08
to go with that service. And what that’s done is created you
12:10
what that’s done is created you as the expert recruiting that
12:11
as the expert recruiting that higher perceived value, so you
12:12
higher perceived value, so you can charge a higher price. In
12:14
can charge a higher price. In addition, what I really
12:15
addition, what I really recommend is if you’re building
12:16
recommend is if you’re building this yourself go in to those
12:19
this yourself go in to those short-term education education
12:21
short-term education education documents and overcome any
12:23
documents and overcome any sales or price objections
12:25
sales or price objections upfront. So we’re gonna shorten
12:26
upfront. So we’re gonna shorten the sales cycle traditionally
12:27
the sales cycle traditionally in my market upstate New York
12:29
in my market upstate New York for my lawn care company was do
12:31
for my lawn care company was do I need to be home to have the
12:32
I need to be home to have the service done and are you gonna
12:34
service done and are you gonna close that fence behind you cuz
12:35
close that fence behind you cuz a lot of people obviously are
12:36
a lot of people obviously are nervous if they get home. The
12:39
nervous if they get home. The technician didn’t close the
12:39
technician didn’t close the fence gate, either the dog or
12:41
fence gate, either the dog or the kids are gonna be running
12:42
the kids are gonna be running out of that fence, possibly
12:43
out of that fence, possibly running into traffic. so we’re
12:45
running into traffic. so we’re gonna address the concerns
12:47
gonna address the concerns before they’re even brought up.
12:47
before they’re even brought up. So we shorten that site that uh
12:49
So we shorten that site that uh sales cycle and we create a
12:51
sales cycle and we create a higher perceived value as you
12:53
higher perceived value as you as the expert to charge the
12:54
as the expert to charge the most in your market um and this
12:55
most in your market um and this is right up to the point of
12:57
is right up to the point of where we submit that estimate
12:59
where we submit that estimate Cody um any thoughts or
13:00
Cody um any thoughts or questions around that process
13:01
questions around that process up to this point. No, that is
13:03
up to this point. No, that is that’s awesome. Uh what you’re
13:05
that’s awesome. Uh what you’re saying about like life cycle
13:07
saying about like life cycle marketing. Relevant eight or 9
13:09
marketing. Relevant eight or 9 years ago and still today those
13:11
years ago and still today those principles don’t change the
13:12
principles don’t change the tools that we use to exercise
13:15
tools that we use to exercise them will definitely continue
13:17
them will definitely continue to change over time, but I mean
13:19
to change over time, but I mean eight 9 years ago, sending you
13:21
eight 9 years ago, sending you know, email nurture was still
13:23
know, email nurture was still something that yeah, those
13:24
something that yeah, those tools were still relevant, then
13:26
tools were still relevant, then as well. so it’ll this
13:28
as well. so it’ll this knowledge will stay with you
13:30
knowledge will stay with you regardless of what tools you
13:31
regardless of what tools you need to use in the future.
13:32
need to use in the future. Yeah, it’s very similar to so
13:34
Yeah, it’s very similar to so we’ve got market share and I
13:35
we’ve got market share and I believe it’s gonna be the
13:35
believe it’s gonna be the keynote speaker at as a thrive
13:37
keynote speaker at as a thrive this year uh the virtual summit
13:39
this year uh the virtual summit well, Marcus Sheridan owned a
13:41
well, Marcus Sheridan owned a company called River Pools and
13:42
company called River Pools and Spas by know. By comparing
13:44
Spas by know. By comparing myself to Marcus Marcus was
13:47
myself to Marcus Marcus was doing um outside of some of the
13:47
doing um outside of some of the SEO and videos was doing life
13:50
SEO and videos was doing life cycle marketing. It’s something
13:51
cycle marketing. It’s something that he learned out of another
13:52
that he learned out of another uh CRM platform called HubSpot.
13:55
uh CRM platform called HubSpot. Uh we were doing this
13:56
Uh we were doing this originally in Infusionsoft
13:58
originally in Infusionsoft before service Autopilot head
13:59
before service Autopilot head automations and some of the
14:00
automations and some of the things I’m gonna touch on
14:01
things I’m gonna touch on later. This is why um if you’re
14:03
later. This is why um if you’re gonna automate using service
14:04
gonna automate using service Autopilot, it’s really
14:05
Autopilot, it’s really important to keep your
14:07
important to keep your automations inside Natively pro
14:08
automations inside Natively pro plus in the major benefits of
14:10
plus in the major benefits of that, but uh Marcus Sheridan of
14:11
that, but uh Marcus Sheridan of the sales line was uh out there
14:13
the sales line was uh out there doing this literally eight or 9
14:15
doing this literally eight or 9 years ago, I was doing and he
14:16
years ago, I was doing and he was doing pools and I was doing
14:17
was doing pools and I was doing this in lawn. Um so I will tell
14:19
this in lawn. Um so I will tell you no matter the industry if
14:20
you no matter the industry if it’s a service business, this
14:22
it’s a service business, this works um and it’s about
14:25
works um and it’s about education and very similar to
14:26
education and very similar to Marcus Book. they ask you
14:27
Marcus Book. they ask you answer. um you’re answering
14:29
answer. um you’re answering those questions or concerns
14:30
those questions or concerns before they arise and shorten
14:31
before they arise and shorten that cycle become the expert so
14:34
that cycle become the expert so very uh very interesting uh
14:36
very uh very interesting uh perspective when I saw Marcus
14:38
perspective when I saw Marcus speak first time at uh when
14:38
speak first time at uh when yous a conferences um so the
14:40
yous a conferences um so the next thing is we’re looking at
14:42
next thing is we’re looking at Cody is we’re gonna submit that
14:43
Cody is we’re gonna submit that estimate. I know we always talk
14:44
estimate. I know we always talk about it here. you know it
14:45
about it here. you know it usually takes five or more
14:46
usually takes five or more follow-ups to land 80% of. So
14:50
follow-ups to land 80% of. So 80% of sales are made on five
14:51
80% of sales are made on five or more follow-ups on an
14:52
or more follow-ups on an estimate, so we really need to
14:54
estimate, so we really need to do is create a sales pipeline
14:56
do is create a sales pipeline so you can see where people are
14:57
so you can see where people are at and we’ve chosen to a lot of
14:59
at and we’ve chosen to a lot of research 20 days. so we called
15:02
research 20 days. so we called just this process right here 20
15:03
just this process right here 20 days to close, but what it does
15:05
days to close, but what it does as soon as that estimate is
15:07
as soon as that estimate is submitted, it goes out and
15:09
submitted, it goes out and follows up on each and every
15:11
follows up on each and every aspect of the automated email
15:13
aspect of the automated email automated text and phone calls.
15:14
automated text and phone calls. You have believe it or not
15:15
You have believe it or not phone calls. uh we’re gonna
15:16
phone calls. uh we’re gonna recommend you do that um and
15:17
recommend you do that um and they will come. A form of a to
15:19
they will come. A form of a to do and in vthree once some
15:21
do and in vthree once some updates kicking it it’d be a
15:22
updates kicking it it’d be a form of a ticket, but what you
15:24
form of a ticket, but what you wanna do in that to do is what
15:26
wanna do in that to do is what we recommend and what we’ve
15:26
we recommend and what we’ve done is we literally have a
15:28
done is we literally have a script for the person in your
15:30
script for the person in your office calling saying Hey, call
15:31
office calling saying Hey, call Missus Smith. It’s been 3 days
15:32
Missus Smith. It’s been 3 days since we dropped off that lawn
15:34
since we dropped off that lawn mowing estimate. Here’s what to
15:35
mowing estimate. Here’s what to say she says the price is too
15:36
say she says the price is too high. Here’s some call script
15:38
high. Here’s some call script to overcome that sales or price
15:39
to overcome that sales or price objection, then the most
15:41
objection, then the most important part really, in my
15:42
important part really, in my opinion. Cody is at the bottom
15:43
opinion. Cody is at the bottom is if she becomes a client. do
15:44
is if she becomes a client. do this in service Autopilot If
15:45
this in service Autopilot If she doesn’t become a client, do
15:47
she doesn’t become a client, do this and She’s like you know
15:49
this and She’s like you know what I’m not sure if you’re
15:50
what I’m not sure if you’re gonna hire you or not I’m
15:51
gonna hire you or not I’m shopping and it’s the spring
15:52
shopping and it’s the spring and I’m gonna get a couple of
15:53
and I’m gonna get a couple of quotes cool. do this and
15:56
quotes cool. do this and service auto pilot. So what
15:57
service auto pilot. So what we’ve done is created a
15:57
we’ve done is created a predictable workflow for either
16:00
predictable workflow for either your internal team or a virtual
16:02
your internal team or a virtual assistant uh such as pink
16:03
assistant uh such as pink collar or calls or some of the
16:05
collar or calls or some of the other certified advisers are
16:06
other certified advisers are working with inside service
16:07
working with inside service Autopilot. So you’ve you’ve
16:09
Autopilot. So you’ve you’ve created a um a process that I
16:12
created a um a process that I wanna say what’s up to Hoyt uh
16:13
wanna say what’s up to Hoyt uh obviously he’ll be uh be a long
16:16
obviously he’ll be uh be a long time watcher there, he says.
16:17
time watcher there, he says. Ringless voicemail bombs so
16:19
Ringless voicemail bombs so absolutely hobby So that was
16:20
absolutely hobby So that was you stole my thunder so if.
16:22
you stole my thunder so if. Don’t wanna make those phone
16:23
Don’t wanna make those phone calls We also tie into that
16:26
calls We also tie into that product called send Jim what a
16:27
product called send Jim what a ringless voicemail bomb does Is
16:30
ringless voicemail bomb does Is it literally hits the cell
16:31
it literally hits the cell phone and record it doesn’t
16:34
phone and record it doesn’t ring, but it looks like a
16:35
ring, but it looks like a missed call here and it’s a
16:38
missed call here and it’s a prerecorded message so you
16:39
prerecorded message so you would have probably a different
16:40
would have probably a different message at day one and day
16:42
message at day one and day three, but in my in to be like,
16:43
three, but in my in to be like, hey, it’s Mike from Callahan’s
16:45
hey, it’s Mike from Callahan’s lawn care. so sorry I missed
16:46
lawn care. so sorry I missed you wanna leave this voicemail.
16:47
you wanna leave this voicemail. It’s been 1 day since we
16:49
It’s been 1 day since we dropped off your estimate. if
16:50
dropped off your estimate. if you have any questions, call
16:51
you have any questions, call our office back at this number
16:53
our office back at this number or better yet. Except the
16:55
or better yet. Except the online estimate what we’ve
16:58
online estimate what we’ve created a personalized but
17:00
created a personalized but automated phone call follow up
17:02
automated phone call follow up based on the timing of the
17:05
based on the timing of the estimate and the service or the
17:07
estimate and the service or the status of that estimate. So
17:08
status of that estimate. So it’s fully automated and the
17:10
it’s fully automated and the secret to success here and I
17:11
secret to success here and I will tell you time and time
17:12
will tell you time and time again. a lot of people wanna
17:13
again. a lot of people wanna mess with the methodology and
17:14
mess with the methodology and every time people want to
17:16
every time people want to tinker with it Um the issue is
17:18
tinker with it Um the issue is it doesn’t work in less you
17:22
it doesn’t work in less you actually do that. so it looks
17:24
actually do that. so it looks like we may have lost Cody here
17:26
like we may have lost Cody here uh hopefully he’ll be back here
17:27
uh hopefully he’ll be back here in a minute uh but let. Swing
17:30
in a minute uh but let. Swing over here to see if I can’t
17:32
over here to see if I can’t grab him and get him back in.
17:40
Um and we’ll see if Cody joins
17:40
Um and we’ll see if Cody joins us again, but uh go back into
17:43
us again, but uh go back into that. so the secret to the
17:44
that. so the secret to the success is if you’re building
17:45
success is if you’re building this yourself you want to go in
17:46
this yourself you want to go in and alternate it via automated
17:50
and alternate it via automated email text and phone calls and
17:51
email text and phone calls and if not a phone call or ringless
17:52
if not a phone call or ringless voicemail, I’m tied into uh the
17:55
voicemail, I’m tied into uh the integration with send Jim. It’s
17:56
integration with send Jim. It’s those different mediums that
17:57
those different mediums that are going to be successful when
17:59
are going to be successful when people say they don’t wanna
18:00
people say they don’t wanna make phone calls and they don’t
18:00
make phone calls and they don’t want text messages It really um
18:04
want text messages It really um depletes the effectiveness of
18:05
depletes the effectiveness of this 20 days to close process
18:07
this 20 days to close process if you’re building it yourself,
18:08
if you’re building it yourself, I highly recommend it. That’s
18:09
I highly recommend it. That’s where you go with it now the
18:11
where you go with it now the next thing that we. At here is
18:14
next thing that we. At here is uh an estimate process here and
18:17
uh an estimate process here and it looks like Cody is back in
18:20
it looks like Cody is back in action. Alright so perfect we
18:20
action. Alright so perfect we got we got the kid back nudge
18:23
got we got the kid back nudge the cable and that happens so
18:25
the cable and that happens so Cody what you miss here is
18:27
Cody what you miss here is we’re talking about the process
18:28
we’re talking about the process and the ability of uh 20 days
18:31
and the ability of uh 20 days to close and the secret is
18:34
to close and the secret is different communication
18:34
different communication channels of via text, email and
18:36
channels of via text, email and phone call or ringless
18:37
phone call or ringless voicemail. so now that we
18:39
voicemail. so now that we hopefully have one that
18:41
hopefully have one that estimate. Right here we wanna
18:45
estimate. Right here we wanna automatically trigger a
18:46
automatically trigger a welcoming wow sequence and that
18:48
welcoming wow sequence and that welcome and wow, she’s just
18:49
welcome and wow, she’s just like Jonathan Potosi um of the
18:51
like Jonathan Potosi um of the lawn care Millionaire talks
18:52
lawn care Millionaire talks about a lot of it. It’s
18:53
about a lot of it. It’s something that I adopted early
18:54
something that I adopted early in the early years as well is
18:57
in the early years as well is requiring a credit card on file
18:58
requiring a credit card on file to have service so the
19:00
to have service so the welcoming and well uh sequences
19:02
welcoming and well uh sequences and automated email that
19:03
and automated email that automatically triggers no in
19:04
automatically triggers no in your office has to do anything
19:05
your office has to do anything but it welcomes acclimate the
19:06
but it welcomes acclimate the new customer to your uh service
19:10
new customer to your uh service business and then it also uses
19:11
business and then it also uses a. PCI compliant credit card
19:16
a. PCI compliant credit card form We capture that credit
19:17
form We capture that credit card form so those credit cards
19:19
card form so those credit cards are secured, they’re tokens and
19:20
are secured, they’re tokens and takes care of that. So um those
19:23
takes care of that. So um those are the things I would
19:24
are the things I would recommend in the initial
19:25
recommend in the initial welcome and wow uh and next
19:27
welcome and wow uh and next thing we do is we drive in and
19:28
thing we do is we drive in and build logic in the automation.
19:29
build logic in the automation. So if you’re building this in
19:31
So if you’re building this in your service business, you
19:32
your service business, you wanna have some logic in that
19:33
wanna have some logic in that automation cuz if the first
19:36
automation cuz if the first person or the first time they
19:37
person or the first time they sign up is a reoccurring a
19:38
sign up is a reoccurring a weekly or biweekly mowing or
19:40
weekly or biweekly mowing or cleaning we wanna follow over
19:42
cleaning we wanna follow over 3060 90 days to 90 days is the
19:44
3060 90 days to 90 days is the biggest area where people
19:45
biggest area where people cancel and what we’ve done is
19:46
cancel and what we’ve done is made a very personal looking
19:47
made a very personal looking email. so this is. Kind of
19:49
email. so this is. Kind of expert tip I’d like to share is
19:51
expert tip I’d like to share is automated emails are great, but
19:52
automated emails are great, but they probably shouldn’t look
19:54
they probably shouldn’t look automated so we wanna plain
19:56
automated so we wanna plain text email. they’re gonna
19:56
text email. they’re gonna deliver better and make it
19:59
deliver better and make it personal. so the way we built
20:00
personal. so the way we built this out um in our process is
20:01
this out um in our process is it looks like it’s a personal
20:02
it looks like it’s a personal email coming from somebody in
20:04
email coming from somebody in your office just checking in
20:05
your office just checking in and touching base and what
20:06
and touching base and what you’re gonna find is the
20:07
you’re gonna find is the consumer if they’re unhappy is
20:09
consumer if they’re unhappy is probably gonna right back and
20:09
probably gonna right back and be like. Hey guys and girls are
20:11
be like. Hey guys and girls are doing a great job uh mowing the
20:12
doing a great job uh mowing the lawn but occasionally not
20:14
lawn but occasionally not blowing off the back patio or
20:15
blowing off the back patio or cleaning. Hey, they’re doing a
20:16
cleaning. Hey, they’re doing a great job cleaning the house,
20:17
great job cleaning the house, but they’re not. On the tiles
20:19
but they’re not. On the tiles in the master bath, so we’re
20:20
in the master bath, so we’re capturing those little issues
20:22
capturing those little issues before they escalate to
20:23
before they escalate to cancellation issues, but it
20:24
cancellation issues, but it would be kind of weird. Cody
20:25
would be kind of weird. Cody like if you just signed up for
20:27
like if you just signed up for a one-time aeration overseeding
20:28
a one-time aeration overseeding for the first time in my
20:30
for the first time in my business in the fall, it’s
20:31
business in the fall, it’s gonna be goofy if I follow up
20:32
gonna be goofy if I follow up three times. so what I
20:33
three times. so what I recommend here is you build
20:34
recommend here is you build logic in that automation to
20:35
logic in that automation to follow up only once if it’s a
20:38
follow up only once if it’s a one-time service or if it’s a
20:39
one-time service or if it’s a reoccurring service, you follow
20:40
reoccurring service, you follow up the 3060 and ninety, and
20:42
up the 3060 and ninety, and this is gonna be part of the
20:43
this is gonna be part of the benefits of automating having
20:45
benefits of automating having your automations inside service
20:47
your automations inside service auto. Through pro plus because
20:49
auto. Through pro plus because it’s going to be able to go in
20:51
it’s going to be able to go in natively and jump in into
20:53
natively and jump in into different statuses and features
20:54
different statuses and features of the actual service and
20:56
of the actual service and scheduling and billing where if
20:58
scheduling and billing where if you use an outside platform, it
21:01
you use an outside platform, it would never do that. And that’s
21:02
would never do that. And that’s one of the things you talked
21:03
one of the things you talked about Cody’s Okay. How did you
21:04
about Cody’s Okay. How did you do that without an API? An API
21:06
do that without an API? An API allows two softwares to talk to
21:08
allows two softwares to talk to each other very similar in the
21:09
each other very similar in the QuickBooks saying um there
21:10
QuickBooks saying um there isn’t that in there, but you
21:12
isn’t that in there, but you really don’t need an API with
21:13
really don’t need an API with service Autopilot because the
21:15
service Autopilot because the automations tie in to all the
21:17
automations tie in to all the native features that are
21:17
native features that are already there. So it’s it’s um
21:19
already there. So it’s it’s um if you haven’t experience, it’s
21:21
if you haven’t experience, it’s something I think you really
21:21
something I think you really should because that’s what
21:23
should because that’s what allowed us to. Other automation
21:25
allowed us to. Other automation platform and move it all in
21:27
platform and move it all in essay once they started having
21:29
essay once they started having automations and we had huge
21:29
automations and we had huge success even more than we did
21:31
success even more than we did in the earlier days because
21:32
in the earlier days because there wasn’t multiple system
21:33
there wasn’t multiple system chaos. Yeah, my real quick one
21:36
chaos. Yeah, my real quick one of the themes that I’m seeing
21:39
of the themes that I’m seeing here is that we’re we’re
21:41
here is that we’re we’re maintaining a very close
21:43
maintaining a very close relationship with these
21:44
relationship with these clients, but we’re able to
21:45
clients, but we’re able to automate all of our side of
21:48
automate all of our side of that relationship while giving
21:50
that relationship while giving them every opportunity to raise
21:52
them every opportunity to raise their hand and tell us Hey, I
21:53
their hand and tell us Hey, I have a problem. Hey something’s
21:55
have a problem. Hey something’s going on here. That’s not like
21:57
going on here. That’s not like up to my expectations that. You
22:01
up to my expectations that. You really close and feeling really
22:05
really close and feeling really uh like small mom and pop while
22:06
uh like small mom and pop while having the customer service of
22:09
having the customer service of a much larger company exactly
22:12
a much larger company exactly um and it’s just a couple of
22:13
um and it’s just a couple of things that I touch on that
22:14
things that I touch on that before I get into the happy
22:15
before I get into the happy holidays and some of that
22:16
holidays and some of that long-term nurture is um in this
22:19
long-term nurture is um in this kind of welcoming and wild
22:21
kind of welcoming and wild process or kind of uh extended
22:23
process or kind of uh extended nurture is uh we built several
22:26
nurture is uh we built several automations that do just that
22:27
automations that do just that Cody. So I’ve got the pleasure
22:29
Cody. So I’ve got the pleasure of having one of the service
22:30
of having one of the service Autopilot users actually do the
22:31
Autopilot users actually do the home cleaning at my house um
22:33
home cleaning at my house um and Tina and her. Utilize a
22:35
and Tina and her. Utilize a automation that we call be
22:39
automation that we call be there been there real tongue
22:40
there been there real tongue twister, but the automation
22:42
twister, but the automation basically says hey, we’re going
22:43
basically says hey, we’re going to be at your house. It’s
22:44
to be at your house. It’s either cut the grass or mow the
22:46
either cut the grass or mow the lawn or do the pest control and
22:47
lawn or do the pest control and it depending on the dispatcher
22:49
it depending on the dispatcher have traditionally we recommend
22:51
have traditionally we recommend 24 to 48 hours as a heads up.
22:52
24 to 48 hours as a heads up. So I know I gotta leave the key
22:54
So I know I gotta leave the key or to do something for the
22:55
or to do something for the cleaner so she can get in the
22:57
cleaner so she can get in the house to clean the house. cool
22:58
house to clean the house. cool thing is I mean and I’m working
22:59
thing is I mean and I’m working from the house today, so it’s a
23:00
from the house today, so it’s a little bit different but
23:01
little bit different but normally in the main office for
23:02
normally in the main office for civil growth. I get a text
23:04
civil growth. I get a text message that they just left the
23:06
message that they just left the house within about 5 minutes.
23:07
house within about 5 minutes. So now I know, okay, the house
23:09
So now I know, okay, the house has been secured. It’s locked
23:11
has been secured. It’s locked and I know the cleaning is done
23:13
and I know the cleaning is done so um yes and a larger company
23:17
so um yes and a larger company um would would probably do that
23:19
um would would probably do that you don’t see that from smaller
23:20
you don’t see that from smaller companies, but the power of
23:21
companies, but the power of automation now it gives you the
23:23
automation now it gives you the ability to have those extra
23:25
ability to have those extra touches you would never have as
23:27
touches you would never have as a smaller organization.
23:28
a smaller organization. absolutely um pretty much at no
23:30
absolutely um pretty much at no extra cost. It’s once it’s set
23:31
extra cost. It’s once it’s set up. It’s kinda set it and
23:32
up. It’s kinda set it and forget it um the other big one
23:34
forget it um the other big one that I really like is uh we
23:35
that I really like is uh we call it NPS to social reviews
23:37
call it NPS to social reviews so uh this is something you
23:38
so uh this is something you definitely build. But when you
23:41
definitely build. But when you do it, NPS to social review, um
23:43
do it, NPS to social review, um you’re probably gonna have two
23:43
you’re probably gonna have two different ways to trigger at
23:45
different ways to trigger at least that’s the way we tackle
23:46
least that’s the way we tackle this so you can have it
23:47
this so you can have it automated you know once a
23:49
automated you know once a quarter once a month or you can
23:50
quarter once a month or you can manually just dispatch, but
23:51
manually just dispatch, but what it does is it literally
23:52
what it does is it literally goes in um it doesn’t NPS
23:55
goes in um it doesn’t NPS score. So it’s a one to ten
23:56
score. So it’s a one to ten ranking and you’re like. Hey
23:57
ranking and you’re like. Hey how how happy are you? How
23:59
how how happy are you? How likely are you to refer us to
24:00
likely are you to refer us to your friends and family and
24:02
your friends and family and that uh uh a promoter is gonna
24:04
that uh uh a promoter is gonna be at nine or ten. so what it
24:05
be at nine or ten. so what it does is Oh you’re nine or ten
24:07
does is Oh you’re nine or ten what it does then is kicks you
24:08
what it does then is kicks you into another communication uh
24:11
into another communication uh with email or text depending
24:11
with email or text depending how you set it up to actually
24:13
how you set it up to actually push them out to social media.
24:14
push them out to social media. So it’s gonna go to your
24:15
So it’s gonna go to your Google. Your Facebook review if
24:17
Google. Your Facebook review if it’s an eight or below so it a
24:19
it’s an eight or below so it a neutral or detractor it kicks
24:21
neutral or detractor it kicks it back to your office. Um it
24:23
it back to your office. Um it allows them to know like hey,
24:25
allows them to know like hey, you’ve got some people that
24:25
you’ve got some people that maybe at risk you wanna go out
24:27
maybe at risk you wanna go out and actually try to get them up
24:30
and actually try to get them up to a promoter um and what we’ve
24:31
to a promoter um and what we’ve done is actually created
24:34
done is actually created processes around that
24:35
processes around that automation that actually
24:37
automation that actually reports out in their new report
24:38
reports out in their new report center and you can visually see
24:40
center and you can visually see all the people group at
24:41
all the people group at promoters, neutral and
24:42
promoters, neutral and detractors and all their
24:43
detractors and all their comments and actually see a pie
24:45
comments and actually see a pie chart. So you have a visual
24:46
chart. So you have a visual representation of where is your
24:47
representation of where is your customer’s stat um right now.
24:49
customer’s stat um right now. Based on the time of the season
24:51
Based on the time of the season and the actual response, so
24:53
and the actual response, so these are things that we would
24:53
these are things that we would never be able to do um
24:56
never be able to do um especially to we hit scale but
24:58
especially to we hit scale but now the power of automation
24:59
now the power of automation once it’s set up continues to
25:01
once it’s set up continues to do this and has that personal
25:02
do this and has that personal touch that you’re talking about
25:05
touch that you’re talking about Cody absolutely uh so the next
25:06
Cody absolutely uh so the next thing is happy holidays sounds
25:08
thing is happy holidays sounds a little corny, but I will tell
25:09
a little corny, but I will tell you uh people enjoy it. so what
25:12
you uh people enjoy it. so what I suggest doing is going out
25:13
I suggest doing is going out and educate them around that
25:14
and educate them around that holiday and just wish him a
25:15
holiday and just wish him a happy holiday. It’s just a nice
25:17
happy holiday. It’s just a nice touch Uh newsletter. Lot of
25:19
touch Uh newsletter. Lot of people back at newsletters like
25:20
people back at newsletters like oh my gosh like the old school,
25:22
oh my gosh like the old school, we don’t do it. I take I like
25:24
we don’t do it. I take I like to take a look as a newsletters
25:26
to take a look as a newsletters more of a long-term nurture
25:28
more of a long-term nurture It’s education with a very soft
25:31
It’s education with a very soft upsell based on the time of
25:32
upsell based on the time of season, so as we’re going into
25:33
season, so as we’re going into the winter months, we may be
25:35
the winter months, we may be talking about ornamental
25:36
talking about ornamental pruning in the lawn care
25:37
pruning in the lawn care industry so the proper types of
25:39
industry so the proper types of cutting the timing and how to
25:40
cutting the timing and how to do it and and educate the
25:42
do it and and educate the consumer to do. It’s just a
25:44
consumer to do. It’s just a free gift but at the bottom if
25:45
free gift but at the bottom if you do that service by the way,
25:47
you do that service by the way, if you need some help, click
25:48
if you need some help, click here to request nets and ask
25:49
here to request nets and ask for some help very similar in
25:51
for some help very similar in home. Maybe we’re going to the
25:53
home. Maybe we’re going to the holiday season. We’re talking
25:53
holiday season. We’re talking about fridge clean out stove
25:55
about fridge clean out stove clean outs. What’s the proper
25:56
clean outs. What’s the proper technique? what products do we
25:57
technique? what products do we use on the inside the outside
25:58
use on the inside the outside of the stove? Um we’re probably
26:00
of the stove? Um we’re probably not using chemicals on the
26:01
not using chemicals on the inside of the um the fridge I
26:03
inside of the um the fridge I mean, so we’re talking about
26:04
mean, so we’re talking about what best practices and then
26:06
what best practices and then you can say hey by the way if
26:07
you can say hey by the way if you need some help with those
26:08
you need some help with those services, we’re here, But the
26:09
services, we’re here, But the idea is a newsletter is just
26:11
idea is a newsletter is just providing consistent education
26:13
providing consistent education month in a month out of what
26:14
month in a month out of what should be going on in the month
26:15
should be going on in the month their home or outside the
26:17
their home or outside the outside of the home in the yard
26:19
outside of the home in the yard uh depending on your industries
26:20
uh depending on your industries we what they should be doing in
26:21
we what they should be doing in the month in advance with a
26:23
the month in advance with a soft upsell. Nice. Now, the
26:25
soft upsell. Nice. Now, the next thing here is this was
26:26
next thing here is this was kind of a new thing that we we
26:27
kind of a new thing that we we figured out um in automations
26:29
figured out um in automations in the last twelve to 24 months
26:32
in the last twelve to 24 months uh but we figured out kinda
26:33
uh but we figured out kinda like you, said Cody. We wanna
26:34
like you, said Cody. We wanna have a personal conversation,
26:36
have a personal conversation, these people where they’re at
26:37
these people where they’re at but have an automated. so the
26:40
but have an automated. so the conversation that we’re having
26:41
conversation that we’re having with someone who is a client
26:42
with someone who is a client like a leader, a cancelled
26:43
like a leader, a cancelled client versus a customer is
26:45
client versus a customer is potentially a completely
26:47
potentially a completely different conversation. So what
26:48
different conversation. So what we’ve done is segmented our
26:50
we’ve done is segmented our pipeline of communication for
26:52
pipeline of communication for leads and clients separately,
26:53
leads and clients separately, and that allows us to send out
26:54
and that allows us to send out special communication promotion
26:56
special communication promotion or tips. Where they’re at in
26:58
or tips. Where they’re at in the customer life cycle. Yeah,
27:00
the customer life cycle. Yeah, very meaningful now, obviously
27:02
very meaningful now, obviously if we haven’t won the asset
27:03
if we haven’t won the asset that we’ve lost the essence so
27:05
that we’ve lost the essence so our first take of this, which I
27:06
our first take of this, which I think is still very applicable
27:13
More towards an upsell model
27:13
More towards an upsell model now, but originally what we
27:14
now, but originally what we call these guys here is service
27:16
call these guys here is service automation so very um 100% life
27:19
automation so very um 100% life cycle marketing if you had a
27:21
cycle marketing if you had a lawn mowing customer, they’re
27:22
lawn mowing customer, they’re either a lost estimate for lawn
27:23
either a lost estimate for lawn mowing they were cancelled lawn
27:26
mowing they were cancelled lawn mowing or a client uh of lawn
27:27
mowing or a client uh of lawn mowing or someone who needed a
27:29
mowing or someone who needed a renewal or reminder if you run
27:30
renewal or reminder if you run year round for that service
27:31
year round for that service without a contract, you know
27:33
without a contract, you know we’re able to go in and talk
27:35
we’re able to go in and talk specifically to the service,
27:36
specifically to the service, whether a lost cancelled or
27:37
whether a lost cancelled or needed renewal or reminded that
27:39
needed renewal or reminded that we’re coming. After the slower
27:41
we’re coming. After the slower uh winter months that died down
27:42
uh winter months that died down a little bit, very applicable
27:45
a little bit, very applicable uh but what we came up with is
27:47
uh but what we came up with is uh the upsell model and the
27:50
uh the upsell model and the upsell model literally kinda
27:51
upsell model literally kinda came out of Callahan’s lawn
27:52
came out of Callahan’s lawn care when I uh was acquired and
27:55
care when I uh was acquired and Callahan’s was bought out we
27:56
Callahan’s was bought out we needed to have. I believe it
27:57
needed to have. I believe it was about an 80% uh resign on
28:01
was about an 80% uh resign on rate basically contractually to
28:03
rate basically contractually to get the final payout for uh the
28:05
get the final payout for uh the business being acquired. So
28:06
business being acquired. So what we did. It’s simple growth
28:08
what we did. It’s simple growth is we kinda opened up the gates
28:09
is we kinda opened up the gates a little bit and say, okay if
28:10
a little bit and say, okay if they’re in my database and I’m
28:12
they’re in my database and I’m trying to renew my. Contracts
28:14
trying to renew my. Contracts if they don’t have lawn mowing
28:16
if they don’t have lawn mowing service, they don’t have an
28:17
service, they don’t have an open estimate for lawn mowing
28:19
open estimate for lawn mowing or on a waiting list. The
28:21
or on a waiting list. The upsell would go out and sweep
28:22
upsell would go out and sweep through your whole entire
28:23
through your whole entire database, not just your clients
28:25
database, not just your clients and upsell that service so
28:28
and upsell that service so predominant it is about five or
28:29
predominant it is about five or six times a year. you probably
28:31
six times a year. you probably wanna do this. you wanna do
28:32
wanna do this. you wanna do about a month or so in advance
28:33
about a month or so in advance so that season, so the big one
28:35
so that season, so the big one that’s kind of right now in the
28:36
that’s kind of right now in the middle of this aeration and
28:37
middle of this aeration and overseeing for holiday lights
28:40
overseeing for holiday lights or potentially snow removal if
28:41
or potentially snow removal if you’re in the northeast, but
28:42
you’re in the northeast, but what we’re finding. We did this
28:44
what we’re finding. We did this with service Autopilot clients
28:45
with service Autopilot clients and you can see on the Facebook
28:47
and you can see on the Facebook page um and the users group if
28:48
page um and the users group if you’re a service member is um
28:51
you’re a service member is um the people are getting seventy
28:52
the people are getting seventy or eighty customer request in
28:54
or eighty customer request in two to 3 hours. um a lot of
28:56
two to 3 hours. um a lot of times people will actually call
28:57
times people will actually call us if we help them with this
28:58
us if we help them with this and say hey, stop the second or
29:00
and say hey, stop the second or third communication because I’m
29:02
third communication because I’m booked the whole entire fall
29:03
booked the whole entire fall like I can’t I’m a capacity um
29:05
like I can’t I’m a capacity um but the idea here is through a
29:08
but the idea here is through a very soft upsell based on where
29:10
very soft upsell based on where they’re at in the customer life
29:11
they’re at in the customer life cycle that. US to have a very
29:14
cycle that. US to have a very specific message, the biggest
29:16
specific message, the biggest mistake you can see and a lot
29:18
mistake you can see and a lot of people who are just getting
29:19
of people who are just getting the automations and it’s a
29:20
the automations and it’s a rookie mistake and I made it
29:21
rookie mistake and I made it myself so we really here to
29:23
myself so we really here to life cycle marketing is that um
29:25
life cycle marketing is that um you may shoot out a lawn mowing
29:28
you may shoot out a lawn mowing upsell or fertilization upsells
29:30
upsell or fertilization upsells everybody in your database,
29:32
everybody in your database, including the people who’ve
29:32
including the people who’ve already signed up so what that
29:34
already signed up so what that does is cause confusion
29:36
does is cause confusion probably gonna cause some
29:36
probably gonna cause some issues for your office um but
29:40
issues for your office um but now the blankets been pulled
29:41
now the blankets been pulled back. The covers pulled back.
29:43
back. The covers pulled back. Cody is now they know it’s
29:44
Cody is now they know it’s automated. It’s an email blast
29:45
automated. It’s an email blast where the difference in.
29:47
where the difference in. Between an automation and an
29:49
Between an automation and an email blast are significantly
29:51
email blast are significantly different if an automation is
29:52
different if an automation is built with logic and
29:54
built with logic and understanding of the customer
29:55
understanding of the customer life cycle with segmentation.
29:57
life cycle with segmentation. That’s where you’re gonna win
29:58
That’s where you’re gonna win and and some of these emails um
30:01
and and some of these emails um and I’m gonna show you one here
30:02
and I’m gonna show you one here in a minute we wanted to make
30:03
in a minute we wanted to make them look personal before I hop
30:06
them look personal before I hop into that go to any questions
30:07
into that go to any questions or thoughts of to that point.
30:11
or thoughts of to that point. Mike. This is awesome. This is
30:14
Mike. This is awesome. This is taking everything that we know
30:15
taking everything that we know is true about marketing,
30:18
is true about marketing, putting it. Autopilot getting
30:20
putting it. Autopilot getting service autopilot to work for
30:23
service autopilot to work for you to free up all of this
30:24
you to free up all of this time, I mean most of these
30:27
time, I mean most of these things your office staff
30:28
things your office staff couldn’t even do if you ask
30:30
couldn’t even do if you ask them to and give them you know
30:32
them to and give them you know as much time as they want.
30:33
as much time as they want. There’s only so much time in
30:35
There’s only so much time in the day. you can only do this
30:36
the day. you can only do this for so many customers and and I
30:38
for so many customers and and I think I’m glad you hit on that
30:40
think I’m glad you hit on that here. um it’s the point of
30:42
here. um it’s the point of automation is not to replace
30:44
automation is not to replace people in your office. It is
30:46
people in your office. It is truly to take the monotonous
30:48
truly to take the monotonous repetitive. Nobody likes doing
30:49
repetitive. Nobody likes doing or you don’t have time for and
30:52
or you don’t have time for and allow the higher you know 2030
30:55
allow the higher you know 2030 $100 an hour job to go to the
30:56
$100 an hour job to go to the actual people in your office
30:57
actual people in your office and if there is a manual tasks
30:58
and if there is a manual tasks like a phone call, it puts
31:00
like a phone call, it puts accountability and creates
31:02
accountability and creates predictability um and that I’m
31:03
predictability um and that I’m glad you touched. That’s the
31:04
glad you touched. That’s the biggest concern. but what if
31:05
biggest concern. but what if you look at everything on the
31:07
you look at everything on the screen here? Cody what I would
31:08
screen here? Cody what I would say is if you’re a company from
31:10
say is if you’re a company from about 750000 to about a million
31:12
about 750000 to about a million is what I find or above that
31:14
is what I find or above that process right there uh if
31:16
process right there uh if you’re to do it all manually in
31:17
you’re to do it all manually in the peak season and we’ll save
31:18
the peak season and we’ll save about 35 to 40 hours a week of
31:20
about 35 to 40 hours a week of manual process in your office.
31:22
manual process in your office. Yeah um so it’s it. If you’re
31:27
Yeah um so it’s it. If you’re stress level during busy
31:29
stress level during busy season, um it’s gonna improve
31:32
season, um it’s gonna improve the quality of being in the
31:32
the quality of being in the office cuz everybody’s not
31:34
office cuz everybody’s not gonna be running around like a
31:35
gonna be running around like a chicken with their head cut off
31:37
chicken with their head cut off 100% and then the other thing
31:38
100% and then the other thing too is um the made a video
31:40
too is um the made a video about it on Callahan’s corner,
31:41
about it on Callahan’s corner, where we answer a lot of
31:43
where we answer a lot of Facebook questions live, you
31:44
Facebook questions live, you know every day or every other
31:45
know every day or every other day uh but one of the questions
31:46
day uh but one of the questions that to Callahan’s corner was
31:48
that to Callahan’s corner was you know what size is the
31:51
you know what size is the appropriate size to automated
31:52
appropriate size to automated beyond pro plus um and
31:53
beyond pro plus um and obviously. Do some gray area
31:55
obviously. Do some gray area but I would say working with
31:57
but I would say working with well over I mean several
31:59
well over I mean several thousand clients now um through
32:01
thousand clients now um through service Autopilot and in simple
32:03
service Autopilot and in simple growth. uh I see I see a
32:05
growth. uh I see I see a benefit of where you’re going
32:07
benefit of where you’re going uh probably around that 250000
32:09
uh probably around that 250000 mark and beyond. Uh we used to
32:11
mark and beyond. Uh we used to think it was around a half a
32:13
think it was around a half a million um but what we’ve kinda
32:15
million um but what we’ve kinda see here is that level one two
32:16
see here is that level one two and three we’ve kinda chunked
32:19
and three we’ve kinda chunked out this part here uh for
32:22
out this part here uh for smaller business and then a
32:23
smaller business and then a little bit larger business goes
32:24
little bit larger business goes up to the end of 20 days to
32:26
up to the end of 20 days to close and then when you kinda
32:27
close and then when you kinda get into that process, then you
32:28
get into that process, then you open it up. so we kinda. Call
32:30
open it up. so we kinda. Call at level one two and three um,
32:32
at level one two and three um, and if you’re building
32:33
and if you’re building yourself, that’s why I
32:34
yourself, that’s why I mentioned the front of it, you
32:35
mentioned the front of it, you don’t wanna try to automate the
32:36
don’t wanna try to automate the whole business tackle the
32:38
whole business tackle the biggest pain points first and
32:39
biggest pain points first and then sequentially build upon
32:40
then sequentially build upon that. yeah. um so that’s what
32:42
that. yeah. um so that’s what I’m saying you don’t have to be
32:43
I’m saying you don’t have to be a $1000000 half a $1000000
32:44
a $1000000 half a $1000000 business to benefit from this
32:46
business to benefit from this uh just the ability to update
32:47
uh just the ability to update credit cards and overdue
32:48
credit cards and overdue invoices and things like that
32:50
invoices and things like that is a huge um thing that it’ll
32:53
is a huge um thing that it’ll pay for itself um and just like
32:55
pay for itself um and just like the a AR accounts receivable um
32:57
the a AR accounts receivable um in the early days of
32:58
in the early days of Callahan’s. Of control, but we
33:00
Callahan’s. Of control, but we automated process that
33:02
automated process that systematically followed up on
33:03
systematically followed up on those past due invoices and
33:05
those past due invoices and when credit cards were about to
33:06
when credit cards were about to expire or failed, um it just
33:08
expire or failed, um it just started to buy that consistency
33:11
started to buy that consistency back um and to get into that
33:12
back um and to get into that personal view of you know. It
33:16
personal view of you know. It needs to look personal, It
33:17
needs to look personal, It doesn’t it shouldn’t look
33:18
doesn’t it shouldn’t look automated. This is literally
33:19
automated. This is literally right out of my email inbox um
33:22
right out of my email inbox um before we went over to Gmail uh
33:23
before we went over to Gmail uh but this was out of 2016, we
33:25
but this was out of 2016, we had almost 500 people there.
33:27
had almost 500 people there. you can see on the screen that
33:28
you can see on the screen that responded email. It wasn’t 500
33:29
responded email. It wasn’t 500 people sent it was 496 people
33:32
people sent it was 496 people actually responded to this
33:34
actually responded to this email and I called the quick
33:35
email and I called the quick follow-up we still do uh but
33:36
follow-up we still do uh but this is the email right here
33:37
this is the email right here and some people may have seen
33:38
and some people may have seen this but I wanna reinforce
33:39
this but I wanna reinforce this. if you can’t read on the
33:40
this. if you can’t read on the screen here, it’s probably
33:41
screen here, it’s probably pretty small what that email
33:43
pretty small what that email says is Hey Stacey. just wanna
33:44
says is Hey Stacey. just wanna reach out and see if you have
33:45
reach out and see if you have questions regarding your
33:45
questions regarding your investment if you want to see
33:46
investment if you want to see the spot. The season just let
33:48
the spot. The season just let me know have a great Saturday
33:51
me know have a great Saturday and it’s got my name my call
33:52
and it’s got my name my call and you probably can’t see it
33:54
and you probably can’t see it on there, but the m and m is
33:55
on there, but the m and m is lowercase Now. everybody knows
33:58
lowercase Now. everybody knows sometimes I fail to proof. Read
33:59
sometimes I fail to proof. Read some of my stuff going out of
34:00
some of my stuff going out of I’m in a hurry, but this was
34:01
I’m in a hurry, but this was intentionally left with the
34:02
intentionally left with the lowercase m cuz I wanted to
34:03
lowercase m cuz I wanted to look like it was sent from my
34:06
look like it was sent from my iPhone and if you can see it on
34:07
iPhone and if you can see it on the screen there, it looks like
34:09
the screen there, it looks like it’s sent from my iPhone. so
34:11
it’s sent from my iPhone. so this email goes out 2 days
34:13
this email goes out 2 days after every estimate and it
34:15
after every estimate and it closes on average right now, a
34:16
closes on average right now, a lawn care and home cleaning
34:17
lawn care and home cleaning with a percent or two either
34:19
with a percent or two either way 20% of all. Uh that you are
34:22
way 20% of all. Uh that you are usually closed on this one cuz
34:25
usually closed on this one cuz it looks like you actually took
34:26
it looks like you actually took the time it’s 630 in the
34:29
the time it’s 630 in the morning after 2 days of
34:30
morning after 2 days of estimate to follow up
34:31
estimate to follow up personally, um these things
34:33
personally, um these things close Lady wrote back. Uh I’ll
34:34
close Lady wrote back. Uh I’ll talk it over my husband to get
34:36
talk it over my husband to get back to you. ASAP. I love the
34:37
back to you. ASAP. I love the business practice and all the
34:38
business practice and all the info you provide upfront so
34:40
info you provide upfront so Stacey love the short-term
34:41
Stacey love the short-term nurture and the lead letter
34:43
nurture and the lead letter because we were different uh
34:45
because we were different uh just another copy of this year
34:46
just another copy of this year uh lady wrote back, she says.
34:49
uh lady wrote back, she says. Um we have a puppy. Want
34:50
Um we have a puppy. Want anything toxic in our yard so
34:52
anything toxic in our yard so it allow us to upsell our
34:54
it allow us to upsell our organic fertilizer so Cody we
34:55
organic fertilizer so Cody we built this uh this is the
34:56
built this uh this is the winner of twelve to maybe
34:58
winner of twelve to maybe fifteen different versions of
34:58
fifteen different versions of this email and it sounds so
34:59
this email and it sounds so stupid right now saying hey,
35:01
stupid right now saying hey, make it look like a person
35:02
make it look like a person actually send it don’t plaster
35:03
actually send it don’t plaster your logo and videos and
35:05
your logo and videos and pictures all over it because at
35:06
pictures all over it because at this point the customer life
35:08
this point the customer life cycle a person or an automated
35:11
cycle a person or an automated person is gonna convert better
35:12
person is gonna convert better than something that looks like
35:13
than something that looks like an email broadcast very similar
35:14
an email broadcast very similar to going through your Facebook
35:16
to going through your Facebook feed. We tune that out an
35:18
feed. We tune that out an advertisement to advertise the
35:19
advertisement to advertise the same thing we’re in an email so
35:20
same thing we’re in an email so this email. Uh he’s been AB
35:23
this email. Uh he’s been AB split tested and this was the
35:25
split tested and this was the winner by a landslide. so if
35:26
winner by a landslide. so if you don’t take anything away
35:27
you don’t take anything away from this if you’re gonna
35:29
from this if you’re gonna automate your business, even if
35:31
automate your business, even if you’re sending manual emails,
35:32
you’re sending manual emails, make them look like they’re
35:33
make them look like they’re sent from a person they will
35:35
sent from a person they will interact and convert a lot
35:37
interact and convert a lot better. Absolutely alright. So
35:39
better. Absolutely alright. So I know we’re almost near the
35:40
I know we’re almost near the top of the hour. so I wanna go
35:41
top of the hour. so I wanna go through this a little bit
35:42
through this a little bit quickly, but we’ve tackled your
35:44
quickly, but we’ve tackled your sales process now in my
35:46
sales process now in my business, we had all this work.
35:48
business, we had all this work. We almost went out of business
35:49
We almost went out of business cuz we couldn’t get enough
35:50
cuz we couldn’t get enough employees uh to do the work and
35:51
employees uh to do the work and this. Before the crisis, we’re
35:53
this. Before the crisis, we’re all seeing right now um so what
35:55
all seeing right now um so what I’m gonna recommend is this can
35:56
I’m gonna recommend is this can be done in service Autopilot.
35:57
be done in service Autopilot. This is what we are doing in
35:58
This is what we are doing in service Autopilot, so the first
36:00
service Autopilot, so the first thing we wanna do is create a
36:01
thing we wanna do is create a hosted landing page. that’s
36:03
hosted landing page. that’s gonna be your vtwo or vthree
36:05
gonna be your vtwo or vthree form and an office entry form
36:06
form and an office entry form if they come into the office so
36:07
if they come into the office so I’m gonna recommend is the way
36:09
I’m gonna recommend is the way we tackle it is English and
36:12
we tackle it is English and Spanish not Spanish Street
36:14
Spanish not Spanish Street Spanish uh there’s huge shocker
36:16
Spanish uh there’s huge shocker that the textbook Spanish uh
36:18
that the textbook Spanish uh application didn’t quite
36:19
application didn’t quite convert the way we thought it
36:20
convert the way we thought it would uh but once we put it
36:20
would uh but once we put it more. Spanish um the people
36:24
more. Spanish um the people fill it out and it worked, but
36:25
fill it out and it worked, but the idea is once you get them
36:26
the idea is once you get them to fill out that application.
36:28
to fill out that application. We drop them in uh to the or
36:29
We drop them in uh to the or the the entry point we drop
36:31
the the entry point we drop them into an online application
36:32
them into an online application in English or Spanish, make
36:33
in English or Spanish, make them jump through some hoops
36:35
them jump through some hoops Cody So a lot of times people
36:36
Cody So a lot of times people are just filling out to stand
36:37
are just filling out to stand unemployment. Let’s at least
36:39
unemployment. Let’s at least have a couple of processes here
36:40
have a couple of processes here that make them walk through
36:41
that make them walk through this um, but let’s say Joe’s
36:43
this um, but let’s say Joe’s our applicant. he gets through
36:44
our applicant. he gets through that now what to do or take
36:46
that now what to do or take pops up in service Autopilot
36:48
pops up in service Autopilot and says hey, call Joey. It’s
36:49
and says hey, call Joey. It’s set up an interview date time.
36:50
set up an interview date time. He’s made it through the
36:51
He’s made it through the application process. so you’d
36:52
application process. so you’d enter that into I would
36:53
enter that into I would recommend what we call our
36:55
recommend what we call our employee master form you plug
36:56
employee master form you plug in start the Apple. In time the
37:00
in start the Apple. In time the automation now is gonna text
37:02
automation now is gonna text message Joe the day before the
37:03
message Joe the day before the week before the interview, let
37:04
week before the interview, let them know where to show up when
37:05
them know where to show up when to show up any ability to opt
37:06
to show up any ability to opt out of it. So if you guys are
37:08
out of it. So if you guys are not gonna show up who gives us
37:09
not gonna show up who gives us courtesy this is already is
37:10
courtesy this is already is unemployment threshold. so
37:12
unemployment threshold. so you’re not having a estimates
37:13
you’re not having a estimates only have one person show up,
37:14
only have one person show up, maybe which happens uh
37:16
maybe which happens uh especially nowadays other cool
37:17
especially nowadays other cool thing I would recommend doing
37:19
thing I would recommend doing this. if you do it. This way is
37:21
this. if you do it. This way is a sign of homework to this guy
37:22
a sign of homework to this guy or girl send them out to the
37:23
or girl send them out to the DMV to get a driver’s abstract.
37:25
DMV to get a driver’s abstract. They got some skin in the game
37:26
They got some skin in the game so by the time they get to your
37:27
so by the time they get to your office. Um we know that at. Not
37:30
office. Um we know that at. Not you but II had to spend some
37:33
you but II had to spend some time at the DMV if that
37:34
time at the DMV if that individual is willing to sit in
37:35
individual is willing to sit in that DMV for 45 minutes to an
37:38
that DMV for 45 minutes to an hour, they’re committed to get
37:39
hour, they’re committed to get a job um usually about four or
37:41
a job um usually about four or five bucks and we would just
37:42
five bucks and we would just literally pay when they showed
37:43
literally pay when they showed up with that to reimburse. uh
37:45
up with that to reimburse. uh what we’re gonna do here is
37:46
what we’re gonna do here is create a standardized
37:48
create a standardized interviewing package, five or
37:48
interviewing package, five or six main questions you’re
37:50
six main questions you’re asking every applicant the
37:51
asking every applicant the automation in my opinion should
37:53
automation in my opinion should prompt to interview or to rank
37:55
prompt to interview or to rank the applicant and AB and C
37:57
the applicant and AB and C fashion. This is built around
37:59
fashion. This is built around stacking the virtual bench that
38:01
stacking the virtual bench that we talk a lot about here in the
38:02
we talk a lot about here in the ecosystem so we’re gonna go
38:03
ecosystem so we’re gonna go out. At least once a week in
38:05
out. At least once a week in interview all the positions in
38:06
interview all the positions in the company, whether we need
38:07
the company, whether we need them or not in the automation
38:09
them or not in the automation ranks of AB and C what we did
38:10
ranks of AB and C what we did in essay, we created a custom
38:13
in essay, we created a custom view or filter in uh reporting
38:16
view or filter in uh reporting that literally allows you to
38:17
that literally allows you to say I want all my a applicants
38:18
say I want all my a applicants from the last 20 days and it
38:21
from the last 20 days and it gives you a glorified laboring
38:23
gives you a glorified laboring or a labor pool to hire from
38:25
or a labor pool to hire from that’s qualified or basically
38:26
that’s qualified or basically glorified hiring checklist. So
38:28
glorified hiring checklist. So now when you need that person
38:29
now when you need that person you’ve got them in your
38:30
you’ve got them in your database before normally you’d
38:32
database before normally you’d have to go out and find the.
38:33
have to go out and find the. It’s too late, We’ve created
38:35
It’s too late, We’ve created that virtual bench when you
38:37
that virtual bench when you hire them, We’re gonna go out
38:38
hire them, We’re gonna go out automatically indoctrinate them
38:41
automatically indoctrinate them your mission vision values uh
38:42
your mission vision values uh Jason Cup uh really near and
38:44
Jason Cup uh really near and dear to the ecosystem talks
38:45
dear to the ecosystem talks about culture a lot so we need
38:47
about culture a lot so we need to indoctrinate to that culture
38:49
to indoctrinate to that culture piece uh we concentrated more
38:51
piece uh we concentrated more on the mission vision values to
38:53
on the mission vision values to get the alignment to not just a
38:54
get the alignment to not just a paycheck, but the culture and
38:56
paycheck, but the culture and tax documents. I know we all
38:57
tax documents. I know we all know 202 in the spring when
38:59
know 202 in the spring when things get crazy, We don’t
39:01
things get crazy, We don’t always get the documents filled
39:02
always get the documents filled out when we should we just need
39:03
out when we should we just need to get them in the field
39:04
to get them in the field trained up so we can get going
39:05
trained up so we can get going so we allow the automation to
39:06
so we allow the automation to take. Should happen to happen
39:08
take. Should happen to happen each and every time and when we
39:10
each and every time and when we build some um timings
39:12
build some um timings indoctrination tax documents
39:13
indoctrination tax documents goes up to three and final
39:15
goes up to three and final attempts so one thing to keep
39:16
attempts so one thing to keep in mind is when you’re building
39:17
in mind is when you’re building your automation to your co. Is
39:19
your automation to your co. Is you don’t wanna think about
39:20
you don’t wanna think about just the perfect path? What
39:21
just the perfect path? What happens if this guy or girl
39:23
happens if this guy or girl just after three attempts
39:24
just after three attempts doesn’t fill out their tax. I’m
39:25
doesn’t fill out their tax. I’m guessing they’re not a good fit
39:27
guessing they’re not a good fit if they will take the time to
39:28
if they will take the time to actually get paid, then they’re
39:29
actually get paid, then they’re probably not a good fit. So
39:31
probably not a good fit. So with the automation does here,
39:32
with the automation does here, it says hey through a task or a
39:35
it says hey through a task or a ticket or to introduce us. Hey.
39:37
ticket or to introduce us. Hey. Jo didn’t fill out his tax
39:38
Jo didn’t fill out his tax documents after the third and
39:40
documents after the third and final attempt at this point. I
39:41
final attempt at this point. I recommend fire and Joe um so
39:42
recommend fire and Joe um so the automation here is really
39:44
the automation here is really built out if you model it after
39:46
built out if you model it after this to buy time back from you
39:48
this to buy time back from you and your team to screen out the
39:50
and your team to screen out the right applicants to only get to
39:51
right applicants to only get to the interview and then after
39:53
the interview and then after you interviewing here we
39:54
you interviewing here we indoctrinate and boredom before
39:58
indoctrinate and boredom before we train them and test them
40:00
we train them and test them again and then the final part
40:02
again and then the final part here is kind of my favorite. um
40:04
here is kind of my favorite. um we go out and actually we made
40:06
we go out and actually we made about 36 video. How do you
40:09
about 36 video. How do you service Autopilot in the office
40:11
service Autopilot in the office with testing? so we created an
40:13
with testing? so we created an online automated video training
40:15
online automated video training series to and basically on
40:17
series to and basically on board any new ad so that took
40:19
board any new ad so that took sometimes a twenty or 3040 day
40:21
sometimes a twenty or 3040 day period to get someone up and
40:22
period to get someone up and running 100% on SA. Now we’ve
40:25
running 100% on SA. Now we’ve standardized to about a seven
40:25
standardized to about a seven to 10 day learning curve in
40:27
to 10 day learning curve in their up and running on their
40:29
their up and running on their own, and then that works so
40:29
own, and then that works so well that we went out and
40:30
well that we went out and actually took a tripod a
40:32
actually took a tripod a wireless mic for about 100
40:33
wireless mic for about 100 bucks and a smartphone and made
40:35
bucks and a smartphone and made videos in the field. How to do
40:37
videos in the field. How to do every service we did so instead
40:38
every service we did so instead of going out and buying an
40:40
of going out and buying an online generic um process to
40:42
online generic um process to train. Your field staff we
40:44
train. Your field staff we created a video training
40:46
created a video training process inside our business and
40:48
process inside our business and what we found is that cut off
40:50
what we found is that cut off at least a week to week and a
40:51
at least a week to week and a half of learning curve because
40:52
half of learning curve because we had them watch the videos
40:54
we had them watch the videos before we ever put them in the
40:56
before we ever put them in the field uh and and that was huge,
40:57
field uh and and that was huge, but if you’re looking to create
40:59
but if you’re looking to create a turnkey business, it’s almost
41:00
a turnkey business, it’s almost like a franchise without the
41:02
like a franchise without the franchise fees. This is one of
41:03
franchise fees. This is one of the things that allowed me to
41:04
the things that allowed me to leave the business in 30 days a
41:05
leave the business in 30 days a pop because every time we hired
41:06
pop because every time we hired a new person myself, the guy
41:08
a new person myself, the guy who ran the business had to be
41:10
who ran the business had to be there the first two to 3 weeks
41:11
there the first two to 3 weeks to get this. And um, and then
41:15
to get this. And um, and then the final thing is the
41:16
the final thing is the employment contract and
41:17
employment contract and handbooks So these are things
41:19
handbooks So these are things once again. I’m Jason Cup uh
41:21
once again. I’m Jason Cup uh really good resource for these
41:23
really good resource for these type of things, but the problem
41:25
type of things, but the problem is even when you have them in
41:25
is even when you have them in place, things got crazy in the
41:28
place, things got crazy in the spring half the time you’d
41:28
spring half the time you’d forget to get the person to
41:30
forget to get the person to sign it or actually go through
41:32
sign it or actually go through it. So now the automation
41:33
it. So now the automation tracks what should happen and
41:34
tracks what should happen and make sure it happens when it
41:36
make sure it happens when it happens now, the business owner
41:37
happens now, the business owner or manager doesn’t have to
41:38
or manager doesn’t have to babysit the process. so as we
41:40
babysit the process. so as we wrap it up here in the last few
41:41
wrap it up here in the last few minutes here, Cody uh any
41:43
minutes here, Cody uh any thoughts comments on this
41:44
thoughts comments on this before I dive into the third
41:45
before I dive into the third final hurdle to get to that
41:46
final hurdle to get to that million mark and beyond when
41:47
million mark and beyond when you’re automated. Mike I think
41:51
you’re automated. Mike I think you’re you’re touching on one
41:52
you’re you’re touching on one of the really important things
41:54
of the really important things about automations that I think
41:56
about automations that I think people forget about is that
41:57
people forget about is that Automations Act as guardrails
42:00
Automations Act as guardrails for the processes in your
42:02
for the processes in your business, you set things up to
42:03
business, you set things up to work a certain way, but when
42:04
work a certain way, but when things get crazy, that’s when
42:07
things get crazy, that’s when we start cutting corners and
42:08
we start cutting corners and skipping things that we know
42:10
skipping things that we know are important. but we just we
42:12
are important. but we just we don’t have time to deal with it
42:13
don’t have time to deal with it right now um and having an
42:16
right now um and having an automation that pushes all of
42:17
automation that pushes all of these things that handles them
42:18
these things that handles them for you acts those guard. That
42:21
for you acts those guard. That keeps you within the bounds of
42:22
keeps you within the bounds of what you’ve said you were going
42:24
what you’ve said you were going to do correct it now, you could
42:26
to do correct it now, you could say it’s kinda like bumper
42:27
say it’s kinda like bumper bowling with the kids. I mean
42:29
bowling with the kids. I mean it kinda keeps you in that lane
42:29
it kinda keeps you in that lane and keeps you focused and if
42:30
and keeps you focused and if you start veering off, it takes
42:32
you start veering off, it takes care of it for you. So the
42:34
care of it for you. So the final part really Cody is this
42:35
final part really Cody is this was kind of my final journey to
42:36
was kind of my final journey to be an absentee owner. Um I call
42:38
be an absentee owner. Um I call repetitive task but what we do
42:41
repetitive task but what we do is we just take what’s in the
42:42
is we just take what’s in the business owners had um and
42:43
business owners had um and obviously if you’re in my head,
42:44
obviously if you’re in my head, that’s probably a scary place,
42:45
that’s probably a scary place, but what we do is we go in and
42:47
but what we do is we go in and delegate automate um and what
42:48
delegate automate um and what we found inside service
42:50
we found inside service Autopilot there’s actually
42:51
Autopilot there’s actually seven core areas of business
42:53
seven core areas of business can be automated on service
42:54
can be automated on service autopilot um and they are.
42:57
autopilot um and they are. Customer service scheduling
43:00
Customer service scheduling billing, office manager and
43:01
billing, office manager and owner, and what I found is if
43:03
owner, and what I found is if we’re not there telling people
43:04
we’re not there telling people what to do every day every week
43:06
what to do every day every week every month quarter or even
43:08
every month quarter or even annually, it’s not happening um
43:10
annually, it’s not happening um so now that you’ve got 2030
43:12
so now that you’ve got 2030 employees. that’s great. you
43:13
employees. that’s great. you get sucked back as a full-time
43:15
get sucked back as a full-time daycare. so you know you
43:17
daycare. so you know you thought you got yourself out of
43:18
thought you got yourself out of the fire, but you really
43:18
the fire, but you really haven’t now you’re just
43:20
haven’t now you’re just literally fighting fires all
43:21
literally fighting fires all day by telling people what to
43:22
day by telling people what to do and if they don’t do it, you
43:23
do and if they don’t do it, you gotta follow behind it so. just
43:25
gotta follow behind it so. just an. Here are some things you
43:27
an. Here are some things you can do here um if you’re
43:29
can do here um if you’re watching the recorded version,
43:30
watching the recorded version, you wanna zoom in. that’s
43:31
you wanna zoom in. that’s awesome, but these are like the
43:32
awesome, but these are like the 38 or 39 core things um when
43:35
38 or 39 core things um when people work with simple growth
43:36
people work with simple growth as a certified advise that we
43:37
as a certified advise that we just give them these are like
43:38
just give them these are like some of the big things um that
43:40
some of the big things um that we recommend on a repetitive
43:42
we recommend on a repetitive nature that you should be doing
43:43
nature that you should be doing um but a real quick example.
43:44
um but a real quick example. here is let’s say you got a
43:46
here is let’s say you got a full-time sales guy. His name
43:46
full-time sales guy. His name is Joe and Joe’s job is to go
43:50
is Joe and Joe’s job is to go out and do all his estimates
43:51
out and do all his estimates today and make us follow up
43:53
today and make us follow up phone calls if you’re not
43:54
phone calls if you’re not utilizing ringless voicemail
43:55
utilizing ringless voicemail bombs so. When Joe signs in, he
43:58
bombs so. When Joe signs in, he gets a notification that these
44:00
gets a notification that these are all the things he needs to
44:02
are all the things he needs to do it, five or 530 the
44:04
do it, five or 530 the automation will notify you if
44:05
automation will notify you if he doesn’t have his job done
44:06
he doesn’t have his job done via text or email depending how
44:08
via text or email depending how you set it up, you know, based
44:10
you set it up, you know, based on the severity of it and then
44:11
on the severity of it and then it can automatically notify the
44:14
it can automatically notify the business manager or owner via
44:14
business manager or owner via text or email depending how
44:17
text or email depending how important it is um so what we
44:19
important it is um so what we do is we allow the automation
44:20
do is we allow the automation to handle the delegation of
44:22
to handle the delegation of repetitive task with a deadline
44:24
repetitive task with a deadline and instructions, and if it
44:25
and instructions, and if it doesn’t happen it not. A person
44:27
doesn’t happen it not. A person responsible and escalate to
44:29
responsible and escalate to person to come in uh physically
44:31
person to come in uh physically to manage the process. so we’re
44:34
to manage the process. so we’re leveraging the power of service
44:34
leveraging the power of service Autopilot to do this in a quick
44:36
Autopilot to do this in a quick story is actually Cody when I
44:37
story is actually Cody when I was at GIE with you and bear
44:39
was at GIE with you and bear and a bunch of the service
44:40
and a bunch of the service Autopilot uh team um when I had
44:42
Autopilot uh team um when I had callahan’s that the the
44:44
callahan’s that the the gentleman that Rand Callahan’s
44:45
gentleman that Rand Callahan’s had to repetitive task to
44:46
had to repetitive task to winterize the fertilizing tanks
44:49
winterize the fertilizing tanks for uh the northeast cuz after
44:50
for uh the northeast cuz after a certain point, things get
44:51
a certain point, things get cold and they freeze and the
44:52
cold and they freeze and the tanks are blow up uh but he
44:54
tanks are blow up uh but he inside that repetitive task. he
44:56
inside that repetitive task. he had a grocery list or a
44:58
had a grocery list or a shopping list of the things he
44:58
shopping list of the things he needed materials so how many
44:59
needed materials so how many gallons of RV? Um written
45:03
gallons of RV? Um written instructions on how to do it,
45:04
instructions on how to do it, pilot’s checklist and the
45:06
pilot’s checklist and the manufacturer’s video all
45:06
manufacturer’s video all embedded inside this so
45:08
embedded inside this so everything he needed to know
45:10
everything he needed to know was inside that too. So now the
45:13
was inside that too. So now the information and everything was
45:14
information and everything was relying on what was in the
45:15
relying on what was in the software and not as me out on
45:18
software and not as me out on the floor of GIE out in the
45:19
the floor of GIE out in the middle of Kentucky. so my phone
45:21
middle of Kentucky. so my phone didn’t ring because the guy
45:22
didn’t ring because the guy knew what he needed to do. he
45:23
knew what he needed to do. he knew how to do it and he had a
45:25
knew how to do it and he had a video and the pilot’s checklist
45:26
video and the pilot’s checklist and by the time I got onto that
45:28
and by the time I got onto that plane um that Friday night if
45:29
plane um that Friday night if it. Done that was the day I
45:32
it. Done that was the day I would’ve got a text message
45:33
would’ve got a text message saying dude you better get back
45:34
saying dude you better get back and winterize the spray tanks
45:36
and winterize the spray tanks um, but that’s the power of
45:38
um, but that’s the power of automation and what we’re
45:39
automation and what we’re looking at here and how we
45:41
looking at here and how we wanna dive into that um and I
45:43
wanna dive into that um and I know we’ve been talking a lot
45:45
know we’ve been talking a lot about just automation ought to
45:47
about just automation ought to be conscious of the time here
45:48
be conscious of the time here with your uh on top of the
45:50
with your uh on top of the hour, but in the last two to 3
45:51
hour, but in the last two to 3 minutes, Cody I wanna hit on
45:52
minutes, Cody I wanna hit on some other things cuz I think a
45:54
some other things cuz I think a lot of people assume that it’s
45:57
lot of people assume that it’s the automation they need to
45:58
the automation they need to build themselves or help with
45:59
build themselves or help with the launch team or off the
46:01
the launch team or off the marketplace, some of the free
46:02
marketplace, some of the free ones that paid ones um all
46:03
ones that paid ones um all that, but there is. Automations
46:05
that, but there is. Automations that are built inside service
46:07
that are built inside service autopilot that are just part of
46:08
autopilot that are just part of the system um so the automated
46:12
the system um so the automated part of invoicing on a daily
46:13
part of invoicing on a daily weekly or monthly basis,
46:14
weekly or monthly basis, depending how the system set up
46:16
depending how the system set up those invoices automatically
46:17
those invoices automatically generate for you and if you
46:19
generate for you and if you have a quickbook sync online or
46:20
have a quickbook sync online or desktop, it automatically syncs
46:22
desktop, it automatically syncs and creates those invoices in
46:24
and creates those invoices in QuickBooks natively, Jonathan
46:27
QuickBooks natively, Jonathan and John um the founders of
46:28
and John um the founders of Service Autopilot had this
46:30
Service Autopilot had this vision of what of service
46:33
vision of what of service business software should look
46:34
business software should look like even before we actually
46:35
like even before we actually had. Automation um and then the
46:38
had. Automation um and then the last thing I wanna hit on here
46:39
last thing I wanna hit on here is this is just a snippet out
46:41
is this is just a snippet out of my KPI demo so the key
46:43
of my KPI demo so the key performance indicators um and
46:45
performance indicators um and the thing that has been
46:46
the thing that has been bothering me as of late. Cody
46:48
bothering me as of late. Cody is a lot of people are talking
46:49
is a lot of people are talking in the Facebook groups right
46:50
in the Facebook groups right now in industry specific lawn
46:52
now in industry specific lawn care. it’s a little bit in the
46:53
care. it’s a little bit in the cleaning industry. More lawn
46:53
cleaning industry. More lawn care right now cuz we’re
46:54
care right now cuz we’re thinking about renewing
46:56
thinking about renewing contracts for next year is that
46:58
contracts for next year is that we should raise our prices by
47:00
we should raise our prices by two or $3 a cut or a percentage
47:01
two or $3 a cut or a percentage across the board. So I’ve got
47:03
across the board. So I’ve got two sample clients here
47:04
two sample clients here directly out of a job cost and
47:06
directly out of a job cost and report um and if you’re an
47:07
report um and if you’re an essay and reports and it looks
47:09
essay and reports and it looks like a little toaster icon, you
47:10
like a little toaster icon, you can download this and bring it
47:11
can download this and bring it in. Or Google sheets, but this
47:13
in. Or Google sheets, but this lawn mowing was a $54 cut and
47:16
lawn mowing was a $54 cut and the actual revenue per hour is
47:19
the actual revenue per hour is $54.28 and $60.31 on average,
47:22
$54.28 and $60.31 on average, we generated fifty-seven.
47:25
we generated fifty-seven. $57.30 per man hour and this is
47:27
$57.30 per man hour and this is literally from the mobiles or
47:29
literally from the mobiles or somebody printing out manually
47:31
somebody printing out manually typing the NSA, but this is
47:32
typing the NSA, but this is this is a real deal. Cody This
47:34
this is a real deal. Cody This is this two jobs on average
47:37
is this two jobs on average generated $57.30 so if we’re
47:40
generated $57.30 so if we’re making fifty. And we’re going
47:43
making fifty. And we’re going in and saying you know what in
47:45
in and saying you know what in 2021 or whatever time you’re
47:45
2021 or whatever time you’re watching this video next year,
47:46
watching this video next year, we’re going in. we need we’ve
47:48
we’re going in. we need we’ve met with the industry
47:49
met with the industry consultant and we know we need
47:50
consultant and we know we need to charge $60 an hour so we
47:53
to charge $60 an hour so we plug that in the sheet what the
47:57
plug that in the sheet what the sheet does is tells you your
47:58
sheet does is tells you your current price is 54 The new
48:01
current price is 54 The new price has to go up $2.56 to the
48:05
price has to go up $2.56 to the penny to 5684. That’s what you
48:07
penny to 5684. That’s what you need to charge to hit your
48:09
need to charge to hit your hourly goal. so we’re only
48:10
hourly goal. so we’re only raising. And the accounts that
48:14
raising. And the accounts that requires and we talked about it
48:16
requires and we talked about it before but when you go out and
48:18
before but when you go out and do this and you do a wholesale
48:20
do this and you do a wholesale price updates, you’re raising
48:21
price updates, you’re raising the prices on your most
48:23
the prices on your most profitable clients and you’re
48:24
profitable clients and you’re forcing them to go out and shop
48:27
forcing them to go out and shop you’re raising your prices on
48:28
you’re raising your prices on your list profitable clients.
48:29
your list profitable clients. They already know the good deal
48:30
They already know the good deal so they’re staying with you. So
48:32
so they’re staying with you. So what you’ve done is just taking
48:32
what you’ve done is just taking your most profitable clients
48:34
your most profitable clients and alienate um the cool thing
48:36
and alienate um the cool thing is like if you plug this number
48:38
is like if you plug this number fifty and we’re making 57 when
48:39
fifty and we’re making 57 when the sheet updates and behold
48:40
the sheet updates and behold you don’t have to. A price so
48:43
you don’t have to. A price so very similar to Jack Welch only
48:45
very similar to Jack Welch only raising or getting rid of the
48:46
raising or getting rid of the bottom. 10% we can do this in
48:48
bottom. 10% we can do this in service Autopilot, so this is
48:50
service Autopilot, so this is the manual approach, but here’s
48:51
the manual approach, but here’s some kind of cool. uh Cody So
48:55
some kind of cool. uh Cody So this is a test account, but
48:56
this is a test account, but I’ve got all the services here
48:59
I’ve got all the services here um in here and what you see
49:01
um in here and what you see here is on average, this job
49:03
here is on average, this job needs over the course of the
49:05
needs over the course of the year needs to be raised by $10.
49:06
year needs to be raised by $10. All these are zeros. um
49:08
All these are zeros. um obviously it’s fictitious data
49:10
obviously it’s fictitious data like this one here needs to be
49:11
like this one here needs to be raised by $551 a day.
49:17
You know it, but the idea here
49:20
You know it, but the idea here is you can build job costing
49:22
is you can build job costing reports and put in that
49:24
reports and put in that variable of fifty or sixty
49:25
variable of fifty or sixty bucks an hour and then
49:27
bucks an hour and then automated Yup. So if you’re in
49:30
automated Yup. So if you’re in here uh I believe that limit
49:31
here uh I believe that limit right now is up to five
49:33
right now is up to five reports, but if you kinda hover
49:34
reports, but if you kinda hover over this little guy here, I
49:37
over this little guy here, I can send this once I can send
49:39
can send this once I can send it weekly monthly and I can
49:41
it weekly monthly and I can send it to anybody in my
49:42
send it to anybody in my organization. I want so you can
49:45
organization. I want so you can take the data from the report
49:46
take the data from the report center and automate the
49:48
center and automate the reporting to the people. To
49:49
reporting to the people. To know what’s going on when they
49:51
know what’s going on when they need you know when it’s going
49:52
need you know when it’s going on and get that in there so
49:54
on and get that in there so once again, these are reports.
49:56
once again, these are reports. If you’re busy this spring,
49:57
If you’re busy this spring, you’re probably not gonna have
49:58
you’re probably not gonna have time or this is the last thing
49:59
time or this is the last thing on your mind to actually go out
50:00
on your mind to actually go out and automate that being sent to
50:01
and automate that being sent to your team. But now you can even
50:03
your team. But now you can even send it to yourself. so if
50:03
send it to yourself. so if you’re in the field still being
50:05
you’re in the field still being an entrepreneur uh on the
50:06
an entrepreneur uh on the truck, that’s great like I love
50:07
truck, that’s great like I love that I love my time on the
50:09
that I love my time on the truck, but man would it be
50:10
truck, but man would it be cool? Cody if I could have got
50:12
cool? Cody if I could have got that once a week or daily to
50:13
that once a week or daily to know how did I actually do the
50:15
know how did I actually do the day before to keep you know,
50:17
day before to keep you know, keep me on point. So that’s
50:19
keep me on point. So that’s kinda what I got for you today.
50:20
kinda what I got for you today. But uh it’s just you know a lot
50:22
But uh it’s just you know a lot of people have been asking
50:23
of people have been asking about what is that service
50:24
about what is that service business look like uh fully
50:27
business look like uh fully automated and in my opinion,
50:29
automated and in my opinion, that’s it um and some of the
50:31
that’s it um and some of the stuff is already automated in
50:32
stuff is already automated in service autopilot without you
50:33
service autopilot without you doing anything but they’ve
50:34
doing anything but they’ve given you such power between
50:36
given you such power between the reports and automations now
50:38
the reports and automations now to really go out and and and
50:40
to really go out and and and just dominate your competition.
50:43
just dominate your competition. Absolutely uh as always great
50:46
Absolutely uh as always great stuff Mike uh these systems if
50:48
stuff Mike uh these systems if you’re able to implement them
50:51
you’re able to implement them into a service business, we’ll
50:52
into a service business, we’ll help you. Said at the top of
50:54
help you. Said at the top of this move from working in the
50:57
this move from working in the business to working on the
50:59
business to working on the business and that’s where we
51:00
business and that’s where we wanna end up. Yeah and I’ll
51:02
wanna end up. Yeah and I’ll just throw it out there to as a
51:03
just throw it out there to as a certified adviser of service
51:05
certified adviser of service Autopilot. uh right now, we’re
51:06
Autopilot. uh right now, we’re not gonna be doing it for much
51:07
not gonna be doing it for much longer, but we are still
51:09
longer, but we are still offering a free audit of
51:11
offering a free audit of service Autopilot. so if you
51:12
service Autopilot. so if you wanna hop on a call with
51:13
wanna hop on a call with myself, Dylan or anybody else
51:14
myself, Dylan or anybody else in the simple grow team for a
51:16
in the simple grow team for a half hour, no charge just to
51:17
half hour, no charge just to help the ecosystem getting
51:19
help the ecosystem getting ready for the end of the season
51:20
ready for the end of the season going in the next year, um if
51:21
going in the next year, um if you wanna drop us. Or just hop
51:24
you wanna drop us. Or just hop on our website and on the
51:26
on our website and on the website chat systems.com. we’re
51:28
website chat systems.com. we’re gonna give you a 30 minute free
51:30
gonna give you a 30 minute free audit. um there’s no nothing
51:32
audit. um there’s no nothing like that. It’s just literally.
51:34
like that. It’s just literally. this is what we see and based
51:36
this is what we see and based on your goals. These are the
51:38
on your goals. These are the pain points. I would hit first
51:39
pain points. I would hit first and some of them may not even
51:40
and some of them may not even be automations. It may be
51:41
be automations. It may be pricing matrix custom fields
51:43
pricing matrix custom fields lead sources. whatever that is
51:44
lead sources. whatever that is um, but Dylan and I who both
51:46
um, but Dylan and I who both have run pretty successful
51:48
have run pretty successful stubborn plus figure businesses
51:49
stubborn plus figure businesses amongst you know in the
51:50
amongst you know in the addition of civil team we built
51:51
addition of civil team we built this Audi. We are predominantly
51:54
this Audi. We are predominantly service Autopilot users just to
51:56
service Autopilot users just to be able to get the most out of
51:57
be able to get the most out of the system um and a lot of the
51:58
the system um and a lot of the things when people hop on there
51:59
things when people hop on there aren’t even aware this people
52:00
aren’t even aware this people aren’t aware of the system does
52:01
aren’t aware of the system does it so we just show them where
52:02
it so we just show them where it is and hey, here’s a video.
52:03
it is and hey, here’s a video. How to do it yourself so try to
52:05
How to do it yourself so try to still pay it forward before
52:06
still pay it forward before things get crazy and our our
52:08
things get crazy and our our crazy sales season here coming
52:08
crazy sales season here coming up so um appreciate it. Cody
52:11
up so um appreciate it. Cody once again SA weekly talk show
52:12
once again SA weekly talk show coming at you live 1 PM eastern
52:15
coming at you live 1 PM eastern 12 PM Central Every Friday
52:16
12 PM Central Every Friday We’re gonna have Carla from the
52:18
We’re gonna have Carla from the landscaping accountant coming
52:20
landscaping accountant coming on next Friday the eighteenth.
52:23
on next Friday the eighteenth. Uh we’ll see you there once
52:23
Uh we’ll see you there once again. Cody appreciate it and
52:25
again. Cody appreciate it and uh I believe there’s still a
52:27
uh I believe there’s still a short time left for SA thrive,
52:29
short time left for SA thrive, the virtual summit um
52:32
the virtual summit um specialty. It’s $100 off this
52:35
specialty. It’s $100 off this is go through uh I believe the
52:38
is go through uh I believe the end of September uh okay. So if
52:40
end of September uh okay. So if you have an email in your inbox
52:42
you have an email in your inbox that says otherwise, it’s
52:46
that says otherwise, it’s correct. absolutely make sure
52:47
correct. absolutely make sure you grab those. I know they’ve
52:47
you grab those. I know they’ve been selling like hotcakes when
52:48
been selling like hotcakes when I heard from the SAT uh myself
52:51
I heard from the SAT uh myself Mart. Marcus Sheridan the
52:53
Mart. Marcus Sheridan the keynote of the sales uh amongst
52:55
keynote of the sales uh amongst a whole bunch of other experts
52:57
a whole bunch of other experts from service Autopilot and
52:59
from service Autopilot and other industry experts. So I
53:01
other industry experts. So I think the full speaking list is
53:03
think the full speaking list is just keeps evolving as it’s
53:03
just keeps evolving as it’s been released now so look
53:05
been released now so look forward to seeing you next
53:06
forward to seeing you next Friday. Cody once again. Thanks

Callahan’s Corner – Foundational Business Strategy & Why You Need It To Succeed

Video Transcript

00:01
hey mike helen here wanna make a quick
00:02
video talking about
00:03
foundational business strategies and why
00:06
it’s essential
00:06
in your service business i’m hanging out
00:09
here on a construction site of a design
00:11
build job and uh before i actually get
00:14
into foundational
00:16
strategy a lot of businesses especially
00:19
in the landscape
00:20
business will go out and spend a lot of
00:22
time on a jobs like this and actually
00:24
lay down a foundation and as you’re kind
00:26
of looking at it here behind me
00:28
the contractor is doing it right they’re
00:30
putting at least a foot
00:31
of foundation of crusher run in there
00:34
and this is going to basically support
00:38
this patio um through the years
00:41
as it goes in especially in the
00:42
northeast where we have melt and
00:44
freezing and refreeze so
00:46
this is going to keep that foundation of
00:48
the patio set
00:50
and which is really crazy in most
00:51
service businesses we don’t spend the
00:53
time to create a foundational strategy
00:55
we just go out and start doing it but
00:57
when we’re doing a job like this for our
00:59
clients
01:00
we’ll do what we need to do to set the
01:01
foundation for long
01:03
lasting success that’s predictable so
01:07
a strategy in our business is really
01:11
taking uh our prospects our clients from
01:13
one state to another so how do we take a
01:15
prospect from a lead to a client
01:18
and then a client to say a
01:21
an upsell proper like process where if
01:23
they’re using a core service and then
01:25
based on a certain time of the year
01:27
we upsell an ancillary service like
01:28
aeration overseeding in the lawn care
01:30
industry so
01:31
the idea here is we want to have a
01:33
foundational
01:34
business strategy going in so a lot of
01:37
service businesses are going to go out
01:39
and
01:40
rely on word of mouth or some haphazard
01:43
marketing
01:43
process but they don’t have a strategy
01:46
to start from
01:47
a flyer going out to someone calling for
01:49
an estimate how do we fulfill that
01:51
estimate how do we close that estimate
01:52
through an automated manual follow-up so
01:55
we want to talk about the strategy to
01:57
get
01:57
your prospects or leads or clients from
01:59
one state to a desired state
02:02
and the state that i’m going to focus on
02:03
right now or at least the desired state
02:06
in
02:06
pretty much all service businesses right
02:08
now as we go into the fall we’re in a q4
02:11
of 2020 we’re looking at
02:14
our clients and how can we go in and
02:17
raise their client lifetime value
02:19
what we want to do is take them from a
02:21
strategy of taking them from a client
02:23
to a an additional service in your fold
02:27
that you’re offering so what i’m going
02:28
to recommend in this in the lawn care
02:30
and landscape industry right now is we
02:34
want to be going on upselling our
02:35
ancillary services such as aeration
02:37
overseeding holiday lights
02:40
fall cleanups all these things to raise
02:43
that client lifetime value if you’re in
02:45
home cleaning
02:46
we’re going to go from our regular
02:47
recurring cleaning to upsell an
02:48
additional one-time deep clean
02:50
or additional services like fridge clean
02:52
out or stove cleaning
02:54
for the holiday season coming on but the
02:55
idea is if we don’t have a strategy in
02:57
place these things are never going to
02:59
happen
03:00
so just like the landscape contractor
03:01
here on this job he’s taking the time to
03:04
go in and lay
03:05
12 inches of foundational strategy or
03:08
base
03:08
to make sure the lifetime of this patio
03:11
is going to last i
03:12
we also really need to go into our
03:13
service business
03:15
and lay down some strategy and
03:16
foundational plans for success so what
03:18
i’m going to recommend is if you haven’t
03:20
put a strategy or a
03:21
roadmap together um here in q4 take some
03:24
time
03:25
and list all the services that you’re
03:27
currently providing
03:28
on a reoccurring or one-time basis that
03:31
people have already signed up for and
03:32
what would be a natural
03:34
progression so maybe we’re doing
03:35
fertilization and we control and there’s
03:37
perimeter pests that we can do the same
03:39
time we’re there or
03:40
we’re doing lawn care we can do aeration
03:42
and overseeding at the same visit
03:43
so we’re trying to figure out what can
03:45
we do is take a status of a normal
03:47
client and
03:48
upsell an additional service to raise
03:50
that client lifetime and value
03:52
but that’s not going to happen unless we
03:53
have a strategy in place and then put a
03:55
process and system behind it
03:57
predominantly an automated one because
03:59
we’re too busy honestly to follow
04:00
through
04:01
to make that happen so video today is
04:04
you know most service businesses are
04:05
laying a foundation just like the
04:06
landscape here below me
04:08
but when it comes to their own business
04:11
and success
04:12
they’re doing it haphazardly they’re
04:13
just going out and looking at word of
04:16
mouth or haphazard
04:17
marketing and they have no way to take
04:19
that lead to a client and then a client
04:22
upsell them to raise the client lifetime
04:24
value so the challenge today is go out
04:26
create a strategy put it on pen and
04:28
paper and what it looks like from each
04:30
state to the next desired state
04:32
and then how do we put a process and
04:33
system around that to make sure what
04:35
should happen
04:36
happens each and every time without the
04:37
business owner having to remember to do
04:39
it or babysit someone to do it
04:41
so i’m gonna be diving in deep this week
04:42
about how to create a foundational
04:44
strategy of taking
04:46
uh everybody in your business while
04:47
there’s a lead or a client
04:49
and getting them to the next desired
04:51
state and then
04:52
putting a process and system in place
04:55
for all the desired perfect paths and
04:57
then
04:58
the not so perfect pass so what if we’re
05:00
going out to upsell our aeration and
05:01
overseeding or holiday deep clean
05:03
and we go through an email but people
05:05
aren’t opening that email so maybe we’re
05:07
going to follow up with automated text
05:08
messaging
05:09
and phone calls or if we don’t want to
05:10
make the phone calls we follow up with a
05:12
ringless voicemail bomb
05:13
but what is the strategy from one state
05:16
to another
05:16
and what’s a process and system that we
05:19
can
05:20
deploy for predictable results day in
05:22
and day out to raise client lifetime
05:24
values
05:24
and increase bottom line profit so
05:26
comments questions dropping below
05:28
but i wanted to make a quick video here
05:29
because uh looking at this construction
05:30
site i mean this contractor is obviously
05:32
taking some time
05:33
to lay a foundational strategy for
05:35
success down the line
05:36
by putting 12 inches of base in here
05:40
and foundation where most business
05:42
owners are not putting the time
05:43
in to create their own base uh to build
05:47
off of
05:48
and creating a strategy to take clients
05:50
from one state to another
05:52
and then systematically work off that
05:54
base in a process
05:56
to raise client lifetime value and the
05:58
companies are getting it right right now
05:59
um in the service industry are already
06:02
have the strategy in place and they’re
06:03
creating an automated system
06:05
to continue and double down on that
06:06
success a couple people in the service
06:08
autopilot
06:09
academy especially the elite academy
06:11
have gone in and really taken this
06:13
upsell idea
06:14
and process created a strategy around it
06:17
and then implemented a process
06:19
especially in fertilization weed control
06:21
to upsell
06:22
perimeter pest mosquito control fire ant
06:25
control depending where you’re at in the
06:26
country
06:27
and these companies are now performing
06:29
four or five services
06:30
every time they stop at a pro property
06:33
and they’re
06:34
eliminating any of that downtime
06:35
mobilization and they’re increasing
06:38
bottom line profits exponentially but
06:40
that would never happen if they didn’t
06:41
have a strategy foundationally
06:43
and then have a process to actually go
06:45
out and upsell
06:47
those services and then the next process
06:49
would be
06:50
building upon a strategy of how do we
06:52
take our clients of a client that just
06:54
had a service so that’s a state
06:56
and take them to the next desired state
06:59
of being happy and reviewing
07:01
our services so a lot of people are
07:03
using
07:04
um different review softwares or
07:07
different processes to take the desired
07:09
state of a happy client
07:10
and get them to the status of leaving an
07:12
online review
07:14
and that has been pretty essential for
07:17
today’s
07:17
buying habits so uh it’s not only for
07:19
the sales process but it could be for
07:21
social reviews
07:22
um these are strategies and processes
07:24
that probably need to be built into
07:25
employee recruiting training and
07:26
onboarding as well so
07:27
take a look at your strategies
07:29
foundationally and then how do we build
07:30
processes and systems around them
07:32
for success so comments questions
07:34
dropping below callahan’s corner you ask
07:36
the questions we answer them live
07:37
right here on facebook

SA Weekly Talk Show: Dillan Ruthenberg, Revolutionizing Your Snow Removal Business

Video Transcript

00:01
Welcome back to the essay
00:02
Welcome back to the essay Weekly Talk show Mike Allen
00:03
Weekly Talk show Mike Allen here with cohost Cody Owen and
00:06
here with cohost Cody Owen and special guest Dylan Rothenberg
00:08
special guest Dylan Rothenberg of uh originally Sudbury
00:10
of uh originally Sudbury Ontario, but now of Kingston
00:12
Ontario, but now of Kingston Ontario up in the north, so uh
00:14
Ontario up in the north, so uh don’t I go way back he was
00:16
don’t I go way back he was actually probably the first
00:18
actually probably the first simple growth automation
00:18
simple growth automation clients so uh we’ve known known
00:20
clients so uh we’ve known known each other quite a bit and uh
00:22
each other quite a bit and uh talk some serious business and
00:24
talk some serious business and particularly around snow
00:26
particularly around snow removal. so the time we get
00:26
removal. so the time we get into right now um doesn’t
00:28
into right now um doesn’t really seem like it’s ready for
00:30
really seem like it’s ready for snow but if you’re in the north
00:31
snow but if you’re in the north or northeast uh right now, it
00:32
or northeast uh right now, it is. The time you wanna start
00:34
is. The time you wanna start thinking about snow removal
00:36
thinking about snow removal contractor renewal and
00:37
contractor renewal and marketing if you haven’t
00:38
marketing if you haven’t already so I’m gonna probably
00:39
already so I’m gonna probably suggest you behind the eight
00:40
suggest you behind the eight ball already. so we thought it
00:41
ball already. so we thought it was no better time to bring in
00:43
was no better time to bring in the expert of all things, snow
00:46
the expert of all things, snow removal and uh disruptive as
00:48
removal and uh disruptive as well uh of different
00:49
well uh of different technologies and equipment that
00:51
technologies and equipment that uh Dylan had been using in his
00:53
uh Dylan had been using in his company. Max Lawn care so uh
00:55
company. Max Lawn care so uh dealing with people haven’t met
00:55
dealing with people haven’t met you before if you wouldn’t mind
00:56
you before if you wouldn’t mind just giving a little background
00:57
just giving a little background on how you got into the uh
00:59
on how you got into the uh lovely world of landscaping and
01:01
lovely world of landscaping and particularly snow removal and.
01:04
particularly snow removal and. Sudbury Ontario Yeah. So it’s
01:06
Sudbury Ontario Yeah. So it’s uh definitely a unique segment
01:08
uh definitely a unique segment to be in for sure uh long
01:10
to be in for sure uh long hours, but basically I started
01:12
hours, but basically I started out with just a landscaping
01:13
out with just a landscaping company We eventually uh
01:15
company We eventually uh especially being in Sudbury
01:16
especially being in Sudbury where we get uh 250 plus
01:18
where we get uh 250 plus centimeters uh a year on
01:20
centimeters uh a year on average, it was just um the
01:23
average, it was just um the logical solution to roll into
01:24
logical solution to roll into snow removal eventually uh
01:27
snow removal eventually uh kinda picked off uh picked up
01:29
kinda picked off uh picked up fairly slowly but as we started
01:32
fairly slowly but as we started dialing in our services, a
01:32
dialing in our services, a little bit better that was the
01:34
little bit better that was the most explosive part of our
01:36
most explosive part of our business and um by the end of
01:38
business and um by the end of it before. My business actually
01:40
it before. My business actually that was probably about sixty
01:42
that was probably about sixty to 70% of our actual total
01:44
to 70% of our actual total revenue. um so, yeah definitely
01:46
revenue. um so, yeah definitely use some some pretty unique
01:48
use some some pretty unique equipment uh at least for our
01:49
equipment uh at least for our market, It’s becoming a little
01:50
market, It’s becoming a little bit more and more popular now
01:52
bit more and more popular now with our uh tractor snowblowers
01:53
with our uh tractor snowblowers and and stuff like that. But
01:55
and and stuff like that. But I’m sure we’ll we’ll get into
01:56
I’m sure we’ll we’ll get into that a little bit deeper. Yeah.
01:58
that a little bit deeper. Yeah. and that’s something that uh to
01:59
and that’s something that uh to be honest, I had never really
02:00
be honest, I had never really seen uh until I saw uh I
02:03
seen uh until I saw uh I believe it was protex uh snow
02:05
believe it was protex uh snow warriors or something like
02:06
warriors or something like that. it was uh a documentary
02:08
that. it was uh a documentary they did it was the Vine
02:08
they did it was the Vine Company up out of um I’d be
02:11
Company up out of um I’d be Quebec Canada. And they had
02:13
Quebec Canada. And they had kinda revolutionized the way
02:15
kinda revolutionized the way they plowed snow up there and
02:17
they plowed snow up there and they get so much freaking snow
02:17
they get so much freaking snow that you can’t plow because the
02:19
that you can’t plow because the mountains of snow literally
02:20
mountains of snow literally twelve to fifteen feet on each
02:21
twelve to fifteen feet on each side of the road and the
02:23
side of the road and the driveway so they went in and
02:25
driveway so they went in and created this inverted uh snow
02:27
created this inverted uh snow blowing opportunity and a lot
02:29
blowing opportunity and a lot of guys like yourself um about
02:31
of guys like yourself um about the same time jumped on to that
02:33
the same time jumped on to that And now in the states, it’s
02:33
And now in the states, it’s probably not that uh well
02:36
probably not that uh well adapted so if you’re looking to
02:37
adapted so if you’re looking to actually see what this looks
02:38
actually see what this looks like here, I’ll actually blow
02:39
like here, I’ll actually blow up my screen and then we’ll get
02:40
up my screen and then we’ll get into the content but uh if
02:41
into the content but uh if you’re watching live on the
02:43
you’re watching live on the Facebook here or uh listen to
02:45
Facebook here or uh listen to the podcast, it’s worth
02:45
the podcast, it’s worth checking out the live stream
02:46
checking out the live stream here because it’s. Very
02:49
here because it’s. Very interesting, what this actually
02:50
interesting, what this actually looks like here so you can
02:51
looks like here so you can kinda see it. uh here’s Dylan
02:53
kinda see it. uh here’s Dylan standing in front of a couple
02:54
standing in front of a couple of the tractors that he owned
02:56
of the tractors that he owned uh in his business, but um
02:57
uh in his business, but um really interesting in the back
02:59
really interesting in the back of the snow blower, just an
03:01
of the snow blower, just an inverted uh snow blower that
03:02
inverted uh snow blower that drops down and shoots
03:03
drops down and shoots everything else out. So uh it
03:05
everything else out. So uh it allows you to move a lot
03:07
allows you to move a lot quicker and we’re gonna talk
03:08
quicker and we’re gonna talk about the benefits and
03:09
about the benefits and disadvantages of actually
03:10
disadvantages of actually attract your mounted
03:11
attract your mounted snowblowers well and if you
03:12
snowblowers well and if you look in the links of the essay
03:14
look in the links of the essay weekly here on the Facebook
03:16
weekly here on the Facebook live Um there is an additional
03:17
live Um there is an additional article that Dylan has been
03:19
article that Dylan has been featured in Snow magazine the
03:21
featured in Snow magazine the three keys to revolutionize
03:22
three keys to revolutionize your markets so in this. Dylan
03:24
your markets so in this. Dylan was kind enough to break down
03:26
was kind enough to break down uh through the main things he
03:28
uh through the main things he did to differentiate himself in
03:29
did to differentiate himself in that market and pretty much go
03:30
that market and pretty much go out and dominate so uh have a
03:32
out and dominate so uh have a little added bonus content of
03:35
little added bonus content of there. Yeah, let’s drop the
03:36
there. Yeah, let’s drop the link to that article again. I
03:37
link to that article again. I think you gave everyone the
03:39
think you gave everyone the link to join our broadcast. Uh
03:41
link to join our broadcast. Uh yeah I did didn’t I yeah
03:44
yeah I did didn’t I yeah welcome to the show everyone
03:47
welcome to the show everyone welcome to the show. Alright,
03:50
welcome to the show. Alright, here we go let’s have allowed
03:53
here we go let’s have allowed to handle the technology here,
03:54
to handle the technology here, so I appreciate that Cody
03:56
so I appreciate that Cody Alright, so we’ve got that and
03:57
Alright, so we’ve got that and that should be in the notes
03:59
that should be in the notes live here uh in a few minutes
04:01
live here uh in a few minutes so we’ll see what else is
04:02
so we’ll see what else is joining the show. It’s a
04:03
joining the show. It’s a special guest in a few minutes
04:05
special guest in a few minutes um but I guess the first thing
04:06
um but I guess the first thing Dylan I really wanna talk about
04:07
Dylan I really wanna talk about here is uh marketing and one of
04:10
here is uh marketing and one of the things that I was really
04:10
the things that I was really impressed with you right out of
04:12
impressed with you right out of the gates when we met was your
04:14
the gates when we met was your approach to marketing. so would
04:15
approach to marketing. so would you mind breaking down how you
04:17
you mind breaking down how you wanna actually marketed your
04:18
wanna actually marketed your snow removal services and then
04:20
snow removal services and then did it transition and did? The
04:22
did it transition and did? The type of marketing and the
04:24
type of marketing and the content from when you went to
04:26
content from when you went to uh snow plowing with actual
04:28
uh snow plowing with actual trucks to the actual um
04:30
trucks to the actual um tractors was there was there a
04:32
tractors was there was there a difference uh play on the
04:33
difference uh play on the marketing there? Yeah. So when
04:35
marketing there? Yeah. So when we first started marketing it
04:37
we first started marketing it pretty heavily uh we were just
04:38
pretty heavily uh we were just doing the plowing and the thing
04:41
doing the plowing and the thing we kinda found was there was a
04:42
we kinda found was there was a wide range of people were
04:44
wide range of people were charging for a driveway or a
04:45
charging for a driveway or a lot. um commercial lots are
04:46
lot. um commercial lots are gonna differ entirely. uh you
04:48
gonna differ entirely. uh you most likely need to um do a
04:50
most likely need to um do a specialized quote. But we
04:52
specialized quote. But we really wanted to have like
04:53
really wanted to have like simplified upfront pricing for
04:56
simplified upfront pricing for our residential customers and
04:58
our residential customers and kinda change the conversation,
05:00
kinda change the conversation, where instead of their calling
05:00
where instead of their calling for a quote. They don’t really
05:01
for a quote. They don’t really know when you’re getting back
05:02
know when you’re getting back to them, they had already seen
05:04
to them, they had already seen all of our content on our
05:05
all of our content on our website on our postcards door
05:07
website on our postcards door hangers whatever that might be
05:09
hangers whatever that might be and they could already kind of
05:11
and they could already kind of place where they were in the
05:12
place where they were in the pricing structure and they were
05:13
pricing structure and they were calling us more to maybe ask
05:14
calling us more to maybe ask one or two final questions and
05:16
one or two final questions and then actually sign up for the
05:17
then actually sign up for the service instead of a week or 2
05:19
service instead of a week or 2 week long estimate and finally
05:20
week long estimate and finally getting to sign-up process so
05:22
getting to sign-up process so when we are able. To kinda turn
05:25
when we are able. To kinda turn on the jets when it came to
05:27
on the jets when it came to marketing, we were able to
05:29
marketing, we were able to actually accept much more
05:29
actually accept much more customers rather than have it
05:30
customers rather than have it be a big burden on our office.
05:33
be a big burden on our office. That was kind of the very
05:35
That was kind of the very initial starting of it when
05:37
initial starting of it when we’re still doing the actual
05:38
we’re still doing the actual plowing um basically everything
05:40
plowing um basically everything it kinda changed. We were
05:42
it kinda changed. We were growing steadily but nothing
05:44
growing steadily but nothing really to write home about I
05:45
really to write home about I when it came to the snow
05:47
when it came to the snow plowing the minute we got the
05:49
plowing the minute we got the tractor uh basically everything
05:51
tractor uh basically everything had changed. there was actually
05:52
had changed. there was actually already another company in our
05:54
already another company in our market that was well capital.
05:57
market that was well capital. Had purchased several uh very
05:59
Had purchased several uh very nice brand-new tractors before
06:00
nice brand-new tractors before us, we’re kind of a little bit
06:01
us, we’re kind of a little bit late to the jump in our
06:04
late to the jump in our relatively small market uh but
06:05
relatively small market uh but the the service was so unique
06:08
the the service was so unique and so different compared to
06:09
and so different compared to all the plowing companies that
06:12
all the plowing companies that uh with the right marketing,
06:13
uh with the right marketing, we’re actually able to explode
06:15
we’re actually able to explode that segment. so we started off
06:18
that segment. so we started off with just like the regular uh
06:21
with just like the regular uh Facebook ads, Google ads and
06:22
Facebook ads, Google ads and stuff like that um and I
06:24
stuff like that um and I thought it was interesting to
06:25
thought it was interesting to note that uh our best
06:29
note that uh our best performing Facebook ad that we
06:29
performing Facebook ad that we ever had. We tried you know.
06:33
ever had. We tried you know. Discounts catchy little phrases
06:35
Discounts catchy little phrases whatever that might be we’ve
06:36
whatever that might be we’ve even tried. radio advertising
06:37
even tried. radio advertising stuff like that, But the thing
06:39
stuff like that, But the thing that perform the best that I
06:41
that perform the best that I found this kind of unique was
06:42
found this kind of unique was literally just a video about uh
06:45
literally just a video about uh thirty to 42nd video of a guy
06:47
thirty to 42nd video of a guy doing a driveway with a snow
06:48
doing a driveway with a snow blower. I mean it kinda makes
06:49
blower. I mean it kinda makes sense when you think about it,
06:51
sense when you think about it, but I found that very unique
06:53
but I found that very unique that we probably had over
06:54
that we probably had over 100000 views of that video on
06:56
100000 views of that video on Facebook of people just
06:57
Facebook of people just watching a guy do a driveway
07:00
watching a guy do a driveway with this unique technology. So
07:03
with this unique technology. So in that and it kinda, I think
07:04
in that and it kinda, I think that makes sense uh because a
07:06
that makes sense uh because a lot of us are kinda engaged and
07:07
lot of us are kinda engaged and if it’s new, we wanna figure
07:08
if it’s new, we wanna figure out how is it gonna work?
07:09
out how is it gonna work? What’s it look like um and as
07:11
What’s it look like um and as you’re kinda looking at that
07:13
you’re kinda looking at that marketing play Dylan uh once
07:15
marketing play Dylan uh once people saw that video what it
07:17
people saw that video what it actually looks like and how it
07:19
actually looks like and how it operated was, there’s certain
07:20
operated was, there’s certain things based on the regular
07:22
things based on the regular plowing with the truck versus a
07:23
plowing with the truck versus a tractor was their benefits,
07:24
tractor was their benefits, pros and cons that were
07:26
pros and cons that were highlighted in that marketing
07:27
highlighted in that marketing content. How did you use the
07:29
content. How did you use the ability of that track to
07:30
ability of that track to differentiate yourself from
07:32
differentiate yourself from that market? Yeah. So there’s
07:33
that market? Yeah. So there’s there. A couple of main points
07:34
there. A couple of main points you touched on one of them, the
07:37
you touched on one of them, the fact, especially in Sudbury,
07:38
fact, especially in Sudbury, you’re you’re 100% right by the
07:39
you’re you’re 100% right by the end of the winter, Sometimes
07:41
end of the winter, Sometimes you’d literally have on a
07:42
you’d literally have on a regular uh winters like six to
07:45
regular uh winters like six to eight feet of snow banks at the
07:46
eight feet of snow banks at the end of your driveway right, it
07:48
end of your driveway right, it becomes quite a bit of a hazard
07:50
becomes quite a bit of a hazard um and and you actually do run
07:52
um and and you actually do run out of room sometimes with just
07:53
out of room sometimes with just a regular truck where you have
07:55
a regular truck where you have to back and push it up into the
07:57
to back and push it up into the lawn. so on heavy winters,
07:58
lawn. so on heavy winters, people would literally have to
08:00
people would literally have to call like a backhoe or a loader
08:01
call like a backhoe or a loader and actually push those banks
08:03
and actually push those banks back in their lawn with the
08:04
back in their lawn with the snowblower there was. That you
08:06
snowblower there was. That you have full visibility all winter
08:09
have full visibility all winter and there was never no matter
08:11
and there was never no matter how intense the winter was.
08:13
how intense the winter was. there was never a chance of you
08:13
there was never a chance of you having to call someone to
08:14
having to call someone to actually relocate the snow.
08:17
actually relocate the snow. That was that was really easy
08:17
That was that was really easy point So go ahead. Oh uh I
08:21
point So go ahead. Oh uh I wanted to ask a question and
08:21
wanted to ask a question and this might be like because I
08:23
this might be like because I grew up in Texas and the most
08:25
grew up in Texas and the most snow I’ve ever seen is like you
08:28
snow I’ve ever seen is like you know a half inch one winter 10
08:30
know a half inch one winter 10 years ago. um how is a
08:33
years ago. um how is a snowblower creating like not
08:36
snowblower creating like not creating a bank and this is
08:37
creating a bank and this is probably just me not
08:38
probably just me not understanding the technology so
08:39
understanding the technology so feel free to no. No. It’s a
08:40
feel free to no. No. It’s a great question. So rather than
08:43
great question. So rather than like the typical residential
08:45
like the typical residential snowblower where you’re kinda
08:45
snowblower where you’re kinda pushing it and it’s it’s going
08:47
pushing it and it’s it’s going up right. This has quite a bit
08:49
up right. This has quite a bit more power, so you could
08:50
more power, so you could literally launch the snow, you
08:53
literally launch the snow, you know 3040 feet up in the air
08:54
know 3040 feet up in the air right uh depending on the size
08:55
right uh depending on the size of the tractor that you have so
08:57
of the tractor that you have so by putting it so far back
08:59
by putting it so far back initially and then eventually
09:01
initially and then eventually being able to load the snow on
09:01
being able to load the snow on top and on top, you never
09:03
top and on top, you never really ran out of room. It’s
09:05
really ran out of room. It’s dispersing it. okay. Yeah cool.
09:08
dispersing it. okay. Yeah cool. Yeah. and these are these are
09:09
Yeah. and these are these are big agricultural tractors.
09:10
big agricultural tractors. These aren’t just like a little
09:12
These aren’t just like a little track you get down to home
09:13
track you get down to home depot lows. These are these are
09:14
depot lows. These are these are good size uh almost a cab of a
09:16
good size uh almost a cab of a backhoe. Put it in perspective,
09:19
backhoe. Put it in perspective, it’s not seeing these things
09:19
it’s not seeing these things they’re they’re good size
09:21
they’re they’re good size machines um and they’ve got a
09:22
machines um and they’ve got a lot of horsepower off the back
09:25
lot of horsepower off the back end. um so talk about the
09:26
end. um so talk about the benefits they’re in the
09:27
benefits they’re in the differentiation of that
09:28
differentiation of that equipment. Dylan uh one of the
09:29
equipment. Dylan uh one of the things I found interesting is
09:30
things I found interesting is it actually look like if I had
09:32
it actually look like if I had done my research right that you
09:33
done my research right that you actually GPS enabled the
09:36
actually GPS enabled the tractor um but to take on it is
09:37
tractor um but to take on it is a lot of us in the snow
09:38
a lot of us in the snow removal, including myself, head
09:40
removal, including myself, head GPS and all our trucks and
09:41
GPS and all our trucks and salts and loaders um but do you
09:44
salts and loaders um but do you actually open up the GPS to
09:45
actually open up the GPS to your client base? Yeah. That’s
09:47
your client base? Yeah. That’s a great question. We did not
09:50
a great question. We did not for the commercial just we
09:52
for the commercial just we didn’t really want to open
09:54
didn’t really want to open ourselves up to kind of the
09:56
ourselves up to kind of the liability potentially there,
09:57
liability potentially there, but for all of our residential
09:59
but for all of our residential customers for sure um and it
10:00
customers for sure um and it was something we kinda had to
10:02
was something we kinda had to look at uh just to the volume
10:04
look at uh just to the volume of requests and and calls that
10:06
of requests and and calls that would come in during a storm.
10:08
would come in during a storm. We were kind of looking at any
10:10
We were kind of looking at any way possible to diminish that
10:12
way possible to diminish that amount of response during a
10:13
amount of response during a snowstorm when everybody’s
10:15
snowstorm when everybody’s wondering where where are you
10:16
wondering where where are you guys or whatever? Snow started
10:19
guys or whatever? Snow started late at night so by opening up
10:20
late at night so by opening up the GPS um we’re basically able
10:23
the GPS um we’re basically able to allow them to look and see
10:25
to allow them to look and see where their specific tractor
10:26
where their specific tractor was so as we were dispatching
10:29
was so as we were dispatching the the different tractors they
10:30
the the different tractors they are all numbered each tracker
10:32
are all numbered each tracker at a number and then the root
10:34
at a number and then the root had a number as well. The
10:35
had a number as well. The customers actually started to
10:36
customers actually started to kind of realize that okay
10:39
kind of realize that okay tractor number six, for
10:40
tractor number six, for example, was their tractor so
10:42
example, was their tractor so when they got the dispatch a
10:43
when they got the dispatch a tractor number six is your
10:44
tractor number six is your tractor. Here is the login most
10:46
tractor. Here is the login most people would save it on their
10:46
people would save it on their phone. In the app and they
10:49
phone. In the app and they would actually log in and see
10:51
would actually log in and see that and not everybody but like
10:53
that and not everybody but like fifty to 75% of them were
10:55
fifty to 75% of them were actually really good at that
10:56
actually really good at that and um you know kinda diminish
10:58
and um you know kinda diminish the amount of calls coming into
10:59
the amount of calls coming into the office, which is huge
11:00
the office, which is huge during a stressful snowstorm.
11:03
during a stressful snowstorm. Yeah, I can’t I you know, I
11:04
Yeah, I can’t I you know, I wish you’d shared that with me
11:05
wish you’d shared that with me in the earlier years because I
11:06
in the earlier years because I tell you I almost had some
11:07
tell you I almost had some heart attacks along the way I
11:09
heart attacks along the way I mean in Callahan’s we’re
11:10
mean in Callahan’s we’re plowing uh at our hay day uh
11:12
plowing uh at our hay day uh when we cap it at 600
11:15
when we cap it at 600 residential driveways, so you
11:15
residential driveways, so you can imagine obviously very
11:17
can imagine obviously very similar to what you’re doing in
11:18
similar to what you’re doing in Sudbury when that if you if you
11:19
Sudbury when that if you if you don’t have that kind of volume,
11:20
don’t have that kind of volume, you can imagine what that looks
11:22
you can imagine what that looks like you know. 600 driveways
11:25
like you know. 600 driveways are getting all done. You’ve
11:26
are getting all done. You’ve got you know, fifteen or twenty
11:27
got you know, fifteen or twenty vehicles or tractors going out
11:30
vehicles or tractors going out the call volume and especially
11:32
the call volume and especially a massive storm. uh was
11:35
a massive storm. uh was unbelievable and the worst was
11:35
unbelievable and the worst was one that they actually the city
11:37
one that they actually the city would shut down the main
11:38
would shut down the main streets to just plow trucks and
11:39
streets to just plow trucks and emergency vehicles and you get
11:41
emergency vehicles and you get so many calls you couldn’t go
11:43
so many calls you couldn’t go anywhere you literally would
11:43
anywhere you literally would get out of your driveway in
11:45
get out of your driveway in behalf of the snow, but
11:46
behalf of the snow, but everybody wanted to know when
11:47
everybody wanted to know when you’re gonna be there so the
11:49
you’re gonna be there so the ability to open that up and it
11:50
ability to open that up and it was one of the things in the
11:51
was one of the things in the article um that I really. The
11:54
article um that I really. The snow magazine based all around
11:55
snow magazine based all around Dylan’s outfit is how he had
11:57
Dylan’s outfit is how he had that transparency the
11:59
that transparency the communication um, and, in
12:00
communication um, and, in addition how some of the
12:02
addition how some of the utilize the power of service
12:02
utilize the power of service Autopilot to go out through his
12:05
Autopilot to go out through his estimate process and actually
12:07
estimate process and actually communicate uh through
12:09
communicate uh through different mediums such as um,
12:10
different mediums such as um, email and text, so kinda
12:12
email and text, so kinda dialing into that Dylan um now
12:14
dialing into that Dylan um now that we’ve kind of set our
12:17
that we’ve kind of set our marketing play and we’ve kinda
12:18
marketing play and we’ve kinda differentiate ourselves based
12:19
differentiate ourselves based on the equipment. We’re using a
12:20
on the equipment. We’re using a different features of that
12:21
different features of that equipment and the
12:22
equipment and the communication. What did your
12:25
communication. What did your estimating process look like
12:26
estimating process look like and I know you had an
12:27
and I know you had an interesting approach to it. So
12:28
interesting approach to it. So I’ll kinda let you explain it
12:30
I’ll kinda let you explain it but uh would you kind of mind
12:31
but uh would you kind of mind breaking that down? um the
12:33
breaking that down? um the estimating process and how you
12:35
estimating process and how you broke down the different
12:35
broke down the different service offerings uh all inside
12:37
service offerings uh all inside service Autopilot. Yeah, for
12:39
service Autopilot. Yeah, for sure so even though our pricing
12:42
sure so even though our pricing was very very upfront and it
12:43
was very very upfront and it was visible on our website and
12:45
was visible on our website and like I said earlier, people
12:46
like I said earlier, people were calling more so to sign up
12:47
were calling more so to sign up due to even the little bit more
12:50
due to even the little bit more limited liability when it comes
12:51
limited liability when it comes to residential snow removal, we
12:53
to residential snow removal, we still have to get every single
12:55
still have to get every single person to sign off on something
12:56
person to sign off on something so you’re you’re. Uh
12:58
so you’re you’re. Uh essentially the only variable
13:00
essentially the only variable that we really needed for the
13:01
that we really needed for the driveways was driveway size, so
13:03
driveways was driveway size, so I know some people do driveway
13:05
I know some people do driveway square footage. We simplified
13:07
square footage. We simplified it even more how many cars
13:09
it even more how many cars could you squeeze into your
13:10
could you squeeze into your driveway? um so basically
13:13
driveway? um so basically anything up to six cars was our
13:14
anything up to six cars was our standard price couple of years
13:15
standard price couple of years back that was about 405 or
13:17
back that was about 405 or sorry 499 550 plus tax um so we
13:23
sorry 499 550 plus tax um so we we would actually send them a
13:24
we would actually send them a proposal uh in service
13:25
proposal uh in service Autopilot, they kinda have this
13:28
Autopilot, they kinda have this unique installment amount um
13:29
unique installment amount um feel that you can pull from so
13:31
feel that you can pull from so we’re able to offer them. A
13:33
we’re able to offer them. A seasonal rate with the
13:35
seasonal rate with the discount, but then also have a
13:36
discount, but then also have a secondary um kind of merge at
13:39
secondary um kind of merge at the bottom. It’s said if you
13:40
the bottom. It’s said if you were looking to break this into
13:43
were looking to break this into six installments, we also have
13:44
six installments, we also have that option and we would give
13:46
that option and we would give them the installment amount and
13:48
them the installment amount and I’d say about 25% of people
13:50
I’d say about 25% of people would just respond back and
13:52
would just respond back and say, okay. I’m gonna sign it,
13:52
say, okay. I’m gonna sign it, but let’s proceed with option
13:54
but let’s proceed with option two, which was essentially the
13:56
two, which was essentially the flat rate billing for um I
13:57
flat rate billing for um I think it was either the five or
13:59
think it was either the five or the 6 months of the contract.
14:01
the 6 months of the contract. Um we we. Have a kind of like
14:03
Um we we. Have a kind of like the template um services for
14:05
the template um services for sidewalk shoveling and salting
14:07
sidewalk shoveling and salting as well, but we were we were
14:08
as well, but we were we were able to get quotes out
14:10
able to get quotes out basically within seconds while
14:11
basically within seconds while on the phone with people, we
14:12
on the phone with people, we wouldn’t even tell them to like
14:13
wouldn’t even tell them to like get off of the phone because
14:15
get off of the phone because we’d say, hey your quote is
14:17
we’d say, hey your quote is done uh we send it over uh they
14:19
done uh we send it over uh they basically accept it right then
14:21
basically accept it right then and there as soon as we got the
14:22
and there as soon as we got the acceptance back, we grab the
14:23
acceptance back, we grab the credit card and that was
14:25
credit card and that was essentially the extent of our
14:26
essentially the extent of our estimating process. Our terms
14:27
estimating process. Our terms were right at the bottom of the
14:30
were right at the bottom of the estimate proposal, so there’s.
14:32
estimate proposal, so there’s. Contract that they have to sign
14:33
Contract that they have to sign or anything like that, and I’m
14:35
or anything like that, and I’m sure most people know, but
14:36
sure most people know, but obviously it saves the PDF
14:37
obviously it saves the PDF right in their files. So there
14:39
right in their files. So there is no question as to what
14:40
is no question as to what they’re actually accepting. So
14:42
they’re actually accepting. So just a quick recap, so you’ve
14:44
just a quick recap, so you’ve got a couple of different
14:45
got a couple of different options, one for an installment
14:46
options, one for an installment or paid upfront and the process
14:48
or paid upfront and the process was you basically closed over
14:50
was you basically closed over the phone to simplify the
14:51
the phone to simplify the process. You may have checked
14:52
process. You may have checked it on maps or pro plus or maps
14:54
it on maps or pro plus or maps plus or smart maps, but the
14:56
plus or smart maps, but the idea of even really create that
14:59
idea of even really create that speed so very similar to what
15:00
speed so very similar to what John Potosi of Ami talks about
15:02
John Potosi of Ami talks about those are your gateway services
15:03
those are your gateway services the services that you’re
15:04
the services that you’re selling over the phone and
15:05
selling over the phone and you’re closing immediately. so
15:06
you’re closing immediately. so you took that to the next level
15:07
you took that to the next level and said, Hey how many cars can
15:09
and said, Hey how many cars can you fit in that driveway?
15:10
you fit in that driveway? approximately it’s gonna come
15:10
approximately it’s gonna come out in the wash. Get that
15:13
out in the wash. Get that process going and then you had
15:14
process going and then you had them actually sit on the phone
15:15
them actually sit on the phone while you quoted it live and
15:17
while you quoted it live and you literally closed them over
15:18
you literally closed them over the phone and have them sign
15:20
the phone and have them sign and accept the electronic
15:22
and accept the electronic signature inside service
15:23
signature inside service Autopilot on their phone. So
15:24
Autopilot on their phone. So I’m assuming probably you can
15:25
I’m assuming probably you can handle sales and price
15:26
handle sales and price injections when they got to the
15:28
injections when they got to the letter of the law in the actual
15:29
letter of the law in the actual contract itself is that is that
15:31
contract itself is that is that a fair assessment of the
15:32
a fair assessment of the process is there anything else?
15:33
process is there anything else? We missed no you’re 100% bang
15:35
We missed no you’re 100% bang on and you’re right. We did
15:37
on and you’re right. We did basically pull up the street
15:37
basically pull up the street view while we’re talking to
15:39
view while we’re talking to them, I mean you can’t really
15:40
them, I mean you can’t really take their word for bond about
15:41
take their word for bond about how many driveways they think
15:42
how many driveways they think they could fit. so you’re
15:44
they could fit. so you’re you’re you’re right, We would
15:45
you’re you’re right, We would pull that up. We’d verify the.
15:48
pull that up. We’d verify the. And that’s really all we have
15:48
And that’s really all we have to enter into the estimate The
15:50
to enter into the estimate The pricing come in based on the
15:52
pricing come in based on the price matrix and and you’re
15:52
price matrix and and you’re right, We will answer any
15:54
right, We will answer any objections right then in there,
15:56
objections right then in there, okay is that it seems like a
15:57
okay is that it seems like a big concern with a lot of
15:59
big concern with a lot of people, especially in the
16:00
people, especially in the service. Autopilot ecosystem is
16:01
service. Autopilot ecosystem is how do I go out and actually
16:02
how do I go out and actually get these estimates out there
16:04
get these estimates out there quickly. Usually it’s I gotta
16:04
quickly. Usually it’s I gotta go Bop around town when I’m
16:06
go Bop around town when I’m done doing my aeration
16:08
done doing my aeration overseeding and my fall
16:09
overseeding and my fall cleanups and now I’ve got to
16:11
cleanups and now I’ve got to spend the next 3 hours driving
16:12
spend the next 3 hours driving around haphazardly looking at
16:13
around haphazardly looking at all these driveways. So what
16:14
all these driveways. So what you’ve done is created this on.
16:18
you’ve done is created this on. Buying process well before it
16:21
Buying process well before it was really a thing in the
16:21
was really a thing in the service industry. so that’s
16:23
service industry. so that’s really interesting. I think one
16:24
really interesting. I think one of the keys to success by
16:25
of the keys to success by watching you from afar is the
16:28
watching you from afar is the ability to have people buy
16:29
ability to have people buy immediately. um you know over
16:30
immediately. um you know over the phone or through the
16:32
the phone or through the website through those processes
16:33
website through those processes and service autopilot. So we’re
16:34
and service autopilot. So we’re all accustom to the Amazon and
16:36
all accustom to the Amazon and Netflix to Uber the door dash
16:38
Netflix to Uber the door dash like people want it when they
16:39
like people want it when they want it and they wanna check it
16:41
want it and they wanna check it off their list so well before
16:43
off their list so well before that major shift in buying
16:44
that major shift in buying habits, you know Dylan’s out
16:45
habits, you know Dylan’s out here. Cody You know probably
16:48
here. Cody You know probably three 4 years before that, so
16:50
three 4 years before that, so that was pretty interesting,
16:50
that was pretty interesting, especially that snow magazine
16:52
especially that snow magazine article. If you check out the
16:53
article. If you check out the link it kinda breaks down and
16:54
link it kinda breaks down and even greater detail step by
16:56
even greater detail step by step how he did that um so as
17:01
step how he did that um so as we’ve kinda down to find the
17:02
we’ve kinda down to find the process uh you’ve got several
17:04
process uh you’ve got several hundred plowing accounts. What
17:06
hundred plowing accounts. What did that look like in your
17:08
did that look like in your business? um to actually go out
17:09
business? um to actually go out and renew those contracts. so I
17:11
and renew those contracts. so I know it Callahan before we put
17:12
know it Callahan before we put a system to it. That would be
17:14
a system to it. That would be almost a two to two and a half
17:15
almost a two to two and a half month process to actually go
17:17
month process to actually go out to. Clients um the first
17:19
out to. Clients um the first couple of rounds is pretty
17:21
couple of rounds is pretty easy, but then we were
17:22
easy, but then we were literally having to get on the
17:23
literally having to get on the phone and chase these folks and
17:26
phone and chase these folks and then anybody who didn’t sign
17:27
then anybody who didn’t sign back up. We’re trying to go
17:28
back up. We’re trying to go back out and fill those gaps.
17:30
back out and fill those gaps. So I’m kinda curious how you
17:32
So I’m kinda curious how you tackle tackle that and max lawn
17:34
tackle tackle that and max lawn care it was there any tips that
17:35
care it was there any tips that you could share with us for
17:36
you could share with us for anybody watching right now
17:38
anybody watching right now going out to renew their snow
17:39
going out to renew their snow removal contracts, whether it’s
17:40
removal contracts, whether it’s a smaller company, maybe doing
17:42
a smaller company, maybe doing seventy or eighty driveways or
17:43
seventy or eighty driveways or a company doing upwards of a
17:44
a company doing upwards of a thousand, I mean um I’m
17:46
thousand, I mean um I’m assuming these tactics are.
17:48
assuming these tactics are. Scale depending where you’re at
17:50
Scale depending where you’re at Yeah, for sure, so we actually
17:52
Yeah, for sure, so we actually tried to we were one of the
17:54
tried to we were one of the first ones in our area to
17:55
first ones in our area to actually try to auto renew uh
17:57
actually try to auto renew uh very common in the south, but
17:59
very common in the south, but in the northern markets,
18:01
in the northern markets, really, no one auto renew you
18:03
really, no one auto renew you essentially lose all your
18:03
essentially lose all your customers and then you need to
18:05
customers and then you need to resign. everybody back up every
18:07
resign. everybody back up every spring or every fall so with
18:10
spring or every fall so with our full year um customers we
18:12
our full year um customers we really try to cement in their
18:14
really try to cement in their minds that you’re signing up.
18:15
minds that you’re signing up. you can cancel at any time but.
18:18
you can cancel at any time but. An auto renewing service uh how
18:22
An auto renewing service uh how everybody still needs kind of a
18:23
everybody still needs kind of a reminder, though, especially if
18:24
reminder, though, especially if they’re not a full year
18:25
they’re not a full year customer that you know you
18:26
customer that you know you still have service with us and
18:28
still have service with us and we are coming back so we kind
18:30
we are coming back so we kind of uh altered the automations
18:31
of uh altered the automations that we had just to remind them
18:35
that we had just to remind them so at the end of the season, we
18:36
so at the end of the season, we would kinda remind them. you
18:37
would kinda remind them. you know. thank you for being such
18:38
know. thank you for being such a great customer. uh just just
18:40
a great customer. uh just just a reminder that your services
18:42
a reminder that your services do auto renew will be by uh I
18:44
do auto renew will be by uh I think it was roughly October
18:45
think it was roughly October 1st to stay on your driveway
18:46
1st to stay on your driveway again and if you prepaid, we’ll
18:48
again and if you prepaid, we’ll take your pre-payment at the
18:49
take your pre-payment at the same time as you did last year
18:50
same time as you did last year if you paid monthly your
18:51
if you paid monthly your monthly payments will start. Um
18:54
monthly payments will start. Um but we’re always hit them with
18:56
but we’re always hit them with another automatic emails, so
18:57
another automatic emails, so everybody who had the the
18:58
everybody who had the the tractor snow blowing in our
19:00
tractor snow blowing in our service Autopilot with
19:02
service Autopilot with essentially gets another email
19:04
essentially gets another email usually about September uh just
19:06
usually about September uh just reminding them that you know
19:06
reminding them that you know we’re gonna come and stay on
19:08
we’re gonna come and stay on your driveway and all those
19:09
your driveway and all those other things again. So most
19:10
other things again. So most people were kind of regimented
19:13
people were kind of regimented to that process. You’d get a
19:14
to that process. You’d get a small influx of people that you
19:16
small influx of people that you know obviously wanted to
19:18
know obviously wanted to cancel. you can’t please
19:19
cancel. you can’t please everybody um and then other
19:20
everybody um and then other people that wanted to change
19:21
people that wanted to change their service or. Just had an
19:23
their service or. Just had an informed you but this email
19:25
informed you but this email reminded them and we’re pretty
19:27
reminded them and we’re pretty much able to buy September have
19:29
much able to buy September have a fairly accurate count of who
19:31
a fairly accurate count of who was actually renewing right,
19:34
was actually renewing right, the amount of people that were
19:34
the amount of people that were basically confirmed again. We
19:36
basically confirmed again. We had a valid credit card on file
19:38
had a valid credit card on file we hadn’t heard anything back
19:38
we hadn’t heard anything back from them and we almost use
19:42
from them and we almost use that email and then the staking
19:44
that email and then the staking of their driveway as a way to
19:46
of their driveway as a way to as a secondary reminder to weed
19:48
as a secondary reminder to weed out the people that potentially
19:49
out the people that potentially didn’t want us. uh we build 1
19:51
didn’t want us. uh we build 1 month in advance for all of our
19:53
month in advance for all of our monthly customers as well so
19:54
monthly customers as well so that there was no. We’re
19:57
that there was no. We’re showing up um even though it’s
19:58
showing up um even though it’s an auto renewing service, there
19:59
an auto renewing service, there was no chance that we’re
20:01
was no chance that we’re showing up come November 1st
20:02
showing up come November 1st and then try to charge their
20:03
and then try to charge their card and it was declining and
20:05
card and it was declining and they never got back to us about
20:06
they never got back to us about wanting to service. so we tried
20:08
wanting to service. so we tried to reduce the risk of a
20:09
to reduce the risk of a accounts receivable and cancels
20:13
accounts receivable and cancels by addressing it months months
20:15
by addressing it months months in advance, doing sort of a
20:17
in advance, doing sort of a theme that I’ve heard and kinda
20:19
theme that I’ve heard and kinda all three of the things that
20:21
all three of the things that we’ve talked about is really
20:22
we’ve talked about is really taking a big load off of the
20:24
taking a big load off of the office staff. Uh by by trying
20:27
office staff. Uh by by trying to set up processes that help
20:29
to set up processes that help customers serve themselves,
20:31
customers serve themselves, make things easier for them, it
20:33
make things easier for them, it was that was like the offices
20:35
was that was like the offices throughput like a big
20:37
throughput like a big bottleneck for you or were you
20:37
bottleneck for you or were you just like focus on streamlining
20:40
just like focus on streamlining everything and it just so
20:41
everything and it just so happens that we’re talking
20:41
happens that we’re talking about the few things that
20:44
about the few things that impacted the office. No. That
20:45
impacted the office. No. That was a huge point of like a
20:49
was a huge point of like a reason why we made that
20:50
reason why we made that decision by the end of it we we
20:52
decision by the end of it we we have basically about a thousand
20:53
have basically about a thousand driveways that we’re doing. And
20:56
driveways that we’re doing. And that becomes a pretty momentous
20:57
that becomes a pretty momentous task to to renew all those
21:00
task to to renew all those people, especially when the
21:01
people, especially when the conversation for 8090 percent
21:02
conversation for 8090 percent of them is I’m back up. You
21:04
of them is I’m back up. You still have my credit card right
21:05
still have my credit card right charge it. They just want the
21:08
charge it. They just want the service right. so it’s it’s
21:09
service right. so it’s it’s kind of a little bit for that.
21:12
kind of a little bit for that. everybody’s still has this this
21:13
everybody’s still has this this old tactics regimented that you
21:15
old tactics regimented that you need to send them a fresh
21:16
need to send them a fresh estimate you need to do all
21:17
estimate you need to do all these things right. so we
21:20
these things right. so we really just thought that was a
21:21
really just thought that was a little bit crazy to be
21:22
little bit crazy to be perfectly honest and we really
21:24
perfectly honest and we really try to cement in our market
21:25
try to cement in our market that if you if you. We’re gonna
21:28
that if you if you. We’re gonna continue to come if you don’t
21:29
continue to come if you don’t want us, We’ll we’ll cancel and
21:30
want us, We’ll we’ll cancel and I did lighten the load,
21:32
I did lighten the load, obviously very substantially on
21:33
obviously very substantially on the office if any of my older
21:36
the office if any of my older office employees are are
21:37
office employees are are listening to this, they’ll
21:38
listening to this, they’ll probably because we definitely
21:39
probably because we definitely filled up all the time with the
21:41
filled up all the time with the new sales and that was kinda
21:42
new sales and that was kinda what we wanted right to be able
21:43
what we wanted right to be able to focus on new sales and um
21:46
to focus on new sales and um continue to grow the business
21:46
continue to grow the business that way rather than spend
21:48
that way rather than spend months and months on renewals.
21:52
months and months on renewals. Awesome. So I know I’m I’m just
21:53
Awesome. So I know I’m I’m just taking a look at a couple of
21:53
taking a look at a couple of notes on the screen that I had
21:55
notes on the screen that I had and it basically you know you
21:56
and it basically you know you went in and increased
21:58
went in and increased deficiency with the machines.
22:00
deficiency with the machines. Uh you started selling early um
22:01
Uh you started selling early um one thing we didn’t touch on um
22:03
one thing we didn’t touch on um that I’m assuming is did you
22:06
that I’m assuming is did you use any of the database or
22:08
use any of the database or anything inside service
22:09
anything inside service Autopilot far is um automations
22:11
Autopilot far is um automations or even a manual process to go
22:12
or even a manual process to go in and say hey, it looks like
22:13
in and say hey, it looks like you’ve got either regular lawn
22:15
you’ve got either regular lawn mowing or the automated uh lawn
22:17
mowing or the automated uh lawn mower but uh service, but you
22:20
mower but uh service, but you don’t have snow removal is
22:20
don’t have snow removal is there any segmentation of the
22:22
there any segmentation of the database to actually upsell
22:23
database to actually upsell that service to kinda create a
22:24
that service to kinda create a year-round client? Yeah. So.
22:27
year-round client? Yeah. So. Mentioned a little bit of
22:28
Mentioned a little bit of shameless self promotion for a
22:29
shameless self promotion for a simple growth I was the uh
22:32
simple growth I was the uh first automations client. I
22:33
first automations client. I believe that they got
22:34
believe that they got transferred over to service
22:35
transferred over to service auto when they first had their
22:36
auto when they first had their automation so that made it very
22:39
automation so that made it very simple to segment based on who
22:40
simple to segment based on who actually had the service who
22:42
actually had the service who potentially cancel the service
22:44
potentially cancel the service um who had gone a quote for
22:46
um who had gone a quote for that service before so we can
22:47
that service before so we can kinda start to have those
22:48
kinda start to have those different conversations, but
22:50
different conversations, but for sure we basically segmented
22:52
for sure we basically segmented into a couple of emails we
22:53
into a couple of emails we weren’t necessarily bombarding
22:55
weren’t necessarily bombarding them uh but we made it. Simple
22:58
them uh but we made it. Simple for them to respond to those
22:59
for them to respond to those emails and not necessarily sign
23:02
emails and not necessarily sign up but request a quote or book
23:03
up but request a quote or book a call to speak to us and uh I
23:06
a call to speak to us and uh I forgot the exact subject line
23:08
forgot the exact subject line of it, but um there there was
23:10
of it, but um there there was one that we we used to kind of
23:12
one that we we used to kind of an odd subject line for the
23:14
an odd subject line for the very last email that almost
23:15
very last email that almost made it seem as though like um
23:18
made it seem as though like um I should have pulled it up, but
23:19
I should have pulled it up, but it was essentially like there
23:20
it was essentially like there was a mistake or something and
23:22
was a mistake or something and the open rate on that last
23:23
the open rate on that last email was just absolutely
23:24
email was just absolutely insane but the mistake. Play on
23:26
insane but the mistake. Play on it was that they made a mistake
23:28
it was that they made a mistake for not hiring us, but the
23:30
for not hiring us, but the subject line almost grabbed
23:32
subject line almost grabbed everybody off to pull that up
23:33
everybody off to pull that up and put that in the notes, but
23:35
and put that in the notes, but uh we did use a segment of a of
23:37
uh we did use a segment of a of a couple of emails to at least
23:38
a couple of emails to at least nurture those people. but then
23:40
nurture those people. but then we’re also targeting those
23:42
we’re also targeting those neighborhoods with with
23:42
neighborhoods with with postcards and um another thing
23:45
postcards and um another thing that I wasn’t sure we’re gonna
23:46
that I wasn’t sure we’re gonna touch on that. I definitely
23:47
touch on that. I definitely wanna mention is um a
23:50
wanna mention is um a relatively low cost option for
23:51
relatively low cost option for the marketing was actually our
23:53
the marketing was actually our driveway markers as well. so
23:54
driveway markers as well. so every single one of our. Was
23:57
every single one of our. Was orange and every single one of
23:59
orange and every single one of our our driveway markers was
24:01
our our driveway markers was orange as well. so they’re
24:02
orange as well. so they’re about three inches wide by
24:05
about three inches wide by about six feet wide and when
24:06
about six feet wide and when they’re new to your market,
24:07
they’re new to your market, they look really obscure and
24:09
they look really obscure and kind of ugly, but eventually
24:10
kind of ugly, but eventually everybody kinda got over that
24:13
everybody kinda got over that uh since you put two on each
24:14
uh since you put two on each side or one on each side of the
24:16
side or one on each side of the driveway to mark your driveway
24:17
driveway to mark your driveway and yes, it helps you find the
24:20
and yes, it helps you find the driveway in the middle of the
24:21
driveway in the middle of the night. So you’re in GPS in
24:21
night. So you’re in GPS in every house when you can’t
24:23
every house when you can’t really see the house numbers,
24:24
really see the house numbers, six foot tall, you’re not. Bad
24:27
six foot tall, you’re not. Bad boys by the end of it by the
24:28
boys by the end of it by the end of the season, sometimes
24:29
end of the season, sometimes they they were hidden um but I
24:33
they they were hidden um but I was also really really key
24:35
was also really really key marketing thing right, so
24:37
marketing thing right, so they’ve got a couple of these
24:37
they’ve got a couple of these postcards. They’ve probably got
24:39
postcards. They’ve probably got some of these emails um and
24:41
some of these emails um and then they start driving home
24:42
then they start driving home down the street and they see
24:45
down the street and they see six driveways in a row with
24:45
six driveways in a row with these markers right and this is
24:47
these markers right and this is in like early October. so every
24:49
in like early October. so every day they’re driving past these
24:51
day they’re driving past these markers and it kinda starts to
24:52
markers and it kinda starts to regiment that almost every
24:54
regiment that almost every single person on my street has
24:55
single person on my street has these guys so they look at the
24:56
these guys so they look at the website. And then they may get
24:58
website. And then they may get hit with another email or
24:59
hit with another email or another postcard, and it just
25:01
another postcard, and it just starts to kinda drive
25:02
starts to kinda drive everything home as like a full
25:04
everything home as like a full body approach. Weird Cody are
25:07
body approach. Weird Cody are you seeing any similarities
25:09
you seeing any similarities well before Jonathan Potions a
25:11
well before Jonathan Potions a five of dominate your market?
25:14
five of dominate your market? Uh Dylan has single-handedly I
25:15
Uh Dylan has single-handedly I think taking at least six of
25:17
think taking at least six of the seven things that Jonathan
25:18
the seven things that Jonathan broke down in about 45 45
25:20
broke down in about 45 45 minutes to literally dominate
25:22
minutes to literally dominate your market um so he literally
25:23
your market um so he literally went out through the Facebook
25:24
went out through the Facebook ads and Google and casted. He
25:27
ads and Google and casted. He went to offline marketing to
25:30
went to offline marketing to build density through door
25:33
build density through door hangers um branding through the
25:35
hangers um branding through the tractors that we’re all orange
25:36
tractors that we’re all orange and the plow state. so when
25:37
and the plow state. so when Jonathan tells about his
25:39
Jonathan tells about his business city turf lawn care
25:41
business city turf lawn care company, one of the things that
25:42
company, one of the things that he scaled the 10000000 beyond
25:44
he scaled the 10000000 beyond uh an annual revenue
25:46
uh an annual revenue residential only was that the
25:47
residential only was that the city turf yellow trucks would
25:49
city turf yellow trucks would literally just be dominating
25:50
literally just be dominating this they would consistently
25:51
this they would consistently see them in the neighborhoods
25:52
see them in the neighborhoods and that’s all I saw very
25:53
and that’s all I saw very simple. If you’ve got a
25:55
simple. If you’ve got a thousand driveways and you.
25:56
thousand driveways and you. Track is that I’m seeing they
25:57
Track is that I’m seeing they just um Max Lawn care orange in
26:00
just um Max Lawn care orange in their sleep. These things are
26:01
their sleep. These things are just pumping through
26:02
just pumping through reinforcement, then you’re
26:03
reinforcement, then you’re hitting them with emails and
26:03
hitting them with emails and postcards and everything in
26:05
postcards and everything in between. So it’s really
26:05
between. So it’s really interesting that if you’re
26:07
interesting that if you’re gonna compare the two
26:08
gonna compare the two businesses, I think there’s
26:09
businesses, I think there’s some key factors if you’re
26:09
some key factors if you’re watching this just starting out
26:10
watching this just starting out in snow removal or really
26:12
in snow removal or really looking to go out and grow that
26:13
looking to go out and grow that business is it isn’t just one
26:17
business is it isn’t just one secret uh silver bullet. It’s a
26:19
secret uh silver bullet. It’s a combination of things that
26:21
combination of things that Dylan is so kindly breaking
26:22
Dylan is so kindly breaking down to us but that off the
26:23
down to us but that off the line to the offline marketing.
26:25
line to the offline marketing. And then building route
26:26
And then building route identity if you’re being
26:28
identity if you’re being awareness and going in and
26:29
awareness and going in and doing that and then taking the
26:31
doing that and then taking the pain of actually signing up and
26:32
pain of actually signing up and the process and expediting that
26:34
the process and expediting that um and those factors at least
26:36
um and those factors at least from looking at the outside is
26:37
from looking at the outside is what II really think amongst
26:39
what II really think amongst other things. Dylan has been
26:40
other things. Dylan has been the key to your success as a
26:42
the key to your success as a lot of other people using uh
26:43
lot of other people using uh essay and kind of following
26:45
essay and kind of following Jonathan’s um footsteps that I
26:46
Jonathan’s um footsteps that I know obviously uh this is well
26:49
know obviously uh this is well before SA five. I got you know,
26:49
before SA five. I got you know, I gotta give you a credit man
26:51
I gotta give you a credit man to go out and do your homework
26:52
to go out and do your homework and figure out the systems and
26:53
and figure out the systems and processes whether it’s through
26:54
processes whether it’s through reading. You know just coming
26:56
reading. You know just coming up on your own uh but really
26:57
up on your own uh but really really impressive there. How
26:59
really impressive there. How you how you did that um and I
27:00
you how you did that um and I guess it’s kinda wrap this up.
27:02
guess it’s kinda wrap this up. Cody if you have any questions
27:03
Cody if you have any questions but uh I guess Dylan would be
27:05
but uh I guess Dylan would be is my question would be um what
27:08
is my question would be um what would be what you know now if
27:12
would be what you know now if you knew it earlier when you
27:13
you knew it earlier when you first started snow removal,
27:13
first started snow removal, what would be the one or two
27:15
what would be the one or two takeaways um in in hindsight,
27:17
takeaways um in in hindsight, like if you knew this when you
27:19
like if you knew this when you first started how would you
27:20
first started how would you have changed or what we’ve done
27:22
have changed or what we’ve done to pivot? uh that’s. Question
27:26
to pivot? uh that’s. Question so the the first thing that
27:28
so the the first thing that comes to mind is just being
27:30
comes to mind is just being more selective uh when you’re
27:32
more selective uh when you’re first starting to grow and
27:33
first starting to grow and you’re you’re actually getting
27:35
you’re you’re actually getting some traction. It’s it’s
27:36
some traction. It’s it’s definitely hard to say no to
27:38
definitely hard to say no to those things so if I was to
27:40
those things so if I was to relaunch my business, I
27:42
relaunch my business, I definitely wouldn’t do like
27:44
definitely wouldn’t do like residential plowing and all
27:45
residential plowing and all these other things and and even
27:47
these other things and and even commercial plowing even though
27:48
commercial plowing even though it definitely brings in some
27:50
it definitely brings in some nice sales the level of uh
27:53
nice sales the level of uh servers that. They compared to
27:55
servers that. They compared to this driveways is is a
27:57
this driveways is is a basically a completely
27:58
basically a completely different business model um so
28:01
different business model um so that I would say it would
28:02
that I would say it would probably be the main thing and
28:04
probably be the main thing and just really focusing in on this
28:07
just really focusing in on this one service um that was really
28:09
one service um that was really the key like it was more than
28:11
the key like it was more than the 8020 principle. It was like
28:13
the 8020 principle. It was like the 90.5 principles if we just
28:15
the 90.5 principles if we just focus on this from day one um
28:18
focus on this from day one um we’ve got a lot further and had
28:20
we’ve got a lot further and had way less headaches it. the only
28:23
way less headaches it. the only thing I wanna touch on is kinda
28:24
thing I wanna touch on is kinda honing in on that. More we
28:27
honing in on that. More we would take rental properties,
28:29
would take rental properties, we would take other little odd
28:31
we would take other little odd properties like that, and that
28:33
properties like that, and that actually ended up kind of
28:34
actually ended up kind of hurting us in a sense where
28:37
hurting us in a sense where like you, said the influx of
28:40
like you, said the influx of responses on a big storm could
28:41
responses on a big storm could be massive. Well, It’s even
28:43
be massive. Well, It’s even more massive when you’re
28:44
more massive when you’re dealing with rental properties
28:45
dealing with rental properties that have like six tenants that
28:46
that have like six tenants that could be kind of trying to
28:49
could be kind of trying to contact you right. So not all
28:50
contact you right. So not all of those driveways were rental
28:52
of those driveways were rental properties, but even if two 300
28:53
properties, but even if two 300 of them that could be 1800
28:55
of them that could be 1800 people. That are potentially
28:57
people. That are potentially wondering where these guys are,
29:00
wondering where these guys are, and they don’t know the ins and
29:01
and they don’t know the ins and outs of the landlord sign
29:04
outs of the landlord sign either. um so it definitely
29:05
either. um so it definitely causes some issues there. we
29:07
causes some issues there. we would have just stuck to cookie
29:10
would have just stuck to cookie cutter Nice neighborhoods with
29:13
cutter Nice neighborhoods with accessible driveways and the
29:14
accessible driveways and the tractors snow blowing and I
29:17
tractors snow blowing and I think um we would have a lot
29:17
think um we would have a lot more of an efficient of the
29:20
more of an efficient of the business and that’s interesting
29:21
business and that’s interesting that you mentioned. That’s a
29:22
that you mentioned. That’s a standardize the actual type of
29:24
standardize the actual type of property your servicing, so
29:25
property your servicing, so we’re talking about snow
29:26
we’re talking about snow removal right now. Uh there was
29:27
removal right now. Uh there was a. Callahan’s, as well, so we
29:31
a. Callahan’s, as well, so we had unbelievable route density.
29:32
had unbelievable route density. It’s an older neighborhood and
29:34
It’s an older neighborhood and we had originally started.
29:35
we had originally started. We’re literally it had to be a
29:36
We’re literally it had to be a square driveway and the idea
29:37
square driveway and the idea was twelve to 1300 square feet,
29:39
was twelve to 1300 square feet, but we had such great density
29:41
but we had such great density with the lawn care in this
29:42
with the lawn care in this area, and we’re really older
29:43
area, and we’re really older homes that we thought this
29:44
homes that we thought this would just make sense. It’s
29:45
would just make sense. It’s gonna be low hanging fruit but
29:47
gonna be low hanging fruit but what we found is when we got
29:48
what we found is when we got out of our perfect product fit
29:50
out of our perfect product fit just like you’re mentioning
29:52
just like you’re mentioning Dylan. Some of these driveway
29:53
Dylan. Some of these driveway swooped around the side of the
29:54
swooped around the side of the house. they’re up against the
29:55
house. they’re up against the house. they had the drive the
29:56
house. they had the drive the the house and then the
29:57
the house and then the driveway. Garage was off like
29:59
driveway. Garage was off like Kiddie corner on a forty-five,
30:01
Kiddie corner on a forty-five, so we didn’t ever really have
30:03
so we didn’t ever really have issues of plows rubbing up
30:04
issues of plows rubbing up against the sides of houses
30:05
against the sides of houses hitting garage doors things
30:06
hitting garage doors things like that and when we got away
30:08
like that and when we got away from the standardization of
30:09
from the standardization of what we are good at what the
30:11
what we are good at what the equipment was set up for uh we
30:12
equipment was set up for uh we have the same issues. I mean we
30:14
have the same issues. I mean we had one truck that was buried
30:15
had one truck that was buried behind the house literally for
30:16
behind the house literally for like seven or 8 hours and the
30:17
like seven or 8 hours and the storm of like over a foot of
30:19
storm of like over a foot of snow, but it was because we got
30:20
snow, but it was because we got out of what we are good at. we
30:21
out of what we are good at. we kind of got greedy and thinking
30:23
kind of got greedy and thinking like well if we we stretch this
30:25
like well if we we stretch this out a little bit, we can get
30:26
out a little bit, we can get more work so. That’s a big take
30:29
more work so. That’s a big take away, not only for snow removal
30:30
away, not only for snow removal for lawn care and cleaning as
30:32
for lawn care and cleaning as well uh but particularly for
30:34
well uh but particularly for snow. If you’re equipment is
30:35
snow. If you’re equipment is not set up for you haven’t
30:36
not set up for you haven’t standardized it. um that’s a
30:38
standardized it. um that’s a big issue and and I guess we
30:40
big issue and and I guess we didn’t really talk about this
30:41
didn’t really talk about this beforehand but um based on the
30:44
beforehand but um based on the standardization of your
30:45
standardization of your equipment and standardization,
30:47
equipment and standardization, particularly if you’re to do it
30:48
particularly if you’re to do it again of the actual driveways
30:51
again of the actual driveways um did that lead to any uh I
30:55
um did that lead to any uh I guess benefits in your training
30:56
guess benefits in your training as far as being able to. The
30:58
as far as being able to. The training as well and and what
30:59
training as well and and what did that look like because you
31:01
did that look like because you know it’s snow removal with
31:03
know it’s snow removal with plowing occasionally, you’ll
31:04
plowing occasionally, you’ll see some guys or girls get um
31:05
see some guys or girls get um like real, dry soil or maybe
31:07
like real, dry soil or maybe some loose gravel and at least
31:09
some loose gravel and at least be able to manipulate what that
31:10
be able to manipulate what that looks like because you can’t
31:12
looks like because you can’t train until it snows and when
31:13
train until it snows and when it snows, you gotta be out
31:14
it snows, you gotta be out there. so was there the ability
31:17
there. so was there the ability to at least train folks on
31:19
to at least train folks on those tractors before you had a
31:21
those tractors before you had a snowfall and in in since you’ve
31:23
snowfall and in in since you’ve trained folks on the tractor
31:24
trained folks on the tractor versus the plow, what’s the
31:25
versus the plow, what’s the difference? I obviously don’t
31:27
difference? I obviously don’t know, but I mean I’m assuming
31:28
know, but I mean I’m assuming there’s gonna be a bit of a
31:29
there’s gonna be a bit of a different learning curve or is
31:30
different learning curve or is it the same. No definitely
31:33
it the same. No definitely different learning curve. uh
31:35
different learning curve. uh the other thing I didn’t
31:35
the other thing I didn’t mention was every single. one
31:37
mention was every single. one of our tractors is hydrostatic,
31:39
of our tractors is hydrostatic, so there was no gears to shift
31:42
so there was no gears to shift um anything like that you’d see
31:43
um anything like that you’d see on larger tractors basically if
31:46
on larger tractors basically if you could drive like a go cart,
31:47
you could drive like a go cart, you could probably drive one of
31:49
you could probably drive one of these tractors in a couple of
31:51
these tractors in a couple of minutes. now, you’re not gonna
31:52
minutes. now, you’re not gonna be perfect doing twenty 3040
31:55
be perfect doing twenty 3040 driveways an hour uh but you’re
31:57
driveways an hour uh but you’re gonna be able to go out there
31:59
gonna be able to go out there and actually do it so that
32:01
and actually do it so that definitely shortened our
32:02
definitely shortened our learning curve in our training
32:04
learning curve in our training um down quite substantially uh
32:07
um down quite substantially uh definitely. To plow truck,
32:09
definitely. To plow truck, where you definitely need to be
32:11
where you definitely need to be more careful and there’s so
32:11
more careful and there’s so many more factors than simply
32:13
many more factors than simply just back in drop it turn on
32:15
just back in drop it turn on the PTO and drive out um so we
32:19
the PTO and drive out um so we were able to basically train
32:20
were able to basically train someone up to be functional in
32:22
someone up to be functional in the driveway, not super
32:23
the driveway, not super efficient, I’d say within like
32:24
efficient, I’d say within like twenty to 30 minutes um but for
32:27
twenty to 30 minutes um but for them to become an expert.
32:29
them to become an expert. Obviously there was a couple of
32:30
Obviously there was a couple of week learning curve, so we
32:31
week learning curve, so we would always try to uh get
32:33
would always try to uh get those people out quite early uh
32:35
those people out quite early uh during the storms, but
32:37
during the storms, but honestly, I’m. Experience this
32:39
honestly, I’m. Experience this too, no matter what amount of
32:41
too, no matter what amount of training it seems like we did
32:42
training it seems like we did before the season began the uh
32:46
before the season began the uh the first storm is always
32:48
the first storm is always interesting to say the least
32:49
interesting to say the least and I kinda got firsthand
32:50
and I kinda got firsthand action with that again actually
32:52
action with that again actually helping the company that had
32:54
helping the company that had bought me out um last year
32:56
bought me out um last year during the first storm of the
32:58
during the first storm of the season, so it was a pretty
33:00
season, so it was a pretty interesting perspective Just
33:02
interesting perspective Just talking about this. I got the
33:02
talking about this. I got the snow anxiety uh kicking in
33:04
snow anxiety uh kicking in already so I uh if you’ve never
33:06
already so I uh if you’ve never plowed snow or run a business.
33:08
plowed snow or run a business. um you know you don’t know. No
33:10
um you know you don’t know. No anxiety is, but anybody’s
33:11
anxiety is, but anybody’s watching this knows if you I
33:13
watching this knows if you I don’t care how big the business
33:14
don’t care how big the business is how removed you are. If
33:16
is how removed you are. If you’ve sold your business, I
33:17
you’ve sold your business, I will tell you uh even after
33:19
will tell you uh even after going on 2 years now with
33:20
going on 2 years now with Callahan’s uh being acquired, I
33:22
Callahan’s uh being acquired, I still wake up in the middle of
33:23
still wake up in the middle of night when I see snow when I
33:24
night when I see snow when I get uh I get the snow anxiety.
33:26
get uh I get the snow anxiety. I’m like a little kid licking
33:27
I’m like a little kid licking the window like oh it’s
33:28
the window like oh it’s snowing. uh what’s going on out
33:30
snowing. uh what’s going on out there. So it’s interesting that
33:31
there. So it’s interesting that uh you know there’s such
33:33
uh you know there’s such commonalities, no matter where
33:34
commonalities, no matter where in the market um but as we’re
33:35
in the market um but as we’re we’re talking about that
33:36
we’re talking about that equipment in that tree, I also
33:38
equipment in that tree, I also I guess uh naively wanna know
33:39
I guess uh naively wanna know cuz. People are intrigued by
33:41
cuz. People are intrigued by the equipment set up uh what’s
33:43
the equipment set up uh what’s it look like far as visibility,
33:44
it look like far as visibility, so not be a tall guy myself.
33:45
so not be a tall guy myself. Sometimes I’d have to get the
33:47
Sometimes I’d have to get the old uh phone book out of the
33:49
old uh phone book out of the old uh you know out of the
33:49
old uh you know out of the house to be able to put it on
33:51
house to be able to put it on you so I could see over the
33:52
you so I could see over the back of the truck and from the
33:53
back of the truck and from the back it up. So what’s that look
33:55
back it up. So what’s that look like are those seats adjustable
33:56
like are those seats adjustable is it? I’m assuming it’s almost
33:57
is it? I’m assuming it’s almost a glass cab three-sixty. So are
33:59
a glass cab three-sixty. So are you are you having a better
34:01
you are you having a better visibility? Is it just is it
34:02
visibility? Is it just is it safe or is it easier to
34:04
safe or is it easier to manipulate uh around those
34:05
manipulate uh around those driveways? Yeah. It’s great
34:06
driveways? Yeah. It’s great visibility compared to a truck
34:08
visibility compared to a truck for sure and. Thing that people
34:10
for sure and. Thing that people don’t realize about the
34:11
don’t realize about the tractors is most time you think
34:12
tractors is most time you think of a tracker. you think it has
34:13
of a tracker. you think it has like the attachment in the
34:17
like the attachment in the front and like maybe something
34:18
front and like maybe something in the back well. All we have
34:20
in the back well. All we have in the front was basically I
34:21
in the front was basically I think it’s about eight suitcase
34:23
think it’s about eight suitcase weights and the right down near
34:25
weights and the right down near the tires so you had literally
34:27
the tires so you had literally full visibility out in front of
34:29
full visibility out in front of you. There is no bucket
34:30
you. There is no bucket anything like that. so the
34:32
anything like that. so the maneuver ability and the
34:33
maneuver ability and the visibility was completely night
34:36
visibility was completely night and day compared to uh compared
34:37
and day compared to uh compared to a truck for. The other thing
34:40
to a truck for. The other thing too, is you back in with these
34:41
too, is you back in with these blowers cuz they’re inverted so
34:44
blowers cuz they’re inverted so you’re back into the garage and
34:44
you’re back into the garage and then you drive forward. uh so
34:48
then you drive forward. uh so you’re never backing out onto a
34:49
you’re never backing out onto a road like you would with the
34:51
road like you would with the plow truck, which is very
34:52
plow truck, which is very common. You’re always driving
34:53
common. You’re always driving forward out onto the road,
34:56
forward out onto the road, which definitely helps quite a
34:56
which definitely helps quite a bit. Um you know, inevitably,
34:59
bit. Um you know, inevitably, you’re gonna be doing some
35:00
you’re gonna be doing some plowing during the day um on a
35:03
plowing during the day um on a busy road and backing up, you
35:04
busy road and backing up, you know you could be stuck in a
35:05
know you could be stuck in a driveway for easily 20 minutes,
35:07
driveway for easily 20 minutes, but if you can pull out quickly
35:09
but if you can pull out quickly uh you’re able to actually
35:09
uh you’re able to actually kinda. Do it and then maybe
35:11
kinda. Do it and then maybe back in if you need to do
35:13
back in if you need to do another pass. So there’s
35:14
another pass. So there’s there’s so many benefits uh if
35:15
there’s so many benefits uh if anybody is looking to to
35:17
anybody is looking to to actually implement this um I
35:19
actually implement this um I definitely definitely recommend
35:22
definitely definitely recommend it. awesome. Cody any closing
35:24
it. awesome. Cody any closing thoughts your questions for
35:25
thoughts your questions for Dylan. Um I know it’s a little
35:26
Dylan. Um I know it’s a little bit outside of your with snow
35:27
bit outside of your with snow and probably the most snow and
35:29
and probably the most snow and ice you’ve seen is probably in
35:30
ice you’ve seen is probably in the snow cone, but uh I it
35:34
the snow cone, but uh I it we’ve definitely seen enough of
35:34
we’ve definitely seen enough of uh you know the uh service auto
35:37
uh you know the uh service auto pilot ecosystem in this
35:38
pilot ecosystem in this industry and it continues to
35:41
industry and it continues to grow. um I remember my talk in
35:42
grow. um I remember my talk in front of four 500 people at a
35:44
front of four 500 people at a SCA um last year in Pitts. In
35:46
SCA um last year in Pitts. In the top 100 there for the snow
35:48
the top 100 there for the snow contractors um that industry
35:51
contractors um that industry and the technology and
35:51
and the technology and everything that’s going on
35:52
everything that’s going on continues to evolve um and I
35:54
continues to evolve um and I know a lot of people that work
35:56
know a lot of people that work with simple growth as a
35:58
with simple growth as a certified adviser, um recently
35:59
certified adviser, um recently like right now, the big push is
36:01
like right now, the big push is that I need to get these
36:02
that I need to get these estimates set up or the
36:03
estimates set up or the contract set up for snow. So is
36:05
contract set up for snow. So is there anything that you’re
36:06
there anything that you’re seeing in the essay side of
36:07
seeing in the essay side of things that uh would be
36:09
things that uh would be applicable to deal or just
36:10
applicable to deal or just thoughts or comments before we
36:11
thoughts or comments before we wrap it up here a bit. Yeah.
36:13
wrap it up here a bit. Yeah. Actually, I had one more
36:14
Actually, I had one more question for Dylan. As someone
36:18
question for Dylan. As someone who clearly had like really
36:19
who clearly had like really wrap their brain around
36:22
wrap their brain around marketing for service
36:24
marketing for service businesses, what do you
36:25
businesses, what do you recommend other business
36:27
recommend other business owners? read or watch like Is
36:29
owners? read or watch like Is There’s something that really
36:31
There’s something that really sticks out as like a turning
36:31
sticks out as like a turning point for how you thought about
36:35
point for how you thought about marketing? Uh that is a great
36:36
marketing? Uh that is a great question. So honestly not so
36:39
question. So honestly not so much um like books per se with
36:42
much um like books per se with regards to my specific snow
36:44
regards to my specific snow removal or or marketing
36:45
removal or or marketing strategy for that. but the one.
36:48
strategy for that. but the one. They kinda comes to mind is
36:49
They kinda comes to mind is like there’s people doing this,
36:52
like there’s people doing this, whether it’s snow removal or
36:53
whether it’s snow removal or something else. There’s someone
36:54
something else. There’s someone that’s doing it. That’s doing a
36:55
that’s doing it. That’s doing a really good job at it so you
36:57
really good job at it so you don’t need to completely
36:59
don’t need to completely reinvent the wheel um and you
37:01
reinvent the wheel um and you know being a first mover in the
37:03
know being a first mover in the market is great, but sometimes
37:05
market is great, but sometimes being a second or a tenth
37:07
being a second or a tenth mover, it’s actually even
37:09
mover, it’s actually even better. you can take like the
37:10
better. you can take like the best parts of each one of these
37:12
best parts of each one of these businesses and implement them
37:13
businesses and implement them right from the get go rather
37:15
right from the get go rather than making all of these
37:16
than making all of these mistakes so whether it comes.
37:18
mistakes so whether it comes. Or the actual business process,
37:20
Or the actual business process, um there’s people out there
37:21
um there’s people out there like Ottawa and Montreal
37:24
like Ottawa and Montreal specifically and lots of places
37:25
specifically and lots of places all throughout Ontario uh doing
37:27
all throughout Ontario uh doing this and doing this amazingly
37:29
this and doing this amazingly well so you can definitely
37:30
well so you can definitely replicate those models and
37:32
replicate those models and marketing models to have
37:33
marketing models to have success right out of the gate.
37:37
success right out of the gate. Awesome feedback cuz I know a
37:38
Awesome feedback cuz I know a lot of people in the states
37:39
lot of people in the states right now are looking at this
37:40
right now are looking at this and trying to figure it out. Uh
37:41
and trying to figure it out. Uh there’s one guy locally that I
37:42
there’s one guy locally that I think he’s got one tractor.
37:44
think he’s got one tractor. He’s kinda got dialed in, but I
37:45
He’s kinda got dialed in, but I don’t think the ability to.
37:47
don’t think the ability to. That has really been done at
37:48
That has really been done at least in um in my market and
37:51
least in um in my market and we’re right now. we’re the
37:52
we’re right now. we’re the third uh Rochester New York
37:53
third uh Rochester New York actually is the third largest
37:55
actually is the third largest snowfall market in the whole
37:56
snowfall market in the whole United States. so if it hasn’t
37:57
United States. so if it hasn’t really been adopted here, I
37:59
really been adopted here, I think that, at least in the
38:00
think that, at least in the states, this is uh kind of the
38:02
states, this is uh kind of the next shift of snow removal. One
38:04
next shift of snow removal. One thing you didn’t hit on Dylan.
38:04
thing you didn’t hit on Dylan. I always felt that it was an
38:06
I always felt that it was an issue at least in our market is
38:08
issue at least in our market is was the turf damaged
38:09
was the turf damaged significantly last with these
38:11
significantly last with these snowblowers, I know sometimes
38:12
snowblowers, I know sometimes in a rough winter, we would be
38:14
in a rough winter, we would be literally spending thousands
38:14
literally spending thousands and thousands of dollars just.
38:17
and thousands of dollars just. Materials not even including
38:18
Materials not even including the labor to fix these lawns We
38:20
the labor to fix these lawns We destroyed. yeah, that was
38:22
destroyed. yeah, that was definitely something we had
38:23
definitely something we had plastered all over our
38:24
plastered all over our marketing materials as well, um
38:26
marketing materials as well, um just to kinda put some scarcity
38:28
just to kinda put some scarcity into to people’s minds. Maybe
38:30
into to people’s minds. Maybe not scarcity is the correct
38:32
not scarcity is the correct word but people even though it
38:34
word but people even though it might not be 100% true they
38:36
might not be 100% true they associate plows with
38:38
associate plows with potentially after you implement
38:40
potentially after you implement these tractors with special
38:42
these tractors with special cutting edges people associate
38:44
cutting edges people associate this plows with damaging
38:46
this plows with damaging driveways whether it’s asphalt
38:48
driveways whether it’s asphalt or interlock uh versus this.
38:51
or interlock uh versus this. That I’ve kind of um special UH
38:54
That I’ve kind of um special UH MW kinda hard and plastic
38:56
MW kinda hard and plastic blades that won’t scratch the
38:58
blades that won’t scratch the interlock so as soon as you
38:59
interlock so as soon as you kinda start cementing that in
39:00
kinda start cementing that in people’s minds that hey, we’re
39:01
people’s minds that hey, we’re not gonna damage the driveway
39:04
not gonna damage the driveway and there’s no need to drive on
39:04
and there’s no need to drive on your lawn like a plow where you
39:07
your lawn like a plow where you actually do need to push the
39:08
actually do need to push the snow considerably far back. um
39:11
snow considerably far back. um they instantly start thinking
39:12
they instantly start thinking about this is the only
39:13
about this is the only reasonable option to do it as
39:15
reasonable option to do it as long as the prices is valid and
39:16
long as the prices is valid and then when they see the price
39:18
then when they see the price and the amount of service that
39:19
and the amount of service that they can get because you. More
39:22
they can get because you. More efficient it almost sells
39:24
efficient it almost sells itself, so that’s awesome.
39:26
itself, so that’s awesome. Dylan appreciate you drop us
39:28
Dylan appreciate you drop us some knowledge on us here um
39:31
some knowledge on us here um obviously uh Cody thanks for
39:32
obviously uh Cody thanks for joining us as well today uh as
39:34
joining us as well today uh as a weekly here coming up. uh
39:35
a weekly here coming up. uh we’ve got a special guest uh
39:37
we’ve got a special guest uh hopefully gonna be announcing
39:39
hopefully gonna be announcing later uh next week um headliner
39:40
later uh next week um headliner and then the following week we
39:42
and then the following week we will be diving into accounting
39:44
will be diving into accounting and financial numbers as well.
39:46
and financial numbers as well. so kinda rounding it out if you
39:48
so kinda rounding it out if you have any suggestions if you’re
39:49
have any suggestions if you’re watching the ESA weekly talk
39:50
watching the ESA weekly talk show on Facebook, live or the
39:52
show on Facebook, live or the podcast uh feel free to drop us
39:53
podcast uh feel free to drop us a note of any suggestions um
39:55
a note of any suggestions um that you’re. As well, uh don’t
39:58
that you’re. As well, uh don’t forget if you are part of the
40:00
forget if you are part of the ecosystem, we’ve got uh SA the
40:03
ecosystem, we’ve got uh SA the basically on-demand digital
40:06
basically on-demand digital conference. basically that is
40:07
conference. basically that is gonna be going live. I believe
40:08
gonna be going live. I believe in November uh is the tenth and
40:10
in November uh is the tenth and eleventh Cody. I believe you
40:12
eleventh Cody. I believe you are correct. I don’t have the
40:13
are correct. I don’t have the date. I believe it is, but
40:14
date. I believe it is, but right at the beginning of
40:15
right at the beginning of November as always uh obviously
40:17
November as always uh obviously this would have been as a seven
40:18
this would have been as a seven but uh some individuals like
40:20
but uh some individuals like myself are are are some
40:21
myself are are are some long-time goers having this
40:22
long-time goers having this one. so I think I say probably
40:24
one. so I think I say probably made a decision that uh this
40:24
made a decision that uh this would be essay so hopefully a
40:27
would be essay so hopefully a covert is dying down and we’re
40:28
covert is dying down and we’re back in shape next year, We can
40:30
back in shape next year, We can have a seven proper and uh we
40:31
have a seven proper and uh we can get the pin that we. Seven
40:34
can get the pin that we. Seven so we are officially saying
40:36
so we are officially saying that I say seven is delayed to
40:39
that I say seven is delayed to next year and this is kind of a
40:41
next year and this is kind of a whole separate event, but
40:43
whole separate event, but honestly, it’s gonna be just as
40:45
honestly, it’s gonna be just as good as a normal conference,
40:47
good as a normal conference, except if you don’t have to buy
40:48
except if you don’t have to buy a plane ticket, you don’t need
40:49
a plane ticket, you don’t need a hotel room. you can I mean if
40:51
a hotel room. you can I mean if you wanna travel somewhere you
40:53
you wanna travel somewhere you can cuz uh it will all be
40:55
can cuz uh it will all be online. You can watch it from
40:56
online. You can watch it from uh Acapulco if you want so I
40:58
uh Acapulco if you want so I love it, but absolutely
40:59
love it, but absolutely excited. Marcus she is gonna be
41:00
excited. Marcus she is gonna be the keynote speaker. Martha
41:01
the keynote speaker. Martha Woodward, one of the certified
41:03
Woodward, one of the certified advisers uh gonna be doing one
41:04
advisers uh gonna be doing one of the head. Myself as well, uh
41:06
of the head. Myself as well, uh represents simple growth. I’m
41:08
represents simple growth. I’m gonna have a whole bunch of the
41:10
gonna have a whole bunch of the service. Autopilot team is
41:12
service. Autopilot team is gonna be out talking as well,
41:14
gonna be out talking as well, amongst other probably late
41:15
amongst other probably late arrivals that are are soon to
41:17
arrivals that are are soon to be announced. so if you haven’t
41:18
be announced. so if you haven’t checked out the early bird
41:19
checked out the early bird pricing is still uh in a fact
41:21
pricing is still uh in a fact that can be found on the
41:22
that can be found on the service Autopilot website as
41:23
service Autopilot website as well. so we will see you again
41:25
well. so we will see you again next week as a weekly talk show
41:26
next week as a weekly talk show 1 PM eastern 12 PM Central
41:29
1 PM eastern 12 PM Central Dylan Cody Thanks once again
41:30
Dylan Cody Thanks once again and we’ll see you guys next
41:32
and we’ll see you guys next week. See ya see ya.