- Yesenia
I’m going to show you just want to make sure that everybody can see it.
- Robert Cain
Yeah, that’s good.
- Yesenia
Okay, perfect.
- Yesenia
Okay.
- Yesenia
Alright.
- Yesenia
So we’re going to go ahead and get started first.
- Yesenia
I want to talk about the client accounts and the ways that you can enter a client or a lead into the system.
- Yesenia
There’s actually multiple ways and some may be easier depending on the way you operate your company.
- Yesenia
So the easiest way to add a client into the system is going to be using this plus sign here and just going adding a client.
- Yesenia
This is just going to Auto populate pop-up.
- Yesenia
That’s just going to ask for all of the basic information.
- Yesenia
Jenn you’re going to have some items that are required on here to be filled out.
- Yesenia
You can also go in the system and change the your custom field.
- Yesenia
So if there are some things in your client account that you require to have you can always add those on there so it’s not limited to just what you see here.
- Yesenia
So the first thing you have is your personal information the client named all of their contact information address.
- Yesenia
And all of that, so the only thing on here is whenever you do type in a client’s name, and I’m just going to put my name here.
- Yesenia
It does auto-populate property name and name on invoice.
- Yesenia
This is important because if the client does not let’s just say it’s an HOA or if it’s a somebody else that’s paying for the service you want to make sure that you do update the billing address because it is just going to transfer everything over including the address.
- Yesenia
So that is different that does need to be updated in this section here.
- Yesenia
Otherwise, it is just going to be billed to that billing address.
- Yesenia
The good thing about putting in the address.
- Yesenia
Is that once you put in a zip code in the account.
- Yesenia
I’m just going to put my ZIP code here.
- Yesenia
It does auto-populate city and state for you.
- Yesenia
So you don’t have to worry about searching for the city and state.
- Yesenia
Sometimes it does come up with a pop up if it does find multiple cities and most of the time that I’ve seen it it’s just spelled differently or it’s abbreviated.
- Yesenia
For example, this would have pulled up.
- Yesenia
Hx instead of the whole Phoenix, that’s the only time I’ve seen it populate but at when it does populate a new pop-up window with the city, you just select the proper one.
- Yesenia
So this is also the contact information here that you would put any additional phone numbers that the client has and then the next tab over is going to be our details screen.
- Yesenia
If you do track your employees activity, you can add your employees information and they’ll just select their name here when they’re entering these clients.
- Yesenia
This will allow you to see how many clients each employee has completed.
- Yesenia
Hurted or has entered into the system.
- Yesenia
You also have the account type option whether it’s a commercial or residential.
- Yesenia
And then here to the right you’ll have your latitude and longitude the latitude and longitude will auto-populate ones.
- Yesenia
I do put in the address information so you don’t have to worry about entering latitude and longitude.
- Yesenia
However, if the system does not recognize the address what’s going to happen is that this is going to stay at zero latitude and longitude and when you pull up your dispatch board or your map that I Pain is either going to show up in the middle of nowhere or it’s just going to show up in a random place.
- Yesenia
And when you pull up the dispatch board, it’s going to give you a kind of a little pop-up that says this address we could not locate at that point.
- Yesenia
You do have to put latitude and longitude in manually and to do that.
- Yesenia
All you do is do a Google Search and and I’ll do one here real quick on.
- Yesenia
The address.
- Yesenia
So here for example, you’ll just do a little right click.
- Yesenia
And then just do what’s here, which will populate the latitude and longitude down here which you would copy over to the details tab so that whenever you do pull up the dispatch board, you’re able to see it on the map and it doesn’t give you that error message.
- Yesenia
If it’s not corrected, then route it can affect your routing.
- Yesenia
You can send your crew out to you think the route looks looks efficient, but really you can send them out to a different location.
- Yesenia
So it is very important that whenever that does populate on your dispatch.
- Yesenia
Or that it gets corrected.
- Yesenia
Going to the next tab.
- Yesenia
We have the sales side of the adding the client.
- Yesenia
So here you will add the sales person.
- Yesenia
If you do have somebody out doing sales for you.
- Yesenia
You want to make sure to put them in here as the salesperson this for example does not have to be that that salesperson is going to be on this account forever.
- Yesenia
It’s just letting you know that when this account was created we assign this person as the salesperson does In the future could change absolutely and you can always update this account.
- Yesenia
You can also use estimates if you do use estimates right now to update salesperson as it goes so salesperson here, you don’t have to use but when you’re doing your estimates, you do want to make sure that you have the sales person selected to give credit to the proper sales sales person Source definitely want to make sure how you how you’re getting your clients.
- Yesenia
So you want to make sure you select the proper.
- Yesenia
Source here you can always update these if there are additional sources that you’re using you can always update them in your settings.
- Yesenia
And then if course if you have clients that are being referred by other clients, you can always add them here.
- Yesenia
You can just start typing their name and everything related to that client that or the information you you typed in will pull up and you just have to select it on here if you do refer to by the cool thing.
- Yesenia
That you can do a report where you can see how many referrals you’re getting per client.
- Yesenia
And then if you have a referral program you can use that report for that.
- Yesenia
The Do Not Market section of the add client that is going to block any emails that you sent through service autopilot in bulk Mark and through more the marketing section.
- Yesenia
This does not mean that if I go to this client account and I go to send email at that is still going to send but if you are marketing out to the a group of clients, then once it gets to this client, it’s not going to send that email out.
- Yesenia
However it Still going to record it in their profile so you can see that they attempted to send this but because of that do not mark it it’s going to have that little X as the status.
- Yesenia
Then you go into your billing information and this is going to be the part where if you want to send invoices where to send them to if it is going to be different than this email in the personal information section.
- Yesenia
If it does change you do need to send it or excuse me, you need to update it in the billing email section.
- Yesenia
You can also just print the email or you can do both if you do the print option.
- Yesenia
It’s just going to once you’re in the accounting invoicing It’s just going to give you a lot of pop up to make sure you get that printed because the email is not available.
- Yesenia
Here you’re going to select how they pay you American Express whatever you use now, you can have it default to a certain payment.
- Yesenia
But really if you just leave it at check you can always add a credit card on the account.
- Yesenia
This doesn’t mean that it’s just going to allow visas only it’s just still it’s just letting it out know that this is the way that we defaulted.
- Yesenia
You can also flag invoices for a review.
- Yesenia
So if you do select Option when you go into your accounting and you’re about to process payments it’s going to show up as a red section.
- Yesenia
Just kind of giving you a heads-up that you do need to review that invoice before it is sent to the client.
- Yesenia
If you do have account numbers, you have to set this up in your settings, but they’ll show up here and you can select any that you can start with any number.
- Yesenia
If you do want to do that.
- Yesenia
The billing terms is important as well because you want to make sure that if you are billing clients upon receipt that that is selected on receipt for the company that I’m currently at.
- Yesenia
We do commercial and we do net 30s.
- Yesenia
So for any commercial accounts we do To change those to Net 30 because our setting is set up as do on receipt for all accounts across the board.
- Yesenia
So if I’m entering a client that is a commercial client that has to be updated to Net 30 or you have these other options to update it to as well.
- Yesenia
And then when to invoice if you are invoicing on a daily basis, you do need to make sure that you switch this over to daily.
- Yesenia
Otherwise that invoice won’t generate until you indicate it too.
- Yesenia
So if I have the weekly won’t generate until the weekly monthly and monthly.
- Yesenia
This section down here is also for in-house only if you have any billing notes that the accounting team needs to know you’ll enter them here.
- Yesenia
The office notes section for the clients.
- Yesenia
It can be used for any anything that the rep or whoever is pulling up.
- Yesenia
This account needs to know immediately.
- Yesenia
You will put in the notes here I’ve had or I’ve seen companies use it for when employees or excuse me when clients are deaf and we need to speak louder we put it on here.
- Yesenia
Make sure you speak louder or if they want to be addressed a certain way you can also In here this populates right in the middle section of the client account.
- Yesenia
So I would suggest changing the font and the color so it does pop out to the individual when they pull up the account.
- Yesenia
And the custom Field section here is where I was letting you guys know that you can update this add client profile.
- Yesenia
You can add additional things.
- Yesenia
So here a lot of these things were added on here.
- Yesenia
You can always do that and you can always customize it one of the things that you can also do is these sections here.
- Yesenia
You can route it also to the crew or the sales teams phone.
- Yesenia
For example, if I add gate coat on here and I want to make sure that whenever the crew is on site that they have that all together usually in what I’ve seen in the past is that when a client gives me a gate code I added into the sales teams to do to go out in a Cell.
- Yesenia
But once they sell it that gate coat doesn’t get transferred over to the client to the crews job.
- Yesenia
And so then now they’re calling the Office and asking for the gate code but if it’s put on a field here, then we can have it routed over to the account and make it permanent.
- Yesenia
So that will always populate so the custom field is definitely customizable.
- Yesenia
You can always change that at any time.
- Yesenia
Once you have all of the client information, all you need to do is click save and it does populate an account automatically.
- Yesenia
So you’ll be able to to pull it up.
- Yesenia
We are using a test account here.
- Yesenia
So I’m just going to pull up any client.
- Yesenia
And then that was that that one way to add a client.
- Yesenia
So I let me go ahead and pull up the second way that you can add a client and I currently do this at my job because I have about five.
- Yesenia
Customer service reps that are adding clients into the system.
- Yesenia
What tends to happen is that when we have clients on the phone, they tend to forget to ask for gate codes or if there’s any pets or they forget the simplest thing like the ZIP code.
- Yesenia
So what we generated is a form under the marketing section.
- Yesenia
And so the form whenever a client calls in and they’ll pull up a form and it’s called new lead form.
- Yesenia
And whenever we have we pull up this format, I don’t currently have it on here.
- Yesenia
But I’m going to add a form real quick and show you at least a couple of fields.
- Yesenia
When you add a form here.
- Yesenia
You can go to add a Field section and then under the advanced you’ll put name.
- Yesenia
So this will populate the first and last name, so when I go into the forum settings I can have it map to the client name.
- Yesenia
Once I do this it’s going to generate that account for the for the client.
- Yesenia
So on the form you can have anything that is required for your rep to enter for the client so I can make anything a requirement if I could do Gig if gay code is a required question.
- Yesenia
They need to ask then I would enter that here so Here you’ll just go through and add additional Fields you could do the address and then we can again map it over into the address field.
- Yesenia
And there is a lot of there is a lot of sections on here that you can add you can do the phone number the email and then once they submit this is going to be routed into a new client profile where it has everything that you need so that the so that the rep doesn’t miss anything and gets everything done.
- Yesenia
Let me go into the client section here.
- Yesenia
And then we’ll just pull up any client.
- Yesenia
So this is the client profile where it has all of the information we would have entered when adding that new client into the system.
- Yesenia
The client profile can always be updated by clicking that edit button which would also take you back into the client into what look like the ad client section.
- Yesenia
But now we’re on the edit client where we can go through each Tab and update anything as needed.
- Yesenia
And then you’ll see that the client profile is divided into different sections.
- Yesenia
So the client information is here.
- Yesenia
You’ll have your billing section over here.
- Yesenia
You’ll have a couple of options up here that I’ll go over in just a minute related properties.
- Yesenia
This one is for accounts that like, for example, if Denise had an additional property whether it was her rental property or it was her mom’s property that she was taken care of.
- Yesenia
You can always add a property from here as well.
- Yesenia
And it populates what her contact information is.
- Yesenia
It does keep her main account as the billing address.
- Yesenia
It also creates her main account the Tupelo Trail as the main account and then you’ll have your secondary accounts following after and you can have as many accounts as you want under one profile.
- Yesenia
I see this often on Commercial accounts where they have Friend locations throughout the city and we just have their main billing account and then we have all of the accounts that are related right underneath that to manage those account.
- Robert Cain
You can yet.
- Robert Cain
If you do put several commercial accounts under a master account.
- Robert Cain
Be sure to do not mark it to a lot of those secondary accounts if the email is the same.
- Robert Cain
Otherwise, you’ll have multiple marketing.
- Robert Cain
Emails going out to the same client and your commercial accounts are the last ones you want to have 10 emails go out to it, you know in a single instance.
- Yesenia
Right and that’s a really good point just because I’ve had it happen to me and I’ve could we’ve had those complaints.
- Yesenia
So yeah, you would just go back into once you’re in that additional profile just make sure that that do not mark it is selected and then you can manage those properties through the all and it will show up the list of clients here.
- Yesenia
One of the things that I would also recommend as being able to identify those properties somehow service autopilot will Not allow you to enter a client with the same name.
- Yesenia
So one thing that you can do is when you’re adding the property under the company name is just putting either the address or location one location to whatever you want to name it so that you are able to save it and when you go through and manage that list, you can easily identify which property is what.
- Yesenia
And then for your contacts, you can add additional contacts into the client section.
- Yesenia
It’s just going to ask you the basics and the contact Time email.
- Yesenia
This does not populate in the tablet.
- Yesenia
This is the number that they’ll see in the tablet.
- Yesenia
So if that contact is going to be a primary contact than it needs to be up here.
- Yesenia
This is only for this is only going to show up whenever we pull up this account and we have that additional contact.
- Yesenia
You can also nicknamed it if you want for scheduling only our contact this claim for billing you can do that, but I would suggest updating it a here as well so that we know who we’re calling for the billing.
- Yesenia
And you can have as well many contacts you can manage them through the all section and you can update them or remove them from here as well.
- Yesenia
And here’s going to be the note section.
- Yesenia
This is where I was mentioning that if there is something just to make it stand out a little bit more here is where those office notes will show up and these are enhanced or private only so the client won’t be able to see them if they have an online portal.
- Yesenia
The next section of the client account is going to be your jobs where you will see anything on anything that’s currently going will show up here everything that has been closed out.
- Yesenia
You can go through all jobs.
- Yesenia
So you’ll be able to see any jobs on here including their status if the client has anything upcoming you’ll be able to see that under the upcoming service and you can also see the history on the client account.
- Yesenia
Under the accounting section.
- Yesenia
You also have those payments those invoices where you can also manage through the all section and you are able to void payments or delete them from the section.
- Yesenia
So just be very careful.
- Yesenia
It does give you a confirmation though.
- Yesenia
So that way there’s no error.
- Yesenia
You can also have the option to export those invoices or payments if you do need to track them somewhere else.
- Yesenia
The next section is the estimate section.
- Yesenia
So if you are using estimates and have sales team out in the field, then this is probably something you use.
- Yesenia
So when you go to add an estimate, this is basically for the for the client to see and here’s where we will list out all of the services that were quoting the client.
- Yesenia
You can update the work order number the estimate date one of the things that we do from the beginning is whenever we do schedule our sales team to out to Denise’s property.
- Yesenia
We immediately create this blank estimate.
- Yesenia
We’re just letting the system know that this is an estimate scheduled for a future date.
- Yesenia
We which we would change here and then we would change it who were scheduling that for so whenever this Job, or this estimate becomes a sole job.
- Yesenia
We can just easily go in here and add those items listed in that estimate send it to the client.
- Yesenia
Once the client approves it goes to our production team.
- Yesenia
So we do create that from the beginning but you can create it as you’re going and we’ll talk a little bit more about these estimates here in just a bit.
- Yesenia
Contracts are also an option.
- Yesenia
These are just mainly used for billing purposes.
- Yesenia
So you’re just connecting a job.
- Yesenia
For example, if I have a cleanup service that every time that the client has a cleanup service.
- Yesenia
I don’t want to necessarily bill right away, but I want it to Bill a lie.
- Yesenia
With a trimming service so I can put these two Services into a contract and build them a specific day.
- Yesenia
So once those two services are completed what that contract will do is build that client.
- Yesenia
So the contract is mainly just for billing purposes and you add services to that contract to Bill.
- Yesenia
Down in this section, you’ll have your timeline.
- Yesenia
This is going to be anything that are any activity that the client goes through whether it’s in house whether we send out an estimate whether we text a client we email a client it’s all going to be under the timeline section.
- Yesenia
You do have those different options here.
- Yesenia
These are important because there are different things that you can use them for the call.
- Yesenia
And it’s going to be anything that you want relate it to client calling in or were calling out logging that call into the system and you can update the type of calls that you have on here.
- Yesenia
They have a couple here.
- Yesenia
So if for example if there’s an account issue in the client was calling in about that will put account issue administrative.
- Yesenia
Whatever that maybe you want to put it here the any of these men.
- Yesenia
The calls are the two dues will not allow you to save the call unless you do.
- Yesenia
Put something in this section.
- Yesenia
So if this was an account issue, you can put your notes Here in regards to this account.
- Yesenia
Because if I try to save it here it just going to let me know you need a log something.
- Yesenia
So what I’ve seen done and what my company currently does is we just type in the same thing as the type and then when we click save call we put the key under the comment section.
- Yesenia
We put exactly the details that happened what this does.
- Yesenia
It just keeps the timeline much organized.
- Yesenia
So whenever you have the title accounting Shoo, it’s going to show up as that bold that you see here.
- Yesenia
And then right underneath it’s going to show up the details of that.
- Yesenia
So if you quickly wanted to identify one that this client called about an account issue, you can just quickly go through here and see okay.
- Yesenia
I see account issue here instead of having to read all of the notes that you can add in this section.
- Yesenia
So it’s just to keep it clean.
- Yesenia
It’s an option and then you have your two dues.
- Yesenia
So your to dues are going to be more for your field.
- Yesenia
Workers that are actually going to visit the property these two dues are created for them to go out and see it on their tablet.
- Yesenia
The only thing on this is in order for them to see it on their tablet.
- Yesenia
You need to make sure that the dates are marked properly.
- Yesenia
Otherwise, it’s not going to show up on your dispatch board.
- Yesenia
So if we are doing an estimate here.
- Yesenia
I do want to make sure I assign it to the right person and the type is what we just selected if that does need to change.
- Yesenia
You can change it in this green.
- Yesenia
For example, if it was actually a follow-up we can always change that over but under the details section here is where you need to make sure that the due date calendar start and end date to do match if there’s any issues here then that does not going to display properly on the date that you probably want that rep listed here to go out.
- Yesenia
Start showing date.
- Yesenia
You don’t have to change that.
- Yesenia
It’s just going to be your due date calendar start date and calendar and date.
- Yesenia
Once you put in dates on here.
- Yesenia
It does auto-populate a time.
- Yesenia
So if you do base your routes on time frame, then you do need to make sure that that gets changed over whether it’s an 8 9 or a 10 to 2.
- Yesenia
Whatever that may be you need to update that on here.
- Yesenia
It does automatically update the client information down here because we are on the client account.
- Yesenia
If we were adding a to do from the different section here.
- Yesenia
You would have to select the client information.
- Yesenia
Because it’s not it’s not pulling from this account.
- Yesenia
So you’ll just have to select the client from that section.
- Yesenia
You can use calls or to dues for your office reps as well.
- Yesenia
For us.
- Yesenia
We use calls mainly to schedule follow-ups or reminders.
- Yesenia
If a client says well, I’m not ready right now.
- Yesenia
Call me in a week.
- Yesenia
Would you set them up as calls for the office?
- Yesenia
But you can do to dues as well these once you create a to-do for the office, they will show up under my day.
- Yesenia
So when you click on my day, you’re able to see what you have going on.
- Yesenia
And what date is due?
- Yesenia
For touch points.
- Yesenia
These are just logs that just like the sounds we want to touch base with the client.
- Yesenia
So here you’ll see that we have touch points for quarterly calls.
- Yesenia
You can also have status for them and you can update the for example, like if I wanted quarterly call first call I can put here quarterly call second call I can put it on here so we can know where we’re at on the status of that follow up with the client.
- Yesenia
You do want to make sure that you assign it to the right person.
- Yesenia
It automatically assigns it to whoever is logged into the system, but if does need to be changed over you need to update that and it does lock the date and time.
- Yesenia
So you’ll know when that call was made.
- Yesenia
The email section it’s just going to be for the emails on the accounts.
- Yesenia
The once you send an email either if it’s a marketing email where you’re sending it in bulk or if it’s directly from the client account.
- Yesenia
You can still see the status of it.
- Yesenia
So my computer kind of froze.
- Yesenia
So give me just a minute here here if you see the status you will be able to see that this was Are delivered they might not necessarily have opened the email but if you see something like this, that means they open the email and we’re able to read read the email.
- Yesenia
I’m not sure why I’m not able to scroll up and down here.
- Yesenia
It always is going to show up a couple of the emails.
- Yesenia
So if you do want to see more you can just click on show more which will pull up the longer list.
- Yesenia
The notes section is going to be at just notes.
- Yesenia
It’s going to show up plane in the yellow little color.
- Yesenia
And so these are just going to be notes that you quickly want to put on there if you do use forms everything here.
- Yesenia
Will be filled out will be shown under forms for forms.
- Yesenia
They can be used for so many things we talked about the form for a new client account.
- Yesenia
If we would have set up this client under the form option.
- Yesenia
Then that form would have shown up here so I can see exactly what was entered.
- Yesenia
You can also do forms for customer concerns.
- Yesenia
For example, if this client is calling in has a concern I can create a form that gives the rep the options to fill out all the required.
- Yesenia
Wired sections so I can keep track of that form.
- Yesenia
The great thing about forms is that you can also create to do so out of that form.
- Yesenia
So let’s go back to the customer customer concern form.
- Yesenia
Once we fill out that form we can have it generate or we can set up a generation.
- Yesenia
To do we can set up a to do that will set up the person who we assigned that concern, too.
- Yesenia
To follow up on it and for our company, we have a 24-hour follow up on any customer concerns.
- Yesenia
And so once that form is submitted then whoever that rep filled out assigned to is going to get a notification right away a text because we did set up that automation where they get a text saying.
- Yesenia
Hey, you need to follow up at this client.
- Yesenia
Click on the account for more details that can go in there and then follow up the count client so that your customer concerns are not on a backlog or you don’t know.
- Yesenia
Status of it they get taken care of right away.
- Yesenia
So those two dudes can be automatically created.
- Yesenia
And then for text messages, so you are able to send text messages to client at the moment.
- Yesenia
They cannot send pictures in through this option or you can also send them pictures.
- Yesenia
But the text messaging is an option here and once a client text you back you are able to see that under the alerts section here.
- Yesenia
It’ll just let you know you’ve received a text message from so-and-so where you can just click it and then once you click That text message section it is going to bring you kind of a messaging center where you can see all text messages going on and respond here.
- Yesenia
So let’s go back to the account.
- Yesenia
And then your automations will show up here any automations that you have on this account will show up under the automation section if you do have automations setup.
- Yesenia
Everything that we just talked about one of the things we must as the credit card where you can add the credit card on here.
- Yesenia
If there’s no credit card on the file.
- Yesenia
It’s just going to have the add options or you can just add it.
- Yesenia
If you do have accounts that have related properties if this for example count on another property under the billing information if I were to go into the account that secondary account and if Denise wants to use that same account The good thing about it is that you don’t have to ask for that information again.
- Yesenia
There’s going to be a button right here.
- Yesenia
That’s going to say use Master accounts billing information.
- Yesenia
Once you click on that everything from the master account billing wise is going to transfer over to the secondary account.
- Yesenia
So you don’t have to ask the client again for that information.
- Yesenia
I’ll just transfer over.
- Yesenia
For the credit card option to edit credit cards make sure that it that you are getting that information.
- Yesenia
Even if the client is just updating the expiration date.
- Yesenia
You do need to have that card information again.
- Yesenia
You can also update the billing address through the edit section here.
- Yesenia
Once you do that so that you don’t have to re-enter it again here.
- Yesenia
You can just click on use billing information here.
- Yesenia
Once I click on this link.
- Yesenia
It’s just going to update whatever is on the account.
- Yesenia
And that will transfer over into this section here.
- Yesenia
And then everything under the custom Fields will show up here for the details and then way at the bottom you have your photo gallery attachments mobile attachments and all.
- Yesenia
These are pictures that are attached either from the field or attachments that are attached in house that could include your estimates that could include before and after pictures.
- Yesenia
Whatever that may be what I’ll be attached here.
- Yesenia
From send option you’ll have the option to send the client the email you’ll have the clients and the option the text message under the more option.
- Yesenia
You can show client on map.
- Yesenia
So for routing purposes, if you’re trying to give this client a date or a day of the week that were there and the time frame you can pull it up directly from here and it will show you where they’re located.
- Yesenia
Under the more section here.
- Yesenia
You can also add products.
- Yesenia
You can look at the account statement the customer balance report the history report view audit Trail in Council client.
- Yesenia
So the audit Trail you can just see the history of who has changed one on the account.
- Yesenia
And this is only for them the main Account Details that I will show you if you’re looking for history on a job, then you would have to go through history pull up the actual job that you’re looking for history.
- Yesenia
On and once you pull that up, you can go to more and view the audit Trail on that job.
- Yesenia
So you can see who was clocked in who clocked out who created the job who updated the job and so forth.
- Yesenia
So those are your options here on your client count.
- Yesenia
If you are cancelling your client, you can also have a report in regards to cancel client, which is a great way to find out why your clients are canceling so you can make a you can select the option here.
- Yesenia
Just deactivate the account.
- Yesenia
When you deactivate an account.
- Yesenia
You do not lose the account.
- Yesenia
It just goes on a deactivate status where you cannot add a job you can add up.
- Yesenia
You cannot add payments.
- Yesenia
Then if the client decides to keep the service, all you would do is just go back to more inactivate clients.
- Yesenia
Any questions so far?
- Yesenia
Okay, so let’s go to scheduling.
- Yesenia
So we do have different service for scheduling for scheduling.
- Yesenia
We have the option to create a recurring service.
- Yesenia
One-time Services waiting list job service.
- Yesenia
You also have your package options and you will find that all under add a job here.
- Yesenia
So you’ll have all of your job options here for the recurring Services if I am.
- Yesenia
A recurring job and as I mentioned before when I was in the lawn care industry there we had our weekly and by weekly schedule and then we had our bi-weekly odd bi-weekly Monday odd bi-weekly Monday even where we can see where that client fits.
- Yesenia
We would generate our recurring schedules.
- Yesenia
So we would have our bi-weekly schedules here and select the appropriate one based on the client’s location.
- Yesenia
In the actual job If you’re wanting more than these like I said with the older company, we had that even and odd weeks.
- Yesenia
So we had the bi-weekly Monday on bi-weekly Monday, even you can generate those under your settings any jobs that you have under the recurring service.
- Yesenia
They do need to be renewed every year.
- Yesenia
So once it and you will get an alert here where it will tell you that your job is going to expire but if you hum and generated those that’s going to be under your scheduling.
- Yesenia
And that’s going to be under your master schedules.
- Yesenia
So here you just go to add a schedule and you can name it for example, I’ll do.
- Yesenia
Bi-weekly, and I’ll call it even.
- Yesenia
And you can add a description if you like make sure this is selected as active and then you can do bi-weekly even Monday’s for examples and then I would just do bi-weekly Monday.
- Yesenia
So I would have to select here all of the every other Monday on the calendar.
- Yesenia
I would save and generate that here and what that is going to do is going to generate a schedule based on what I have here.
- Yesenia
So all of these days will be generated under the bi-weekly even Monday schedule when I attach that schedule to the account.
- Yesenia
So the client account now it will show up down here as this is this client is assigned to this schedule.
- Yesenia
So whenever it is time for me to renew that schedule, I will know how many clients I have under that schedule and just click on a button to renew it and will renew their schedule for the following year and you can have them all if then that’s if they are under that auto-renew.
- Yesenia
Option.
- Yesenia
If you go into this section here, you will see that it does pull up the last five clients that I had interaction with.
- Yesenia
So it makes it easier to go back to an account that you were working in instead of having to search for that client again.
- Yesenia
So for that recurring service, once I select that schedule I can select the type of service that is going to happen in that by weekly schedule.
- Yesenia
So if I have and I’ll just use one of these let’s just do landscape design if I have that this service going on bi-weekly every Thursday.
- Yesenia
I do have to select the initial start and the start recurring date.
- Yesenia
You can also select who you want to assign that to what this will do is It will assign it to that team for all of the bi-weekly service.
- Yesenia
However from the dispatch board or from the all upcoming on the client service.
- Yesenia
You can change that.
- Yesenia
So for example, if green team is not here today, then you can update it to Blue Team.
- Yesenia
And then you can do that based on the dispatch border on the client account.
- Yesenia
Here, you’ll put the rate of this service and the budget and hours.
- Yesenia
If you are using budgeted hours, this was just updated make sure that you are switching the team size because if I do nine hours and if I didn’t the nine hours and I leave the team size as one it might recognize depending on how the settings are set up.
- Yesenia
It might recognize that nine hours is going to take one person of fold.
- Yesenia
A but really because we’re a team of for the budget hours are not really nine because we’re going to be there for less time.
- Yesenia
So what what I do is I update the budgeted hours here based on how many team members I have.
- Yesenia
So if I have a team of 2 and this job is really going to take nine hours.
- Yesenia
Then I would update that to 18.
- Yesenia
So it recognizes that they are going to be there for nine hours.
- Yesenia
But if it is going to be nine hours nine.
- Yesenia
Nine hours split into the four teams.
- Yesenia
Then I have to update to True hours on here.
- Yesenia
Otherwise just stay here will change to how many days you have it depending on your settings.
- Yesenia
You can also do start and end time but this can be updated when you’re routing the schedule.
- Yesenia
So you don’t have to do that start and end time if the client also has any discounts applying to this service.
- Yesenia
You can also add the discount here.
- Yesenia
You would select the discount type.
- Yesenia
And if you already have your discount set up you can have it automatically have a rate per discount or it can populate as 0 or a percentage.
- Yesenia
So if it’s at zero, you just have to manually put in.
- Yesenia
So for example from offering a 10% service off their account.
- Yesenia
I can’t really have a number here.
- Yesenia
I would have I would have to do a percentage of whatever that service.
- Yesenia
So that it calculates based on the rate.
- Robert Cain
And if we had a quick question from Kevin come in he asked on a recurring mowing schedule.
- Robert Cain
How do you work around rainy days and sticking to a strict schedule and you know and being able to easily reschedule my client.
- Yesenia
So for a rainy days would you would have to reschedule clients, but you can either notif notify them individually by phone calls or you can send a bulk email about the the rainy day but to reschedule them you can also bulk.
- Yesenia
Schedule and that’s going to be through the dispatch board, which I’ll show you here in just a minute but through the dispatch board you can set up or you can pull up a list of clients that you have.
- Yesenia
Let’s say, it’s Monday and it’s raining.
- Yesenia
I can’t service any of these properties once, you know the date to reschedule you can select all of those properties and move them over to a different day.
- Yesenia
However, that may likely affect the remaining of your schedule because you’re likely going to have Tuesday Wednesday, Thursday and Friday service, what we used to do is we would push back everybody a day based on the the weather and based on the schedule.
- Yesenia
It depends how your company operates on how that you want to work that but there were times that they were able to get maybe five or six lawn services done where we didn’t have to move over a full schedule and because they were using their tablets we were able to see which ones were completed in real time.
- Yesenia
And so we would just call the remaining schedule and get those moved over instead of moving those over individually.
- Yesenia
We would move those over in bulk.
- Yesenia
Now.
- Yesenia
One of the things that was in our terms and conditions is that if we do move your service, the remaining of your services does not change.
- Yesenia
So if this client is on a bi-weekly Monday and we don’t because of rain we are not able to get to them until Wednesday.
- Yesenia
That means we’re still going to come back on Monday.
- Yesenia
And so that’s one of the things that of course you would have to be upfront with your customer that if if you do need to make changes, this is your set schedule.
- Yesenia
So we need to make any changes just let us know but I’ll show you here how to bulk edit so that you can move all of those over into a different day and not having to go through each account.
- Robert Cain
I’m also heard a couple other ways of doing that.
- Robert Cain
I’ve heard of companies letting their clients know that they’re still going to come out and it’s going to get messy and there’s still going to be there still.
- Robert Cain
Mo but I think at the end of the day like if you have you know, four consecutive rainy days that could become a problem.
- Robert Cain
So this might be something that you’d want to include in the terms and conditions with your clients, you know that there could be different weather conditions that can impact your schedule but you know, you’re on an agreement with us, so you’ll be you know will continue to charge you as normal.
- Robert Cain
So I think there’s a couple different ways to tackle that but you really got to think about you know, the frequency of rain and how that will impact your business and what you’re willing to accept in terms of, you know, either missing appointments or missing payments.
- Yesenia
Right.
- Yesenia
And.
- Robert Cain
Another question come in can an automation put a job on a waiting list?
- Robert Cain
As far as I know I don’t think that there’s a way to do that.
- Robert Cain
Have you seen anything like that you saying.
- Yesenia
Now?
- Yesenia
I honestly I don’t think there is a way.
- Yesenia
Let me think.
- Robert Cain
Yeah, well, I’ll I’ll write that question down Justin’s going to be on at the end of this call as well.
- Robert Cain
It’ll be something that we can have him but I don’t think there’s a way to do that.
- Yesenia
Yeah, I don’t think a job can be entered through an automation.
- Yesenia
So here we’re going to.
- Yesenia
Cancel this so that we can go through waiting list jobs really quickly just to touch base on this one.
- Yesenia
The waiting list jobs just basically means that this job that we’re entering is going to be put on a waiting list.
- Yesenia
Where are you can pull up that list and based on the start time that you have it you’ll call that client to schedule that service.
- Yesenia
So for the long care what I used to use waiting list for is that one time bed and brush service where we would go in trim the bushes clean up the yard, that’s mainly for your winter season depending on how how you work.
- Yesenia
But I’ve also seen it done for snow for this no cleanups and all of that as waiting list jobs.
- Yesenia
So for waiting list jobs as soon as I put in a job here, What just pad?
- Yesenia
Fall cleanup.
- Yesenia
So would you want to select the start date that it’s going to show up on the waiting list if I have the start date selected for next month’s the will have from the month.
- Yesenia
We need to complete that by February at the end of February.
- Yesenia
So whenever I pull up my waiting list this job is going to show up as ready to call and ready to get on schedule when I save this service.
- Yesenia
It’s going to show up under your all upcoming but the type here is going to be The waiting list type.
- Yesenia
So when you are dispatching that job you need to make sure that you are changing the Status to dispatch and then selecting the right date that you agreed with the client.
- Yesenia
Otherwise when you do change it to dispatch, it’s going to select same day if you don’t update it.
- Yesenia
And then the waiting list job is just here under scheduling waiting list and anything that’s on the waiting list will show up here.
- Yesenia
You can also filter your waiting list.
- Yesenia
So if you want to only see a specific service, it’s time to call those file cleanups.
- Yesenia
Then I will just put fall Cleanup in here and I will only see fall cleanup show up so that I can see when I am able to call it and you can use The section here to to search for the clients.
- Yesenia
So if I want to see everybody through January 31st, it’s going to show me everybody waiting through January 31st.
- Yesenia
The good thing about the dispatch board just to touch base on it really quickly is that you can save your views.
- Yesenia
So if you want to save this view as a waiting list fall cleanup, you can just create a view here and type in waiting list fall cleanup.
- Yesenia
So whenever you go back into the dispatch board, you don’t have to re filter you can just go through here and select that service well with that dispatch board option, which will show up under here so you can easily access your fall cleanup waiting list.
- Yesenia
When you’re scheduling Services, if you do any products on your jobs, you can also add the products through here.
- Yesenia
You do have to set it up in your account, but you would set it up.
- Yesenia
So from here you can do the add a service.
- Yesenia
I don’t think I’m not sure if this one has products, but you can add products for example if they’re doing.
- Yesenia
Let’s just say let’s just do a dethatching if they’re doing that service.
- Yesenia
You can add products to that service from here and it is going to add that line item right underneath it where you can add those different types of products to that service so that when your Tech goes out there and he sees he has that deep that detaching service.
- Yesenia
You’ll see the products listed that he has to take with him and that will be all build.
- Yesenia
And based on your terms that can be taxable or not, but you can’t add the taxes on there.
- Yesenia
And then once it’s filled it is going to Bill everything that you see listed here in complete it.
- Yesenia
And I see a lot of companies also use the waiting list job for recurring quarterly Services where it’s not it’s only a one-time deal with the client.
- Yesenia
They only want this year service, but they don’t want anything else in the future that use the waiting list jobs and they just add them on here.
- Yesenia
So if this client wants to service multiple times a year, then they would add an additional service this time.
- Yesenia
We’re going to change that from May to May 30th oops.
- Yesenia
I’ll make 31st so that this second service will not show up until this time frame on the waiting list.
- Yesenia
So now you know, which other clients to call you can also set up to do so reminders to remind you when it’s time to call clients on the service.
- Yesenia
And that’s how you can add the products to the job and then for contracts.
- Yesenia
So if you want to associate that like I was mentioning the services into a contract you can add them through here where you can select the and you can call this whatever you would like, but you can select the start and end dates.
- Yesenia
So from let’s just say January 1st through the end of the year.
- Yesenia
I’m just letting them know that through this service as any time that these services that we will select are completed.
- Yesenia
They will go under this contract and that could be we can name our name the contract whatever we like and then you can enter your services here what they what you want invoiced and then your default services.
- Yesenia
For example, if I want the clean gutters under this.
- Yesenia
I am going to use ours.
- Yesenia
Let’s just name it the quarterly cleanup service.
- Yesenia
And the default service is going to be the cleaning gutters, then we will select the invoice and when how much were billing for the service and I’m not sure how much that cost but I’ll just put a hundred for now.
- Yesenia
You can select the billing day of the month when you want it build whether it’s at the beginning of the month the middle of the month or the end of the month.
- Yesenia
I will suggest that you select different days for your contracts just Of your payments coming in.
- Yesenia
You just don’t want to bulk it into one day specifically you want to make sure that you have Revenue coming in different days of the of the month.
- Yesenia
So you can select the billing day that you want the payment type will go there.
- Yesenia
And then once you have all of the services.
- Yesenia
Or I have all of the services you’re you’re wanting to generate on under this contract what you once you hit save when this client has Has the let’s just say quarterly fertilization and clean gutter service.
- Yesenia
It is all going to go in here.
- Yesenia
The system can recognize it where it builds it in bulk.
- Yesenia
And it builds it based on what you have set up here.
- Yesenia
So we’ll send out an invoice based on your billing day of the month and And send that out to the client so that there are build in bulk here instead of built individually.
- Yesenia
And then now you have to collect for one service and then a second service and third service.
- Yesenia
How many services you want?
- Yesenia
Now to schedule your services again, if you’re they’re all going on the waiting list, you would have to go through your waiting list job.
- Yesenia
And then once you pull up that waiting list job, you want to switch it over to status dispatched if that service is not switched over to dispatch is just going to stay sitting there and the tech will never see it.
- Yesenia
So just make sure you switch it over to dispatch will go to this through this waiting list drop here.
- Yesenia
So when I go to all upcoming This one has a couple of waiting list job.
- Yesenia
I think the one that we pulled up was that fall cleanup?
- Yesenia
So when I click on the service, I’m going to change that to dispatched and I’m going to select the date that I want that service to be performed.
- Yesenia
It will not allow me to save it unless I do select who I want going out there to complete that service.
- Yesenia
So once you select the team, you can select save you can put your start and end time here if you already confirmed a time with the client.
- Yesenia
And so if I already gave the client a seven to nine time frame, then I will put it on the seven to nine time frame.
- Yesenia
But just make sure that that is switch to dispatch.
- Yesenia
So whenever you go into your services based on the data selected, you can see it on the dispatch board.
- Yesenia
And then going through the dispatch board here.
- Yesenia
This is how it will show up that little icon is just going to let us know that it’s been dispatched and then who it’s been assigned to.
- Yesenia
You can edit jobs through here.
- Yesenia
And that’s one of the things that you can do.
- Yesenia
For example, if it is raining is just go here.
- Yesenia
If you want to move all of these over to a different day, you can do that.
- Yesenia
It is going to move everything you have selected on here to that date.
- Yesenia
One of the things that I would caution you on is if you are moving a weekly mowing service from Monday to Tuesday.
- Yesenia
What from let’s just say tech tech blue has five stops that we need to move from Monday to Tuesday, but Tech blue already has six stops on their schedule for Tuesday.
- Yesenia
I would suggest moving them over and switching them over to a different assignment.
- Yesenia
Even if it’s unassigned for now because if they are in areas that are matching then you’re going to have a hard time figuring out which ones were from Monday versus which one’s work.
- Yesenia
From Tuesday, you can also move Tuesday’s first to a different day.
- Yesenia
But again depending on the day you’re moving it you might have to do that consistently, but I would suggest doing that.
- Yesenia
Otherwise, they’re all going to be bowled together and hard to identify.
- Yesenia
On the dispatch board, you can see the map view of it.
- Yesenia
I’m more of a visual person and many people that are trying are more visual when they’re when they’re going through training.
- Yesenia
So here I can see many properties listed, but I would like to see where they’re located.
- Yesenia
So when I go to select them all and I go to show map, it’s just going to bring me a list of the properties and their locations.
- Yesenia
On this icon.
- Yesenia
I can just zoom in zoom out when I click on one of the properties.
- Yesenia
It’s just going to tell me the services that they have going on and the client name where you can also click on the client account from here.
- Yesenia
If I needed to change this property to a different technician, I can do that.
- Yesenia
I can either go through the client account and go to all upcoming go through the service order edit the assigned to or I can just click on that one and assign it to somebody else.
- Yesenia
So once I click on assigned I hit update it’s only going to update this guy here because that’s the one I have clicked on.
- Yesenia
Even if I have select all of them here if I’m doing it through here, it’s just going to update the one I have selected.
- Yesenia
You can also route your schedules from here.
- Yesenia
There’s a couple of options for routing you can do your manual routing.
- Yesenia
You can do your group stops optimize stops.
- Yesenia
Again, those those are going to be your main ways of routing optimize stops is going to be if you have that Google routing option.
- Yesenia
It’s just going to optimize the based on Google Google routes.
- Yesenia
Group stops are just going to be grouping the ones near together and put them putting them in order.
- Yesenia
And then manual if you have a certain way of rounding these schedules, then you want to go ahead and click on manual because you can get to drag-and-drop where you want them.
- Yesenia
So if I go to actions manual here, it’s going to allow me to drag and drop these schedules as soon as I drag one over.
- Yesenia
It’s going to list these numbers over and it’s going to name them up here on the map.
- Yesenia
So I know that that one is this property here.
- Yesenia
Five is going to be this one down here.
- Yesenia
There’s a couple heading down here but you’ll see that all of them have numbers if your map is not showing numbers then just click on show route order to the left because sometimes they do show up blank where it does not show the route on my route order.
- Yesenia
You just have to click show route order here.
- Yesenia
Also, if you are not seeing your tabs of your different texts, so here I only have assigned to manager and also have an office admin.
- Yesenia
But if I wanted to see only office admin, I can go through tabs that are listed here.
- Yesenia
And I’m not sure why it’s not showing it’s probably because this one maybe it’s not might be a to do not a job, but here it would show up all of the different tabs of different text so I can toggle between them and just look at individual schedules and get them routed in order.
- Yesenia
You can also add additional options on your dispatch board.
- Yesenia
So if you’re going through and you’re single, I want to want to look look and see budget hours or you can go through the column section here and you can see what options you have available.
- Yesenia
So the closeout day here is just going to give you your start and end time your clothes out day is mainly used.
- Yesenia
If you do commission reports or your sales team, you’ll be able to see if this job was profitable or not based on the clock in and clock out and you can also export this so you’ll be able to manage it as well.
- Yesenia
But I’ve seen it used for for commission purposes where I can see this job was only budgeted for five hours, but they took seven I can see the clock in and clock out and how many men were on the job.
- Yesenia
That’s after they have already completed the job.
- Yesenia
But you do have the option to update your dispatch board and your view.
- Yesenia
So if I wanted to make sure that this view that I’m looking out keeps the closeout date.
- Yesenia
I just have to save the view here whether it’s creating it or just saving the view I She have so that any time I pull up this view from the dispatch board.
- Yesenia
It’s always going to pull the start and end of just your clothes out days.
- Yesenia
If a client does want to cancel the service you can go through the client account to cancel.
- Yesenia
You can also cancel it from here to cancel.
- Yesenia
You can either click on the actions and then cancel dispatch.
- Yesenia
You can also cancel the job altogether.
- Yesenia
So canceling the dispatch is not going to cancel the job the job will now go back to the waiting list or whatever service you had it but Going to go in pending status the job will still be there.
- Yesenia
If you need to cancel the job altogether, then you would hint cancel job.
- Yesenia
This is going to take it off the waiting list so that you don’t see it under all upcoming.
- Yesenia
You can also click on the icon.
- Yesenia
So if you click on the icon here.
- Yesenia
You can change the status to cancel dispatch or cancel the job.
- Yesenia
You can also if you’re doing your routes manually, if you don’t have your cruise clocking in and out you can clock in and out for them or put in the start and start and end time for them here.
- Yesenia
So if you know that and at the the mowing company we used to do this often because we wanted to see how long these Services were taking.
- Yesenia
We’re taking the curse so that we know that we’re Billings the client properly.
- Yesenia
We used to base.
- Yesenia
Our the our lawn mowing prices are based on square footage.
- Yesenia
So if I was billing client the pricing for a small yard, but I really needed to build for a medium.
- Yesenia
We would probably know this based on the time that the crews were taking at the property, but the only way to track it when we did not have our mobile mobile devices was through paper where they would just write down.
- Yesenia
We were there from 7:00 to 7:30.
- Yesenia
T and we would put it into the system.
- Yesenia
So now we’re telling them we would tell service autopilot that this job took 30 minutes for them to complete it and they’ll save it into the system and then you can once you put in all of your times here you can go to actions and then complete your job so that there are invoice to based on the pricing that therefore.
- Robert Cain
We have that we have another quick question.
- Robert Cain
Sa going to turn the time back to red when the bus hit time goes.
- Robert Cain
You any feedback on the matter?
- Robert Cain
Service autopilot going to turn the time back to red when the budget time goes over.
- Yesenia
I have not seen it turned to red.
- Yesenia
You could probably set up an alert.
- Yesenia
Actually.
- Yesenia
I think you can so what we have set up at our at the current company.
- Yesenia
I’m on is when the budget hours are not met.
- Yesenia
It sends we set up an automation where it sets up an alert to the field manager and the arborist which is a salesperson to the salesperson letting them know this job is underbid, but I have not seen it go.
- Yesenia
Read at least not on the dispatch board.
- Yesenia
There may be another report that I’m not aware of where it does show up a different color if it is, but if the budget hours are not met but on the dispatch board, I’m not sure I’ve seen that.
- Yesenia
If your dispatch board is not showing up anything on the map just make sure you have them selected.
- Yesenia
I see that over and over where they’re like, I don’t see anything on the map.
- Yesenia
Just make sure you have everything selected on here.
- Yesenia
You can also update assignments through here.
- Yesenia
I think I already showed you guys how to do that the edit jobs and then assignments through the that option or clicking individually and just clicking one at a time through there and updating them.
- Yesenia
Any questions on the customer account or the dispatch board?
- Yesenia
Okay, so let me go through.
- Yesenia
I’m not sure if that does everybody use mobile and let me move this over so I can see does everybody use Mobile on.
- Yesenia
For their company.
- Yesenia
So if you already use mobile, then you probably don’t print schedules.
- Yesenia
But if you do print schedules you do you can print them through here.
- Yesenia
We usually do that only when our one of our tablets goes down or if we have a broken tablet, and we’re waiting on a tech to or the to get it replaced for the tech, but you can print them through here and you have different options as how to overwrite the work order for Matt so if I wanted a more condensed route.
- Yesenia
I can do the condensed route where it’s just going to pull up everything simpler.
- Yesenia
Let me go back to the dispatch jobs here.
- Yesenia
You can also see on your dispatch board.
- Yesenia
You can see a you can you don’t have to go by date.
- Yesenia
You can go through and see a week’s time of service.
- Yesenia
What’s what service autopilot will do is when you are looking at a week service, it will change the color based on day of the week.
- Yesenia
So you can see how many you have scheduled for Sunday.
- Yesenia
You can see how many you have scheduled for Monday Tuesday, Wednesday, Thursday, Friday and so forth.
- Yesenia
So those colors will be changed based on that.
- Yesenia
You can also.
- Yesenia
Bulk edit any of these if you have a whole week.
- Yesenia
You can also book edit those based on the day that you want to update it to.
- Yesenia
I’m just make sure that these are all dispatched so that your text can see them and your text can see if they’re as long as they’re refreshing their schedules on their tablets.
- Yesenia
They can see live changes.
- Yesenia
I still notify the text in regards to any changes just in case they’re out of there in an area where the signal is not that great so that they can try to update it.
- Yesenia
So waiting list jobs to dispatch and set times first sprinkler start up by zones.
- Robert Cain
I think about that one a little bit.
- Robert Cain
Yeah.
- Yesenia
I think I think I need a little bit more information.
- Yesenia
I’m not fully understanding if they wanting.
- Yesenia
To set the start up a different zone areas because if they’re wanting to set up the different zone areas and the dispatch board can manage to do that, but I don’t know if there’s saying to dispatch I’m not understanding but I think I believe in the dispatch board.
- Yesenia
You can do that.
- Yesenia
If I’m thinking of what the same thing he is.
- Robert Cain
We can Circle back on that as well John Wolfe.
- Yesenia
Let me go through the accounting section.
- Yesenia
Make a back to the client we were in.
- Yesenia
Okay, so going to the accounting section here.
- Yesenia
The accounting section is going to show invoices payments credits are also going to show up on here.
- Yesenia
You can customize the way your invoices look through your settings and you can also see what your invoices looks like before you send it to the client.
- Yesenia
So when you go to the invoice when you hit print You can see what that will look like before sending it to the client.
- Yesenia
You can also see the audit Trail on the invoice so you can see who has changed the invoices.
- Yesenia
So audit trails are you can see on the jobs account and the invoice which is really neat because you can see who has made changes in case something happen and you need to track down why that happened on the invoicing part.
- Yesenia
It is going to invoice based on what you have.
- Yesenia
Completed from the dispatch for door from the club from the cruise tablet.
- Yesenia
So if a discount was not added on there, you still have a chance to add it into the invoice as long as your invoice is unlocked and its really simple to unlock your invoice.
- Yesenia
As long as you have the permissions on your on your user to do that.
- Yesenia
It’s just by unlocking it here and then you can add your line item under discount if you have it already.
- Yesenia
Listed, so I’m not sure if this one has it, but what can take a look so you can add your discount still here.
- Yesenia
So you still have that opportunity to add it before you send it to the client?
- Yesenia
You can also update the rates here.
- Yesenia
So if you update your rates here, my suggestion is not updating through the invoices updating it on the job and make sure that your invoice is on lock so it can update it because now you have you can keep track of it on both, but I from what I understand, I believe that once you updated here it also updates on the account.
- Yesenia
So I guess that you can also update it from here.
- Yesenia
And then you can also update the quantity if needed.
- Yesenia
I wouldn’t suggest moving the Min or the hours on that because that’s based on your clock in and clock out time.
- Yesenia
To email the client the invoice you can do the invoice email and if you are ready have your email customized it will show up here and you don’t have to add an attachment as long as you’re going through the invoice to email it.
- Yesenia
It will attach it for you.
- Yesenia
So once you hit send the client will get a copy of that invoice that you’re you’re on base.
- Yesenia
On your settings on how it looks.
- Yesenia
You can also enter payments through the invoice or you can enter payments under add a transaction.
- Yesenia
So you can add a transaction add a payment once I do a payment amount here.
- Yesenia
I just make sure that you’re selecting the proper one.
- Yesenia
If the client has a card on file, it will auto-populate whatever card they have if it’s a different method, for example, if they gave the crew check then you want to make sure to update it.
- Yesenia
If it’s not update.
- Yesenia
I’ll just automatically process that card then you’ll update the information here.
- Yesenia
If you take deposits before processing or before providing the clients any Services, make sure that you when you’re adding that transaction on a payment you do auto allocate that payment and then select.
- Yesenia
Yes.
- Yesenia
This is a payment for future Services.
- Yesenia
You can add the prepayment services that you’re wanting to for that payment to apply but as soon as I do auto allocate That is going to do that payment amount is going to allocate to any invoices that are open.
- Yesenia
But if the client is giving you a $50 check and wants it to go towards the Christmas tree, then you do want to select that prepayment service.
- Yesenia
So it’s soon as that Christmas tree invoices generate at that $50 payment will be applied to that service.
- Yesenia
You can update the billing information from here or use a different credit card from here.
- Yesenia
So you can update this information through the payment.
- Yesenia
But if that client is going to be using that payment going forward.
- Yesenia
You can just click on this update credit card information button, which will update it in this section here.
- Yesenia
Or you can go through the edit section update the credit card and then process the payment after.
- Yesenia
If that payment is a deposit, this is going to show up as a credit on the client’s account.
- Yesenia
So now you have a credit and any invoices will be as long as you did.
- Yesenia
The auto auto allocate will be applied towards that that payment.
- Yesenia
If you’re doing a credit on the account or a refund you do need to make sure when you are refunding a payment that there’s two scenarios you either are refunding it because the client is not going to owe anything else.
- Yesenia
And we’re going to just be at zero or your refunding it because the client is still going to owe that same balance.
- Yesenia
So we don’t want to take away the balance on the account.
- Yesenia
We want to make sure that the balance comes back before you refund that payment make sure you that you unallocated that payment.
- Yesenia
Otherwise it is going to credit the account and it’s going to leave it at zero instead of re-invoicing this payment I get those a lot one of the client.
- Yesenia
Well, I didn’t want to use that card.
- Yesenia
I wanted to use a different card so we had now have to refund that payment.
- Yesenia
Sorry about that.
- Yesenia
So now also if the client has just processed a payment and your batch has not closed you can void that payment instead of refunding it the difference between voiding a payment when you read well when you refund a payment, it usually takes three to five business days depending on the bank issuer to refund when you’re avoiding a payment.
- Yesenia
It takes 24 to 48 hours.
- Yesenia
Long as your badge does not close for the day depending on on who you’re using for your payments, but you can also avoid those payments which will show up a little bit quicker for the clients.
- Yesenia
If you are doing sales tax, it doesn’t look like this account has sales tax, but just make sure that if you are doing sales tax, you are setting it up under your settings under accounting.
- Yesenia
So your sales tax would be updated here.
- Yesenia
And if you’re like, Arizona, you’ll have different sales tax taxes based on location.
- Yesenia
So you’ll add every sales tax on here.
- Yesenia
And when you go into the client account, you would have to select sales tax for that person when you’re entering the client because sales tax is not activated.
- Yesenia
This is not going to show but sales tax will show up down here as a sales tax option where you’ll select the proper safety.
- Yesenia
Stocks based on the client’s location.
- Yesenia
If you just have a basic sales tax in that one’s going to be easy because it can generate automatically to that sales tax that you have.
- Yesenia
For payments that are not done on a one-time basis or if you’re doing payments in bulk.
- Yesenia
You can go through the accounting and you can go through invoices.
- Yesenia
This is going to pull up the list of all invoices done.
- Yesenia
And you can also look at all past due and voices and you can build clients.
- Yesenia
So if you are for example and mowing company that does a weekly service and you Bill every week you can go through here and just as long as the client has card on file, you can just bulk charge from here.
- Yesenia
So you’ll just click charge.
- Yesenia
Art and whatever that account balance is will be built to the cars that they have on file.
- Yesenia
You can also see any open invoices and voices to charge invoices to print.
- Yesenia
Those are the ones that the invoices to print are the ones that you have selected under print only where they may not have an email.
- Yesenia
I did actually but I’m not sure when they’re going to roll that out.
- Yesenia
But you would be able to add bank account information into the system.
- Yesenia
I’m not sure if that is going to be rolled out or it was just talk but I did hear that that was going to be rolled out.
- Yesenia
Basically, it’s this going to be the same thing just adding your payment method as a CH and then being able to add the routing details and I from what I understand that was going to be more on the client portal.
- Yesenia
I need but I don’t know.
- Yesenia
I haven’t heard anything else on that.
- Yesenia
If you have any accounts that are under the edit if they’re Billing is print that will show up under the invoices to print if you have any invoices that are flagged for review, they will show up here and they’ll just have like a red bar.
- Yesenia
They’ll just be red so that you can look at those prior to invoicing.
- Yesenia
I’ll also tell you if there’s any email delivery orders on here.
- Yesenia
So it gives you a lot of options you can filter through these as well.
- Yesenia
If you only for example like I get accounts that have that are not linked together and but they were already in voice.
- Yesenia
They want to link the they want to merge those two invoices together.
- Yesenia
So they can just pay them all together.
- Yesenia
You can do it through here as long as you have the invoice numbers.
- Yesenia
So you would pull it both invoices and Let’s just say these two wanted to be merged together.
- Yesenia
Let me go through a pastor one these two wanted to be merged through together so that they can pay their balance in one payment.
- Yesenia
You can do that by going into actions and then doing merge what this will do is it will merge these two payments together and just give it one invoice number on one account and black together.
- Yesenia
Those are only those only come up very rarely and those are accounts that are maybe we’re not set up.
- Yesenia
Under linked accounts and there were setups into different accounts if the accounts are linked together.
- Yesenia
If this client had an additional property and I would go into the additional property into the second account and process of payment on the second account the master account, which would be this one which show that payment as well.
- Yesenia
So you would be able to see that payment on the master account.
- Yesenia
If you process a payment on the master account, however, you won’t be able to see in on the other accounts.
- Yesenia
It’s only going to show up on the master account.
- Yesenia
So this is important if you are taking Posits that you’re processing the payment on the account that the service is actually being performed because it will show up either way on the master account.
- Yesenia
So you will be able to see all payments on the master and it can get confusing if you have several accounts under that master account.
- Yesenia
But if you’re going through your invoices under the master account, each invoice will list who that property was for under the address, so you’ll be able to see that.
- Yesenia
At or you can just go through the account that you’re really wanting invoices for and just pull up those invoices.
- Yesenia
But if you’re pulling up the invoices from the master account, then you would have to go through these to see individual invoices and who they were service for.
- Yesenia
When you’re doing I mentioned the the credit card refunds and how those work when you’re doing check refunds.
- Yesenia
If you are issuing a check back to a client if they paid by check, then you would have to adjust the balance on their account so that it’s zeros out.
- Yesenia
So this if I am Refunding this payment to 695.
- Yesenia
Back to the client you would have to adjust the balance because they’re in that what you would change that payment to 0 which would now so show up as a 695 and then you want to adjust the balance so that it shows up when you do that.
- Yesenia
It will allow you to add a note as to what happened same with the credit.
- Yesenia
If you’re adding a credit on to the account you do need to make sure that when you’re adding a credit if it’s for a specific service that you’re adding that line item here and what sir?
- Yesenia
That was for even if it’s partial you do need to make sure to add it so that it applies towards that service that you are processing that credit for and these are credits after payments have already been processed if they have not been processed yet.
- Yesenia
Then you can always do credits through the invoice.
- Yesenia
For for deposits again, those will show up as credits on the account and you can run a report as to what accounts have credits you can always view those that way you’re making sure that those credits are are being applied because if those payments are not Auto allocated the payments will continue to show up in red as not allocated and so will the invoice it will show as unpaid and you’ll likely see it under your invoice.
- Yesenia
And showing under open invoices so that you know, which ones are going on.
- Yesenia
If they have a zero balance here, you know that that payment wasn’t applied because the balance is still zero, but it’s still showing up under your open invoices.
- Robert Cain
Hey you think yeah, I just missed a question from yard Masters.
- Robert Cain
He asked if you have to avoid the invoice in that case, but I think that was from a prior topic that you’re discussing.
- Yesenia
I’m assuming it’s the.
- Yesenia
Check.
- Yesenia
Question, so we’ll check payments.
- Yesenia
You can’t avoid them.
- Yesenia
They won’t give you that option.
- Yesenia
That’s only going to be for your credit cards.
- Yesenia
So if you are avoiding a payment on your Visa Mastercard Discover or American Express, once you avoid that payment that refund that amount will show up back again on here.
- Yesenia
It won’t credit that back onto the account.
- Yesenia
If you’re if the question was about the check when you’re refunding when you’re putting the checkbox and you if you mean by avoiding the invoice and deleting the invoice, I wouldn’t suggest doing that deleting any invoices changing it back to zero would probably be your best option and then adding your memo on to your invoice and then adjusting.
- Yesenia
The account.
- Robert Cain
We got two more questions.
- Robert Cain
The first one is how do you permanently delete an invoice or would you.
- Taylor Cannon
Even want to do.
- Robert Cain
That?
- Yesenia
I would never permanently delete an invoice, but you would delete it from here if it was a really truly a mistake than yeah, you would go in here and delete the invoice delete the transactional together.
- Robert Cain
Do you get that right accidental?
- Robert Cain
Delete it?
- Yesenia
Yes.
- Robert Cain
Charlie saying that it actually comes back up.
- Robert Cain
If you do that, it’ll pop back up.
- Yesenia
If you delete the transaction.
- Robert Cain
Is it possible like that that Circle right there is that showing that that invoice has been voided?
- Yesenia
No, it’s a telling you you can boil.
- Robert Cain
Okay, there’s no indication that invoice has been boarded at any point in time when people actually avoided it.
- Yesenia
So and once you delete it, there’s not the and nothing’s going to show up on there.
- Yesenia
Which might mess up your what happens is when your services then you’re still going to have that service here, but it’s going to have switch that icon.
- Yesenia
It’s kind of like a floating service.
- Yesenia
I have the service, but it’s not.
- Yesenia
Link to anything on the invoice.
- Yesenia
Because the invoice has been deleted.
- Yesenia
So in that case you would have to re open up that service re dispatch it be completed to recreate that invoice.
- Robert Cain
Charlie all I’ll Circle back on that with you directly and then Kevin asked if we can elaborate on the functionality of the Quick Books Inc.
- Yesenia
So click books.
- Robert Cain
Yeah, just like the functionality of QuickBooks and game.
- Yesenia
So what transferred when you Duvall with QuickBooks?
- Yesenia
I know I’ve seen it where whenever you do transfer over it can get when when you have two accounts or multiple accounts like related properties.
- Yesenia
The only issue I find what that QuickBooks and the functionality is that if in QuickBooks if you have an account under for example, Denise Anderson, and then you have a separate account.
- Yesenia
Let’s just say Denis.
- Yesenia
Let’s just say this was her mom’s the if you’re processing that payment under The mom account that it does have some issues transferring over into QuickBooks depending on how you have it set up but I’m not too familiar on the thinking of the the QuickBooks through the invoices.
- Yesenia
But I know that when I’ve done the thinking the past is that that’s the only issue I’ve had with with transferring payments and invoices over.
- Robert Cain
Okay, and sorry Kevin if you need some more information on that, I’m going to make a note for Justin as well and we can we can Circle back with you on that one.
- Yesenia
One So let me go through.
- Yesenia
You can also pull up reports from here for payments made credits processed.
- Yesenia
If you do expenses, you can always add expenses on to your invoices.
- Yesenia
So if you do sorry under your services, so if you do commissions based on labor and.
- Yesenia
Product you can always add them on here.
- Yesenia
So when you click on a service you can out and this invoice is already locked.
- Yesenia
So it does not allow me to make any changes to the service but I can always add my expenses here whatever receipts that were turned in for this disposal fee service.
- Yesenia
I would put it in an expense here.
- Yesenia
So you can pull up a report of the cost associated with labor based on that service.
- Yesenia
You can also pull up your report on credits.
- Yesenia
So you have all the credits processed on the account.
- Yesenia
They can see a list of that.
- Yesenia
If you do payroll through service autopilot, or pull a report of payroll, you can pull up payroll information here.
- Yesenia
If you ever have the issue of not have that often where the crews forget to clock out.
- Yesenia
At the end of the day, you can adjust it here based on the person.
- Yesenia
Otherwise, if you don’t adjust it, there are likely going to get an error message saying that this person is still clocked in at a job and it might be from weeks past where it finally brings up that error message that it needs to be clocked out.
- Yesenia
So you would fix that here preferably fixing it when it happens is the ideal that way you don’t have to search through and see which ones you need to fix.
- Yesenia
You know, which ones it is based on their reporting but this is where you would fix any clock in issues for the employee not for the job.
- Yesenia
And then you could pull up your payroll report based on based on their clock in and clock out time.
- Yesenia
If you have not yet set up your cruise in your teams.
- Yesenia
It is important to do that to be able to get them clocked in and clock out properly and making sure that you can calculate whether your jobs were profitable or not.
- Yesenia
So if you’re looking at budgeted hours consistently you want to make sure that everybody that is going to be on that crew is clocked in for each job.
- Yesenia
Otherwise, they’re reporting on your budget and budget and hours to actual.
- Yesenia
Going to be incorrect because you may have 4 Min 4 Min out in the field, but only three clocked in so your team assignments need to be set up.
- Yesenia
And before you do that your employees do need to be set up in the system all of your field employees.
- Yesenia
Otherwise, you won’t be able to select them when you’re doing your teams.
- Yesenia
And with your team’s you can call them anything you would like obviously appropriate but you would do like for example, they have them.
- Yesenia
I’m here in colors.
- Yesenia
So you can do your green team.
- Yesenia
If you have different services, like we currently do in aren’t in the tree company emit.
- Yesenia
You will have tree-trimming crew and then their name or some crew and then their name you would have to assign a team code.
- Yesenia
The team code is for the dispatch board purpose.
- Yesenia
So that will show up on the dispatch board as their team code.
- Yesenia
You can also have a default format of Route sheet.
- Yesenia
So if you are printing route sheets anytime you select this team.
- Yesenia
You can have that condensed.
- Yesenia
You can have a defaulted or you can also create your own work order formats where you can you have a list of options to select on how you want that work order to look then you want to select the map icon or the color of it.
- Yesenia
I would suggest not choosing the same color for your team’s you want to make sure that you can identify.
- Yesenia
What team is what if you’re doing colors.
- Yesenia
Maybe it’s a good idea.
- Yesenia
To stick with the colors that you’re doing on the description, but if not just make sure that you’re selecting different colors.
- Yesenia
Otherwise, if you have a group of for example sales team, you’re going to have them all in gold color and cannot identify who is who unless you’re clicking on each single one.
- Yesenia
Starting address is going to be for the routing you want to make sure you select where they are going to be starting.
- Yesenia
So if they’re taking out taking off from the office you want to make sure Put the office address locate location so that it does calculate that latitude and longitude and if you’re doing optimized routes and dispatch board, I’ll optimize it based on your starting address.
- Yesenia
Once you put this in it’s going to create this account, but you do want to assign teams to the the the teams that you have set up.
- Yesenia
So here you would go to add assignment and you would add each team team member that is going to be in that team.
- Yesenia
Now this is going to be what is what you want it permanently now that is not always ideal because you always have team members calling in our Of work, you might have to swap a couple of people depending on your needs and so once I save this this team is going to stick to this crew on the tablet.
- Yesenia
But if I have to change it just for one day.
- Yesenia
I would go through my dispatch board to do that.
- Yesenia
So if I pull up let’s just pull up the manager Office admin.
- Yesenia
They don’t have Teams really here.
- Yesenia
But if I go here and I go to more and assign teams here is where I can drag and drop based on the day.
- Yesenia
So I’m looking at Team assignment only for January 11th.
- Yesenia
I’m not changing the team assignment permanently that’s done here.
- Yesenia
That’s only going to be for this individual day.
- Yesenia
So then you will just drag and drop people in and out.
- Yesenia
Whoever you replace them with you’ll put them in here.
- Yesenia
Notice how there is no save option on this as soon as you click X it’s going to update I would suggest doing this as soon as you know, so that whenever they are out in the field clocking in and out you can move those over once they refresh they’ll they should see their new team members in their tablets or their phones whatever they may be using the crew themselves.
- Yesenia
They can also update if you They’re setting set up properly, but they can also update their team on their tablets and they can have that selection on their tablet.
- Yesenia
So if your team knows how to use the the service autopilot at them they can do it themselves.
- Yesenia
They also want ever they are on the job.
- Yesenia
They need to make sure they’re clocked in that icon on their tablet should be in color.
- Yesenia
Otherwise, they’re still not clocked in whether we have their team.
- Yesenia
Right or not and the budget at ours will not be correct because of that so they still need to make sure that they’re clocked in and out.
- Yesenia
If we do need to Deactivate a team you can just go here and hit actions make an active which will now put them under the inactive team.
- Yesenia
You can always activate the same team again, just like you would employee in your service autopilot system.
- Yesenia
You can also you have the vendors option here where you can add your vendors on to your service autopilot account.
- Yesenia
If you do use vendors just make sure you add them on here.
- Yesenia
You can also have vendors selected for your services.
- Yesenia
So if you’re Contracting job out to somebody you can add them as vendors into the system and assign that job to that Bender so that you know who completed that service and then it wasn’t.
- Yesenia
One of your team members, you can also add that expense based on that contractor to that job so that you can also see your profitability.
- Yesenia
And then finally your employees section here.
- Yesenia
Make sure that you maintain these based on your employees coming in and out so that when you do have your team assignments ready to go you can just go into the team assignment settings and update it.
- Yesenia
Otherwise it you’re going to have to go back here and update an ad.
- Yesenia
The employees into the system.
- Yesenia
Any questions on the team?
- Yesenia
And then adjust quickly touching base on the team here when you are if you do print routes, it will also show up the the team assignment on the route.
- Yesenia
So they’ll be individual by name will have each name listed on the top right-hand corner of each route so that they also can see whether it’s correct or not.
- Yesenia
And then you can update as needed in service autopilot.
- Yesenia
So it’s not only a functionality for the tablets or the phones, but you can also do it if you’re still in the paper routes.
- Yesenia
And then the report center for the report center.
- Yesenia
It’s very customizable.
- Yesenia
You can create your own reports here.
- Yesenia
Essentially you can you can add and filter anything you would like.
- Yesenia
But the Reporting Center has changed a little bit from from when I started using it, but from what I’ve seen and what I’ve used it you can now have filters Within.
- Yesenia
Report where you can pull up.
- Yesenia
Different services or different Cruise whatever you would like on the report section.
- Yesenia
You can always create those at any time and Export them.
- Yesenia
No going back to your my day.
- Yesenia
And then just kind of touching base a little bit on the employees time cards.
- Yesenia
If you do have office employees clocking in and out that will show up under your team or your I’m sorry, you’re under your accounting and payroll reports the clocking announce.
- Yesenia
If you assume as that the the employee pulls up, there are service autopilot your to dues will show up on here the to do.
- Yesenia
Created based on the clients account where we went through the calls and the to dues they can be created either or if you want to do calls or to dues as long as it has a due date on there.
- Yesenia
It will show up on the my day the calendar start and end date.
- Yesenia
It’s what triggers it to show up on the dispatch board.
- Yesenia
If it doesn’t have that calendar start and end date.
- Yesenia
It’s going to be the the service is going to show up as just a to do so.
- Yesenia
It will show up.
- Yesenia
All here.
- Robert Cain
Is a.
- Yesenia
Question.
- Robert Cain
Of how that red that red dot appears.
- Yesenia
This one.
- Yesenia
So this one if you go through and that priority is set too high.
- Yesenia
So it’s just going to let you know that that’s a high priority.
- Yesenia
Here you’ll be able to see all of the to dues anything that has been man’s is going to show up in red just kind of indicating you need to get on it, but you can go through the counts here.
- Yesenia
So for example, if I were to click down Goulding, I can go through the client portal from the my day screen not losing this my day screen.
- Yesenia
I can also click on the actual note and it pulls up that to do here where I can see details of that estimate.
- Yesenia
Or that excuse me that to do than it needs to be completed.
- Yesenia
You can complete the two dues based on the actual.
- Yesenia
My day screen so you can just complete them through here.
- Yesenia
You can also go into the client account go through the to do section or you can also go through like we had right now go through the service completed through here.
- Yesenia
Add your comments add an email to the account.
- Yesenia
You can also update this to do if I wanted to assign it to somebody else.
- Yesenia
I can go in through the to do and assign it to somebody else on the The to do tab I can also add my comments.
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So for example transferred over to somebody else based on this and that.
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Anytime that you on the my day screen anytime that you run any report it is going to show up here.
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Just letting you know that it’s pending or when it’s completed.
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So any time that you run any report, it’s just going to say go to your my day screen to check on the reporting.
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Also any any notifications or any automations will show up here that we are needing to to look at will show up in this section here.
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Otherwise, all of you to this will just be listed based on time.
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You can also filter if you want to look at two Deuce do in the next seven days.
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If to do hot no due date you can also select it here.
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So it will have no due date listed and then you can also look only at past due or if But he selected you to follow another to do it will show up here.
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And for the following a to do actually let me go through here.
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If you want to select somebody to follow a specific to do you would just go through the details tab here.