- 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.
- Yesenia
So for example transferred over to somebody else based on this and that.
- Yesenia
Anytime that you on the my day screen anytime that you run any report it is going to show up here.
- Yesenia
Just letting you know that it’s pending or when it’s completed.
- Yesenia
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.
- Yesenia
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.
- Yesenia
Otherwise, all of you to this will just be listed based on time.
- Yesenia
You can also filter if you want to look at two Deuce do in the next seven days.
- Yesenia
If to do hot no due date you can also select it here.
- Yesenia
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.
- Yesenia
And for the following a to do actually let me go through here.
- Yesenia
If you want to select somebody to follow a specific to do you would just go through the details tab here.
- Yesenia
And then under the following list.
- Yesenia
You can select the person you want following that to do.
- Yesenia
So now they will see in under my day under the follow section.
- Yesenia
And I’ve seen that done mainly managers following somebody else has to do or vice versa as well.
- Yesenia
Any questions so far?
- Yesenia
So on the top right hand corner here, we have all of the like I mentioned this one will allow you to see the last job’s this one is going to allow you to add a client estimate to do called job and packaged.
- Yesenia
So this is what we call the quick add.
- Yesenia
You don’t have to be in the client account to do this.
- Yesenia
If you’re adding a client from here.
- Yesenia
It’s just going to populate the the add client screen.
- Yesenia
If you want to add an estimate you can do that as well.
- Yesenia
You just have to start over with the process of finding That client that to do call and job you can also do through here your alerts that you’ll see on here can do in can be in regards to estimates to do that have been completed that you were following will show up here payments that have been received text message alerts or if a package or a recurring service has been renewed then you initiate it that renewal it will show up in the alert system here.
- Yesenia
Let me go back to Denise Anderson and touch base on the estimate portion of the client portal.
- Robert Cain
We got a question that if there’s any way to add more than one person to a to do and I’m assuming that mean client.
- Robert Cain
Or no, no.
- Yesenia
No.
- Yesenia
No, I think you means individual.
- Yesenia
Yeah, there is not now you can only add one person to a to do and then you can have somebody following it and from what I saw I think you can let me pull it up real quick.
- Yesenia
Yeah, you can select as many people to follow that to do but the actual assignment to the actual to do can only be one person.
- Yesenia
What I would suggest doing if you are needing multiple people, for example, I’ve done it for meetings.
- Yesenia
I would do an actual service.
- Yesenia
So I have an account based on the the office location.
- Yesenia
So I have an account here.
- Yesenia
And what I would do is I would create a service and because we have weekly meetings here in the office with our sales team.
- Yesenia
So what we do is we set up.
- Yesenia
Recurring weekly meeting service and it’s everyone’s day and the between this and this time and I can add multiple assignments to that meeting.
- Yesenia
So the now I have the whole team seeing it on their schedule.
- Yesenia
So if you are needing more than one person I would do it as a as a recurring job, but changing it so that it’s and you can do that through your settings instead of having.
- Yesenia
Instead of having it be of any or have any cost Associated.
- Yesenia
It’s just going to be at zero.
- Robert Cain
Could you do the same thing with a one-time job?
- Robert Cain
Or does it have to be able to.
- Yesenia
Know it doesn’t have to be a recurring that’s only if you have like weekly meetings like we do you can also do a one-time meeting and just have everybody set up on that.
- Yesenia
So I’m pulling up purely it’s here.
- Yesenia
Let me clients.
- Yesenia
So I got here you.
- Robert Cain
Could use that same tool if it’s a sales appointment that multiple people have to go to you would just set their rate at zero.
- Yesenia
Right and I would definitely call it instead of just a weekly service.
- Yesenia
I would call it weekly meeting or whatever the one-time meeting then you would just select it here.
- Yesenia
And here’s where you would be able to select the multiple individuals attached to that meeting.
- Robert Cain
So you would change you would add that service under settings is like weekly meeting or sales appointment or whatever type of scheduled assignment.
- Robert Cain
That would be.
- Yesenia
Right.
- Yesenia
Yeah, once you add it you’ll be able to pull it from here.
- Yesenia
I would suggest adding also budget hours based on how much you plan on because if you have a team that has had does does have a schedule it creates that time block so that people in the office or somebody else is not adding schedules are time frames on top of their meeting just putting in that time frame so that that’s blocked off from their schedule in the dispatch board.
- Yesenia
All right, let me and that would be the settings option here that you would go through under scheduling and you would create you can do that master schedule where you can do just the one time not master schedule.
- Yesenia
Sorry the The master schedule is see if you’re wanting a recurring one.
- Robert Cain
Kevin asked that he be that we have model serial number listed in custom Fields can use essay for equipment maintenance scheduling maintenance Etc.
- Robert Cain
And the answer to that is yes, and you can either create a separate account for that maintenance item.
- Robert Cain
So if it’s like a truck or another specific type of Maintenance items and then you can customize forms.
- Robert Cain
Even automations around that account based off of scheduled like a scheduled maintenance program or anything surrounding that item.
- Yesenia
Ryan and just touching base on the forms.
- Yesenia
With a former with the if you are doing that with the forms, you can also have them attached to their so you can give the crews access to forms to specific forms right now.
- Yesenia
We have a couple of them out in our field where we have the equipment maintenance.
- Yesenia
So I have a chipper that’s down then my tech out in the field can pull up their account submit a form and just saying what the issue is, sometimes they take pictures.
- Yesenia
Hours of the problem it’s not a requirement, but you can have that option and then once it’s submitted we can have it automate so it alerts are mechanics and have them check on that truck so you can have forms inside there.
- Yesenia
Their tablets or their their phones so that you can have that option.
- Robert Cain
Do you want to cover the auto assist?
- Yesenia
The the automations.
- Robert Cain
Well, yeah, at least like the auto is there so that you can access various forms from client account.
- Yesenia
Yes.
- Yesenia
Sorry, give me just a minute.
- Yesenia
I’m just going to grab a cup of water real quick.
- Robert Cain
Questions while she’s doing that feel free to type them out there.
- Robert Cain
There will be the capability of so Justin and planning on jumping onto this called towards the end.
- Robert Cain
We’ve done pretty quick based off of the fact that we don’t we haven’t had a lot of questions later here, but if there’s anything that we missed if there’s anything that that we can’t answer for you.
- Robert Cain
I’m going to make sure that either just in can jump on or we’ll shoot those questions over to him so he can get back to you guys on Directly, but I did want to take some time to cover at a high level of automation that if there’s any other topics that you guys want to take a look at that we haven’t touched on feel free to put those in the comments as well.
- Yesenia
Okay, so I’m in the the form section and I’m assuming how to have that that form into the Cruz tablet and that having that functionality on the field is what you’re wanting to look at.
- Robert Cain
Yeah.
- Yesenia
Okay, so I’m just going to click on one of these.
- Yesenia
Particular look.
- Yesenia
So just on this one.
- Yesenia
Looks like it’s a clock in.
- Yesenia
So kind of for the foreman to check in on so here you can also have this this is already set up.
- Yesenia
So it’s showing on mobile and then you can associate it to the client to the job.
- Yesenia
But if it has nothing to do with the job than you want to select one of these these options but most of them are going to be Associated to for example, we were talking about budget and hours earlier.
- Yesenia
Is there a way to alert me when budget hours are not met.
- Yesenia
This would be a perfect way where One associate it to a job and the four men can also submit that and take pictures as to why the job was underbid or are why they had issues with the job.
- Yesenia
So here they already have it set up showing on the mobile and then for you can add additional fields on here.
- Yesenia
So if you wanted them to or if you wanted to see who was setting it up or who was entering the information I would suggest keeping the cruise.
- Yesenia
Forms as simple as possible.
- Yesenia
They have as a crew scheduled to complete so you don’t want to bug them down with so many questions.
- Yesenia
Just getting the main ones on there.
- Yesenia
You can also switch the form layout where you can select the the the template type.
- Yesenia
You can also do the logo if you want to add the logo on the actual form you can do that.
- Yesenia
But in the form settings, this is where you’re going to make sure that you have show Mobile you can also once this form and submit this form you can have send an email confirmation and if you want an email confirmation sent to the client make sure he’s like that.
- Yesenia
The internal emails is just going to email the the people you select here.
- Yesenia
So here you would do the email to and who is that email is going to go to and what I would do here based on let’s just say the budget hours.
- Yesenia
I would just put Put alert budget hours were or job was underbid whatever you want to put on here so that when that email is received whoever it’s emailing to they quickly can know what the issue is and it is going to have that that client account attached to it.
- Yesenia
As long as we have the settings set up that way if you’re sending an automation, so the client or the foreman takes before and after pictures you can do Using forms, there is a setting that that you can change also within the tablet or the phone where you can make it a requirement that the tech takes a before-and-after pictures and that’s going to be under the user settings.
- Yesenia
But if you’re wanting that picture to be sent to the client right away, you can do it based on forms, and that would be send email confirmation or even a confirmation that the crew was there.
- Yesenia
Are you can do that too?
- Yesenia
And you can send that client that email?
- Yesenia
Let me show you the.
- Yesenia
User settings.
- Yesenia
For the user settings definitely go through these because you want to make sure that the right people have access to things and there’s a lot of options on here where you can delete certain things and you want to make sure that the right people have those access so that things are not deleted but if you go through the mobile, this is all the settings that you have for your mobile device where you can have them see the service either rate if that’s something you want to do.
- Yesenia
They can also make sure that you have edit.
- Yesenia
Come on here so that they can edit their own team.
- Yesenia
And then this is the requirement for the before and after pictures you can do before after but before once they click on that job and click on start it’s going to ask for that picture and once they hit complete it’s going to ask for that other that final picture.
- Yesenia
These pictures are then attached to the account under the mobile attachments in the service autopilot Gallery down here.
- Yesenia
They can also add and it doesn’t have to be a requirement but they can also take pictures within the system.
- Yesenia
Even if this is not a required field.
- Yesenia
And I don’t know Rob if you wanted to touch base anything else on the automation part on the inside not the on the forms.
- Robert Cain
I’m gonna go I’ll go over a couple things when I transition transition into just like high-level automation.
- Robert Cain
But I think that’s very helpful.
- Yesenia
You can edit your forms there just add additional forms on on the service autopilot.
- Yesenia
What is really great about the form Builder is that there are some pre-built forms that you can use and I’ve used some of these as well where you don’t have to start from scratch.
- Yesenia
You can just select some Of these options where you were you automatically have these pulled up so far the vehicle repair form.
- Yesenia
If you want to do that.
- Yesenia
I’ll just load what they have and it’s just very basic where you’ll be able to update it based on your company’s needs if you do.
- Yesenia
The hiring of employees on service autopilot, and this would be a great way as well to keep your To keep your applicants in the forms and then to see the form submission.
- Yesenia
So see how many people are how many of those forms have been filled out and I’ll select one that doesn’t have many so it doesn’t take long to load you would select this button here, which will tell you how many that they have filled out and this can be filtered.
- Yesenia
So I do this for my leads like I mentioned before I have a forum where I have everybody going To that form filling out client information so that I know that they’re getting everything that I need filled out and then I see I can go through the form list so I can see how many each rep has submitted for the day and whether they met their goals or not.
- Yesenia
I can definitely see that you can also filter it through the column section or add additional options through the columns and the columns you can have based on what the form has you can just select those.
- Yesenia
Additional items to view on the report.
- Yesenia
You can also export this list or filter up here if I only wanted to see form submitted by a certain individual I can put their name here.
- Yesenia
So it pulls up their list only.
- Yesenia
And then just as a reminder those Farms that are submitted are attached into service autopilot and you’ll see that under forms on the client account and you can click on the form and see what exactly what was submitted for that client account.
- Yesenia
You can also send an email from the this confirmation to the client.
- Yesenia
So if you’re sending a confirmation email based on the service, they selected and you’re using form you can select that you can I have that option to email.
- Yesenia
And then forms.
- Yesenia
If you are using.
- Yesenia
I think this one has it but if you are using client account client the client portal the client portal right now.
- Yesenia
It’s very from the last time I’ve seen it it’s very basic where the client can make payments online.
- Yesenia
And then as I mentioned when the client makes a payment whether it be towards their deposit or not, you would see that alert here one of the things if you do take deposits is that there’s no in Would have to create an actual invoice for a deposit.
- Yesenia
So it you would have to believe it’s a service that you would go through and when you add an invoice you would select deposit here and then you can change this.
- Yesenia
So if this was deposit, you can change this deposit for estimate number whatever that is change the the mound for the deposit one thing that you do have to watch out for if you’re doing the deposit is that you do have to go back in here.
- Yesenia
Once that payment is received and zero out that deposit so that it is an actual deposit and it shows up as a credit on the account.
- Yesenia
And then just to touch base on the estimates.
- Yesenia
This is mainly for the sales team that goes out there as I mentioned.
- Yesenia
I have this new estimate form put in prior to the arborist or the salesperson going.
- Yesenia
Out and the reason I do that is so that it is more.
- Yesenia
It’s definitely easier for the salesperson or anybody else coming in here to put in the information.
- Yesenia
Definitely the estimate date put in as the date that they’re going to go out there and changing it to the actual sales person.
- Yesenia
I also do this or so that I know what this estimate came from.
- Yesenia
You can have a repeat client.
- Yesenia
That is a repeat client, but they could have heard from From us a different way or they googled this time or they forgot about us and a referral came in so you can always change that Source here and then when you go through and you want to cool items you want to add them through the add item section.
- Yesenia
It’s just Doom.
- Yesenia
So some of these services are already fixed on the rates.
- Yesenia
So once I do that, I can change this to a quote which now if I have the template selected for my estimate, I can send a the client this estimate that they can review online.
- Yesenia
You can also you can add additional Service as many as you want on here to quote the client and really good.
- Yesenia
Is that whenever you send it to the client that you also have the option to select which Services they want and which ones they don’t but you do have to set up your estimate document so that you can see that and the client has those options where they can see it.
- Yesenia
Now.
- Yesenia
If this is in quote status, we can’t schedule that service.
- Yesenia
We would have to change that into the one status.
- Yesenia
Once this one from here.
- Yesenia
I can go I can select that service and I can go to owl And here is where I can schedule the recurring service or a waiting list job service.
- Yesenia
Usually I use this just for the waiting list job so that I can have the option to call the client when it’s ready and get them dispatched on onto the day that they’re wanting the service from here.
- Yesenia
You can also update the client note.
- Yesenia
So if they’re if they need instructions and what area they’re going.
- Yesenia
In to do the service you can do a job note the estimate description this automatically get sent to the client, but the job know is going to be sent to the crew.
- Yesenia
So here you can put additional instructions that the crew may need or the area that they’re servicing.
- Yesenia
If you do trees the trees that they’re doing or if it’s a front yard only for lawn maintenance.
- Yesenia
You can do that here.
- Yesenia
You can also add your Bounce through the estimate option.
- Yesenia
So the discount type again, these may be already set up or you may just have them as zero where you want to add the rate manually.
- Yesenia
And then you can also add products from here from the other screen adding products would be all the way over here.
- Yesenia
But in this case on the estimate form, it’s going to be this little plus + button where you can select a product you can also add a sub service, but just keep in mind if you add a sub service and you have this checked all of the services listed here will be included.
- Yesenia
So just make sure that you understand like that.
- Yesenia
But if you’re only adding a product and you want to make sure to add it through here and it’s just going to fall under that category of the main service from here.
- Yesenia
You can also have the option.
- Yesenia
If you want to invoice the product confirm just means before invoicing you have to confirm that in that shows up on the dispatch board and then invoicing the product or not is also an option on there if you see on here this one Is showing up that this product here is going to show up on the estimate and that’s based on the settings.
- Yesenia
We have the total is also going to be updated.
- Yesenia
So if I do hide because I already have this under one.
- Yesenia
The total is going to be updated based on the services.
- Yesenia
We have selected here.
- Yesenia
And if you do have your costing setup, it’s also going to set that up here and then again to schedule you would just select the properties and go to schedule.
- Yesenia
And you can add that waiting list up one time job recurring service or work order.
- Yesenia
You can also set up your templates.
- Yesenia
So making sure that you select the template you want to use for the For the account and then if you do want to see a preview of it, you can go to preview so that you know what this is going to look like before sending it to the client.
- Yesenia
I’m not sure if they have their estimate set up and let me see.
- Yesenia
Now looks like that template is in setup, but you would basically see what your template looks like with the cervicitis items that you have here listed it also changes the soon as you change it to with to that as soon as you change the status to lost it does change the revenue amount so that it is at 0 and then you just want to save and close it so that you have that estimate and Clay’s that client does change their mind.
- Yesenia
You can always go back in here modify it or Schedule at once you save the estimate on here.
- Yesenia
It is going to show up as an item here under your estimate so you can always pull it up.
- Yesenia
But if you convert that into a job, then you’ll have an extra item here where it’s going to have that job based on that estimate.
- Yesenia
So then you can go to all upcoming and then dispatch it from the all upcoming section.
- Yesenia
If you are sending an estimate from here from the estimate screen, it is going to show up under your email section on your timeline.
- Yesenia
Are there any questions on the estimate?
- Yesenia
And is there anything that specific that we need to go over counting recurring services.
- Yesenia
Or anything else?
- Yesenia
We want to touch base on so that I can go through that.
- Robert Cain
We’ll give you guys a minute if they have something they can type it out.
- Robert Cain
Same type.
- Robert Cain
It looks like there’s any questions coming in.
- Yesenia
Okay, did you want to touch base on the things you wanted to or determine to?
- Yesenia
Just jump in a couple of things here?
- Robert Cain
Yeah, go ahead and cover everything that you got and then and then I can transition as soon as you’re done.
- Yesenia
Okay?
- Robert Cain
And this is for Taylor.
- Robert Cain
Yes, if the webinar was more for people who are new to SBA.
- Robert Cain
I would say yes, and no, I mean if if you have folks within your office or if you yourself were new to service autopilot.
- Robert Cain
This is a great training for that.
- Robert Cain
But also this sort of connect some of the dots and Bridge some of the gaps for a lot of folks that we’ve talked to that are using service autopilot, but they don’t use it to its fullest capacity or they’re using workarounds for certain things.
- Robert Cain
So in order to.
- Robert Cain
Confirm compliance with a lot of different tools and features of service autopilot.
- Robert Cain
This really helps to bridge those gaps.
- Robert Cain
Like I said, I’m definitely looking to cover automations at a high level but also interested in seeing who may not have automations loaded yet and is considering that right now and this may help, you know, bring some additional information to the table in terms of the benefits of using that.
- Robert Cain
But then I’ll let you take it from here you send him then I’ll transition.
- Robert Cain
It’s in Azure you’re ready.
- Yesenia
Okay, so just to one of the one other thing I wanted to cover is the search option for the clients.
- Yesenia
One of the things that I mentioned earlier is that we have the forms whenever we’re on entering clients into the system and when we do that based on the form, so as I mentioned I created a brand new form based on everything we want the only problem with that.
- Yesenia
Is that duplicate accounts may be created.
- Yesenia
So one of the things that is suggested and helpful is that you search for clients prior to entering the client into the system because then you’ll have multiple accounts where you’re entering your brand new client and the search bar here.
- Yesenia
You can search through anything through first name last name address.
- Yesenia
One of the things that I’ve noticed is that if the if the client has an address that has a direction for example this one If it had 31 West Woodland Road when you put exactly 31 Wes Woodland it tends to not pull up the account.
- Yesenia
So if it’s just an arc, Woodland 31 Woodland Road, it definitely pulls that better but you have different search options here where you can search name address phone number or you can also go through CRM clients in this section.
- Yesenia
You can filter through a lot of things if you’re if you do in-house lead generation, this is one of the main Main pages that you use it has all of the clients listed you can also see all clients and leads former clients that are click canceled kind of filter it that way, but you have all of these different filter options where you can filter the accounts to if we’re looking for accounts that we’ve did Services last year.
- Yesenia
We would use these filters to be able to to meet that or to find those accounts and be able to to call the appropriate.
- Yesenia
At ones but here’s a great way to search for clients.
- Yesenia
If you did create a client on accident or if you duplicate account client, you can go in here and delete them by selecting the actual client going through actions and delete clients.
- Yesenia
Just make sure that the right users have this accent access.
- Yesenia
Otherwise, you’ll have a lot of accounts that are missing or may have a lot of counts that are missing.
- Yesenia
You can also bulk edit a lot of items through The CRM option.
- Yesenia
So if I go through and select all of these properties and select bulk edit.
- Yesenia
I am able to edit these sections here.
- Yesenia
And this is great.
- Yesenia
If you for some reason did not put in that all of our accounts are residential and we want to update these account so you can select that here and just do a count time residential and then update it might take a couple of minutes, but the Great thing is that you don’t have to go through and individually update these accounts.
- Yesenia
Same thing goes for accounting.
- Yesenia
If you want all of your invoices that you selected for flag.
- Yesenia
You would do that through here.
- Yesenia
This is a permanent update.
- Yesenia
So just make sure that you are selecting the right accounts to update on the on the system.
- Robert Cain
We had we had two questions come in.
- Robert Cain
The first one is from Kevin.
- Robert Cain
If you could please show once an estimate is one how you would schedule a dispatch that job.
- Yesenia
Okay, you can do that.
- Yesenia
Let me pull up Deniz.
- Yesenia
And Rob I’m just going to go ahead and go through it.
- Yesenia
I’ll just go back and delete that service on the account.
- Yesenia
So here if whether you have the estimate already set up or not, you can just start from scratch.
- Yesenia
If you have work order numbers, you would put them in here po numbers.
- Yesenia
But mainly what we’re looking for is adding the services and I’m going to go back to the service here from here when I have a service you want to make sure that you update any rates budgeted hours update.
- Yesenia
Notes, then you want to go ahead and switch this service into one status again.
- Yesenia
It has to be under one so that we can schedule that service.
- Yesenia
Also, you’ll have an idea whether the total was entered and it matches what the client agreed on once you have.
- Yesenia
It changed to 1 I’m going to select that service again.
- Yesenia
And then I’m going to click on schedule based on what your scheduling and I’m going to do a waiting list job for now, but you can select whether it’s a one-time job a work order a recurring job.
- Yesenia
You can do that as well.
- Yesenia
But adding a waiting list job.
- Yesenia
So here you want to make sure you select the complete date by.
- Yesenia
So let’s just say we have a week to complete it and this is based on what’s going to show up in your dispatch board.
- Yesenia
So if this client does not want the service until February then make sure that you do change that start date to February.
- Yesenia
So it starts showing their I am going to assign it to the blue team.
- Yesenia
And again, this is not a permanent assignment.
- Yesenia
It could be changed on the dispatch board.
- Yesenia
If you do track any additional items, you do want to go through these tabs up here.
- Yesenia
So going through the details tab if you double check Make sure that the sales rep is correct that your source is correct PO number so everything that we see here was on the estimate screen that’s on the back.
- Yesenia
Just make sure that everything is correct.
- Yesenia
If this client needs a call ahead make sure that you select this option here now in the tablets what you’re going to see it’s going to seal the the crews going to see a little phone icon next to that client information.
- Yesenia
So they know that they need to call ahead on the notes section.
- Yesenia
This is Is just mainly for the cruise and just knowing what to do when they’re there the internal scheduling note on this section and any section of the jobs.
- Yesenia
It is going to show up on the dispatch board and I’ll do a test one here.
- Yesenia
Just make sure that you do select the show option.
- Yesenia
And then.
- Yesenia
Just going to put the same service here.
- Yesenia
But this is what the crews will see if you have multiple Services listed make sure that you select what’s note or what service that note.
- Yesenia
We’ll go to and this case I’m going to select that same service.
- Yesenia
Then I’m going to go ahead and click on save this is going to tell me that this is a pending job.
- Yesenia
I’m just going to hit okay here and now it’s going to give me the status here of scheduled but it’s on the waiting list.
- Yesenia
So it’s not really we did not give the client a date.
- Yesenia
So now we have to go back to the client account and dispatch that to the right date.
- Yesenia
So I’m just going to hit save and close here.
- Yesenia
And notice how nothing happens if I do refresh you will see that that service is on the waiting list.
- Yesenia
And if I go to all upcoming.
- Yesenia
I am going to see that that service is still on the waiting list waiting to be dispatched.
- Yesenia
I’m going to go ahead and click on it.
- Yesenia
And now I have the option here to change the status to dispatch and notice how that little call ahead is also on this little section here.
- Yesenia
Then I’m going to select the date which I’m going to put for tomorrow’s date.
- Yesenia
I’m going to leave it under team Blue from here.
- Yesenia
I can add job comments notes to client or it change the invoice description.
- Yesenia
I can also show products or attachments are forms attached to the service once I click on Save.
- Yesenia
It’s job is now dispatched to team blue for Sunday the 12.
- Yesenia
So if I go into my dispatch board.
- Yesenia
And I pull up Sunday the 12 service.
- Yesenia
I should have that job down here.
- Yesenia
This is the scheduling note that I added on your it’s going to show up under a line item right below it.
- Yesenia
This is mainly for internal use purpose what I currently use it at my job is for Crane requirements.
- Yesenia
If it’s a start job for the salesperson to be there if the crew requires a specific equipment that is not listed in my items, then I would put it on there too.
- Yesenia
Mind them that’s just for internal scheduling notes or if the client wants morning instead of afternoon time frame.
- Yesenia
I would add it on there so that when I’m running the schedule, I know that I’m going to put that one on the top, but here you’ll see the same thing.
- Yesenia
You’ll just see that dispatched the service the date is dispatched to who it is assigned to and then the little note section.
- Yesenia
It’s just the notes that we put on the service.
- Yesenia
I’m going to go through and just Just cancel that service.
- Yesenia
You’ll also see an under L upcoming you can cancel it through here, which is going to cancel that service.
- Yesenia
You can also do more and cancel which is going to cancel everything listed under that waiting list jobs, which could be one or more services.
- Yesenia
Now if you are canceling from here, if you have any jobs that are dispatched those will not be canceled.
- Yesenia
So if I take cancel and I confirm that that service has been cancelled.
- Yesenia
The upcoming service is still going to happen.
- Yesenia
So if you need that cancel, just make sure that you go back in here and cancel that service manually.
- Yesenia
And then if you did an estimate that you’re not supposed to you can also delete that hear from that section.
- Yesenia
But you can pull up the list of all of the estimates.
- Yesenia
And then what I always have everybody double-checking The Works to make sure everything is dry.
- Yesenia
You can just hit refresh and that service should be gone from the list.
- Robert Cain
Wait by the next question is from yard Masters and you know, you can go over the track and go over it but Justin’s also plug in and go for a breakdown of this as well based off of the freebies that were supplied.
- Robert Cain
But yes, what are all the points I need to have in order to set up and start using estimate.
- Robert Cain
You want me to cover that or do you got that?
- Yesenia
Yeah, go ahead and cover that.
- Robert Cain
Okay, cool.
- Robert Cain
Cool, so I went ahead and open this up.
- Robert Cain
There’s a couple different things that you want to have.
- Robert Cain
Let me switch my Bluetooth really quick here.
- Robert Cain
Do you have in place before you start using estimates is number one you’re going to if you’re using packages you want to make sure that those taxes are already created.
- Robert Cain
So packages consists of services that exist within a specific package.
- Robert Cain
So the packages are essentially what is going to translate over to service autopilot.
- Robert Cain
Can you go to schedule a job?
- Robert Cain
The next thing that you want to do is Is create these templates these estimate templates with those packages.
- Robert Cain
And again, this is if you’re using packages, but the difference is the packages that are created are what you’re actually using the schedule.
- Robert Cain
The templates are what you’re using to actually present to the client when you’re sending the actual estimate if I go back into settings here.
- Robert Cain
I’m going to go to my estimate grid.
- Robert Cain
And you’re going to want to make sure that you add a specific estimate grid.
- Robert Cain
So this is important in order to decipher what the client is actually going to see when you actually send send them the estimate through the document.
- Robert Cain
And there’s a couple different things that you can adjust here.
- Robert Cain
So you can change what like actual formatting of what the grid looks like.
- Robert Cain
I typically use this the table format.
- Robert Cain
You can adjust the types of fields that the client see and these are all either modified in the actual service description or you just various components of the estimates.
- Robert Cain
When you’re actually creating that quote in service autopilot, so I try to keep this as basic as possible.
- Robert Cain
If you want to reduce like the amount of extra stuff that you’re showing you can take off like the subtotal taxes.
- Robert Cain
If you’re not charging those you can eliminate those as well.
- Robert Cain
But yeah, essentially you can modify this grid to look however, you like it, too.
- Robert Cain
The next part of that is you’re going to have a couple documents that you’ll need to have active within your intention or four to stand a proper estimate and This can be a little bit confusing but you have a variety of documents that are available.
- Robert Cain
So you’ll have your your actual estimate document and then you have.
- Robert Cain
Here.
- Robert Cain
So when I open this this is actually this is actually the initial document that’s sent out to the client that will be used for the primary estimate email and then you’ll have a separate document that’s used specific for to actually display the the estimate itself.
- Robert Cain
But you’ll need to make sure that you have those grid setup in order to be able to insert the the the field required to actually import that Grid it’s it’s basically a I forgot the term like top of my head it is a.
- Robert Cain
It’s not that it’s not a merge field.
- Robert Cain
Dynamic content it’s a dynamic content field.
- Robert Cain
Sorry.
- Robert Cain
So you’ll need to make sure that estimate grid is actually set up before you do that.
- Robert Cain
Justin’s going to go over the actual breakdown of.
- Yesenia
The.
- Robert Cain
Items that you guys were able to download.
- Robert Cain
So in order to like reduce the redundancy, I’ll let him cover that that portion but essentially that’s really what you need to get started in terms of creating that estimate document.
- Robert Cain
I’m going to go ahead and transition it into automations.
- Robert Cain
Does anybody have is there anybody that has yet to act activate this yet on their service autopilot account?
- Robert Cain
Responses, so I’m just I’m going to assume that all of you guys are using automations right now or have it available in order to add an automation.
- Robert Cain
You’re going to click you’re going to actually go to marketing automations and actions and add a new automation.
- Robert Cain
Once you’ve added that automation is going to bring you to this screen here and you’re going to want to name your automation.
- Robert Cain
That’s specifically were able to obviously the actions of what the automation is going to do in order to start.
- Robert Cain
So you have different Journeys with in automation or sequences.
- Robert Cain
So these are essentially various actions that occur within a specific automation.
- Robert Cain
So if I want to create a new automation again, I’m labeling it so I can easily identify it.
- Robert Cain
But for this case right here, I’m just going to quickly.
- Robert Cain
Go through this you have several different types of triggers that are available in order to start an automation.
- Robert Cain
So this is essentially everything that can be done to to begin one of these sequences.
- Robert Cain
So they’re basically actions that occur within service autopilot that’s going to start this trigger in this case if we’re going to create a like an e-blast for example, I typically will do When I’m date, and then I’ll take a start date for when I want that e-blast to occur.
- Robert Cain
You can set various conditions.
- Robert Cain
So if a client has received an estimate within a certain amount of time or if there’s specific tags are on a client account that I don’t want specific clients to receive and email then I can eliminate those clients or I can segment clients that I want to receive specific emails.
- Robert Cain
So there’s various conditions that you can you can use when creating me You all right Amy.
- Robert Cain
I see that you’ve activated automation to be yells yet to start using it.
- Robert Cain
So but this is a this is really important and a really great tool to like I said two segments variety of client you can combine conditions.
- Robert Cain
So if a client has two different types of tags, or if the client hasn’t received an estimate and has this tag, and then I can send those clients through this this automation.
- Robert Cain
I also have these poor condition.
- Robert Cain
Where this is not a combination of two conditions, but it’s it’s either or basically and this can get confusing but what I always recommend is testing any automation before you run it because obviously if you have access to your complete Client List, and you know, it’s really important to make sure that you’ve closed the loop on on anything that could potentially happen within these communications.
- Robert Cain
So it’s always really important to at least run a test prior to doing this.
- Robert Cain
But that’s essentially how that works.
- Robert Cain
You can stop a sequence.
- Robert Cain
So essentially if I’m running an e-blast Automation and I want a client to fill out a form in order to meet a certain condition or if if I want them to fill out a form to take advantage of a promotion.
- Robert Cain
I can have that form trigger a tag onto that clients account.
- Robert Cain
And once that form is submitted I can stop that sequence.
- Robert Cain
So I’m not going to continue to Market to that client if they’ve agreed.
- Robert Cain
Sign up for that specific service.
- Robert Cain
So this is again a great tool within that sequence that you can use.
- Robert Cain
So I’m going to go ahead and just save this.
- Robert Cain
You have various events that occur once that automation is triggered.
- Robert Cain
So these are internal alerts within the office you just basically click click and drag these over you have standard email documents that can be sent to client you have form email document.
- Robert Cain
So these are forms that would be embedded within a document that a client would be able to access the important part of using these for me mails that if you’re embedding a form within a specific document and that client opens that form That form can map from that client account with Pacific Fields.
- Robert Cain
So essentially I open a form from my landscape company and I’m looking at that form and my name is already Auto filled in there.
- Robert Cain
My address is already out of building there.
- Robert Cain
And if I could like Teddy actions with about form then those will could either tag my personal account or they could fill in custom fields.
- Robert Cain
So that’s the benefit of using these for me milk you have if then statement.
- Robert Cain
So again, like if I’ve added a tag in the meantime, or if I have if I’m a specific client type or if there’s a specific sales person on a client account.
- Robert Cain
I can set a specific condition.
- Robert Cain
So again, these are just just various rules within that sequence that you can play with you have this marketing option if anybody has sent him activated this is where you would You would access a senjem campaign.
- Robert Cain
So you’d have the option to send out postcards based off of specific actions that occur within a sequence or based off of certain criteria or segmentation that you’ve created through the animation.
- Robert Cain
We’ve got notes.
- Robert Cain
This is really great.
- Robert Cain
If you have multiple people working on automation, we have these opt-in emails.
- Robert Cain
Which essentially allow clients to opt into receiving certain types of marketing emails?
- Robert Cain
This is also really important to is when you and you’ll see these within the document creator, but also these are sort of like shortcuts.
- Robert Cain
If you’re creating documents within an automation, you can personalize you can personalize these documents or you can add documents that you’ve already created within your account to easily autofill into this portion while you’re building your animations out.
- Robert Cain
I’m going to go ahead and cancel this you have the ability to add tags.
- Robert Cain
Typically you can add a tag if it’s a specific type of client or just you know, there’s a lot of paths that you can go down when you’re creating these sequences.
- Robert Cain
So this is just another action that can occur text messages are very helpful.
- Robert Cain
If you guys have these activated you can create custom text directly from me or you can add text message.
- Robert Cain
You know from from your your the document section within service autopilot, if you’re if you want to expect responses, you can.
- Robert Cain
Write here we can assign specific people.
- Robert Cain
To these responses and if a person like we’re to say yes, I accept or something like that.
- Robert Cain
You can have a series of responses go out to that client.
- Robert Cain
So again, that’s also very helpful.
- Robert Cain
This is the to do portion.
- Robert Cain
So if you have an assigned CSR to respond to various to do is you can flick that person or assigned to a specific person within your service autopilot instant.
- Robert Cain
You can create a specific to do type and then created to do body with these personalized and custom field and then you can also add specific tags from this.
- Robert Cain
212.
- Robert Cain
This update portion allows you to update various fields.
- Robert Cain
So you can update custom Fields based off of different selection through the through this sequence.
- Robert Cain
So again, you can see how these sequences can get very complex.
- Robert Cain
But this is essentially, you know, what each action does and then these wait periods are also very important.
- Robert Cain
So if I wanted to allow like the sequence to wait for seven days once a client submit this specific form, then I could do that or if I want to Wait two or three days.
- Robert Cain
Once I send out an initial marketing email for a follow-up email to go out.
- Robert Cain
I can do that.
- Robert Cain
You have these advanced settings here so you can run on specific dates a week or of the month and then you can run on specific time ranges.
- Robert Cain
That’s also very important as well.
- Robert Cain
When I’m setting setting up these emails to set up these time ranges for when those emails will actually go out if your client if you know, let’s say for example, you don’t want to disturb Recline at five o’clock in the morning.
- Robert Cain
Then you’d want to set that time range within a specific parameter so that you know exactly when those emails are going out and the other part of that is like not overloading the service autopilot just have this going to happen.
- Robert Cain
Like if you have you know, 10,000 clients in your database and you’re sending out a marketing email to them.
- Robert Cain
You don’t want all those emails to go out between 10 and 9 a.m.
- Robert Cain
And 10 a.m.
- Robert Cain
Because that’ll actually like overload the service autopilot system.
- Robert Cain
So you want to set those out with them like a Five to eight hour time frame.
- Robert Cain
So again, that’s that’s really important.
- Robert Cain
You can create again alerts within these emails.
- Robert Cain
So if you want like specific emails to go out based off the specific events, then you can have those emails needing approval from a supervisor and then also learned that supervisor once I emails supposed to go out.
- Robert Cain
So again, lots of actions lots lots of options within these sequences that you can you can Use to create a variety of campaigns and actions to communicate both internally and externally with your client.
- Robert Cain
But again, I always recommend, excuse me.
- Robert Cain
I would recommend doing a a couple tests to make sure that your automations are working properly, especially before sending out some sort of math action.
- Robert Cain
They may have any questions on that.
- Robert Cain
I know I went over it really quickly.
- Robert Cain
But if you guys have any questions specifically about anything within this screen, I’m happy to try to answer those.
- Robert Cain
All right.
- Robert Cain
I’m going to go over one of the automations from ready business systems that I really like.
- Robert Cain
I’m a huge believer in this one.
- Robert Cain
I think it’s a it’s a very strong Automation and there’s a lot to it as a lot of components to it that I think will be very helpful John.
- Robert Cain
I saw that you you added a question here.
- Robert Cain
What are some examples of tests?
- Robert Cain
So let me just Over one really quick before I go into that other automation.
- Robert Cain
So if I am sending out a me black.
- Robert Cain
What I’m going to do is.
- Robert Cain
Create a trigger that would be like a tag for saying so this would be like a test tag.
- Robert Cain
So I’m going to just add a quick test tag.
- Robert Cain
So you guys can see what that looks like.
- Robert Cain
And use an automation tag for that want to make sure that I check that off.
- Robert Cain
Otherwise the tag couldn’t be used for automation.
- Robert Cain
It’s just for clients segmenting.
- Robert Cain
So I’m going to save this tag.
- Robert Cain
Big and then I’m going to add.
- Robert Cain
Add this test tag here.
- Robert Cain
So I have an e-blast and the actual trigger is a test tag that’s added to a client account and I’m just going to save that sequence.
- Robert Cain
So let’s just say for example, I’ve already created this marketing email.
- Robert Cain
I’m going to select our company email address.
- Robert Cain
So this is where it’s being sent from the recipient is going to be all client weeds in contact.
- Robert Cain
And the email category it’s going to prompt you to select what type of email this is.
- Robert Cain
So if it’s a weekly special, I’ll go ahead and put that.
- Robert Cain
This is a good time range right here 9 a.m.
- Robert Cain
To 7 p.m.
- Robert Cain
One thing to note as well as these These timeframes are based off of service autopilot time.
- Robert Cain
So for Eastern Time right now, this would actually start at 10 a.m.
- Robert Cain
And go until 8 p.m.
- Robert Cain
So You want to be careful to reference S a time when you’re when you’re using this clock?
- Robert Cain
That’s something that I ran into a few a few different times.
- Robert Cain
I don’t want to approve the email because if I have 10,000 emails that are going out.
- Robert Cain
I don’t want to have to approve each one.
- Robert Cain
So I’m going to uncheck that now when I select a specific document and I have and like this is already a pre-loaded document.
- Robert Cain
So let’s just say for example, I have a customer lifecycle email and I have a specific form that I’ve created for that.
- Robert Cain
And again, this is just an example.
- Robert Cain
I’m going to select the form that’s built into that and you’ll you’ll cry.
- Robert Cain
You’ll create that form linked through of merge field within that document and I can go over that briefly, but I’m going to select my marketing email.
- Robert Cain
I’m going to select the form that’s attached that marketing email and I’m going to go ahead and save that event.
- Robert Cain
So the trigger for this is test tag is added.
- Robert Cain
I’m going to actually allow re-entry.
- Robert Cain
Now.
- Robert Cain
You want to be really careful with this as well?
- Robert Cain
Because if I have a run on time range for an e-blast email and I’m running it between 7 a.m.
- Robert Cain
And 10 p.m.
- Robert Cain
And I allow for re-entry once service autopilot Cycles through all of your Client List, it’s going to resend all those emails again to those same clients if this is activated, so The good thing is is I have a different type of trigger.
- Robert Cain
It’s a test trigger.
- Robert Cain
So I’m going to reduce the amount of time that I need to wait for this to one minute so I can test this trigger out and I’m going to save that sequence.
- Robert Cain
Now.
- Robert Cain
What I would do is go into a client account and existing client account and I would add that tag to that client account in order to trigger this with Automation.
- Robert Cain
And if I wanted to change something I could go back in that document or go back into the automation change that remove that Excellent client account and within another minute I could I could send that client account back through the same Automation in order to test it out.
- Robert Cain
So this is one way to test out an automation on a test account that you’ve created if you’ve got like your own email on there to make sure that that everything looks good on your end and that the automation is working properly.
- Robert Cain
So again, that’s that’s one way to do.
- Robert Cain
It is just by adding that test tag.
- Robert Cain
Hopefully that answers that question.
- Robert Cain
I’m gonna not say this automation was going to close that out.
- Robert Cain
So like I said, this is an example of the office automation.
- Robert Cain
So essentially how this one works is this is for getting new clients to update their credit card information.
- Robert Cain
This is also a lead nurture.
- Robert Cain
So once the client reach that reaches out for an estimate and if you ever have a situation where it takes longer than you know one or two days to get back to a client, this is a great lead nurture for them.
- Robert Cain
You also have.
- Robert Cain
Various reminders that will go out to different office People based off of these credit card updates.
- Robert Cain
And then you have notifications for for your sales people letting them know that estimates were accepted and then we also have these office tasks.
- Robert Cain
So if you have a key person within your office that that manages a lot of the day Daily and monthly tasks for your team.
- Robert Cain
You can assign these tasks directly to that person and these will be created as to dues based off of the intake form.
- Robert Cain
So if you sign up for an automation like this with ready Business Systems will send you an intake form asking you what types of tasks do you do on Wednesdays what type of testing to be done on Saturdays you fill out all that information if there’s nothing required on let’s say for an example like a Saturday, then we would just keep that sequence off but for the remainder of Time that office person would be assigned these tasks and then you have the opportunity the opportunity to to modify a lot of these things to customize them as needed based off of your different business type.
- Robert Cain
So we always want to provide you with the opportunity to sit down with us for for an hour or two to discuss your business model so that we can understand how these automations could work best for you and make sure that we’re on the same page in terms of Of how to implement these if I go back to this first sequence here.
- Robert Cain
I just want to kind of go over what this looks like.
- Robert Cain
Actually let me start where this would start.
- Robert Cain
So if if an estimate is if I’m sorry, if a lead is created within your system, it’s going to prompt your your internal office person to measure their property.
- Robert Cain
You have an opportunity here to provide compensation to your cruise if you’re doing a door hanger program.
- Robert Cain
See here, you have these to do that are created for your salespeople to send quotes within a specific amount of time.
- Robert Cain
We actually have these customized fiber videos that you can send your plan because a part of that leader to let them to talk about your business and you know things in for waiting for an estimate essentially you have These estimate requested reminders letting yourself people know that they need to to get an estimate to the client as soon as possible.
- Robert Cain
And this is just ongoing as the countdown goes to like that fifth day it where you know, this is attention when that estimate is do so again that you can adjust these based on what that time constraint is for your salespeople and how quickly you want them to get back to your client.
- Robert Cain
Once the client once your lead is created.
- Robert Cain
It’s going to actually prompt that client, too.
- Robert Cain
I’m sorry want to ask me this created?
- Robert Cain
It’s going to actually prompt the clients.
- Robert Cain
You add their credit card information.
- Robert Cain
So this is actually a big part of that is getting that credit card updated if credit card is declined.
- Robert Cain
Once you have that client on that ongoing payment system, then this is going to actually prompt the plan to update their credit card information.
- Robert Cain
And then essentially, you know, if they haven’t done it over specific amount of time is it’s going to alert them.
- Robert Cain
Hey your services are going to be And if you if you haven’t updated this, yes, so a lot of benefits to this automation right here a lot of things that a lot of folks deal with in terms of getting payment information collecting payment information in order to invoice clients on time.
- Robert Cain
This really take care of a lot of that stuff.
- Robert Cain
And essentially this would really eliminate, you know hours spent every every day by one office person chasing down clients to update their payment information.
- Robert Cain
So just an example One of the automation that we’ve created to help you guys out.
- Robert Cain
I wanted to go into documents really quick.
- Robert Cain
You’re going to access documents from setting.
- Robert Cain
And if you want to add a document you’re going to select your document type if this is like a marketing email I can go ahead and select that you’re going to again want to distinguish what this email is called to that.
- Robert Cain
You can find it easily.
- Robert Cain
You have a subject line that the client is going to actually see.
- Robert Cain
You have these templates that service autopilot is now offering.
- Robert Cain
So these are a great starting point for you.
- Robert Cain
If you want to try to use these and and integrate these you can upload your own logo and your setting and I’m sure a lot of you guys have already done that I’m going to go ahead and just pick up a blank template, but I wanted to show you at least how to build a quick document and how these these content spacers like help too.
- Robert Cain
Create like that design so I can add various content into these rows once I’ve I’ve created this.
- Robert Cain
So whatever that design looks like you can go ahead and add your your various content to this you have buttons.
- Robert Cain
And once you click on that button, you can assign what that button is meant to do.
- Robert Cain
So if you want to open a webpage send an email make a call or send a text message you can do that directly from their if I pick them SMS like and you have a day.
- Robert Cain
Designated text number to send to your to your company or to a specific person within your company.
- Robert Cain
This is very helpful because most clients are using mobile.
- Robert Cain
Anyways when they’re opening up their email.
- Robert Cain
So this will direct them directly to the email or to text you.
- Robert Cain
What do you can adjust like essentially how this how this looks with all these settings right here.
- Robert Cain
I can go back to content if I want to add text content.
- Robert Cain
I can click on this for an email and add my content to that.
- Robert Cain
This is also where you’re going to find merge tags.
- Robert Cain
So not only can you add your own custom fields to this list right here.
- Robert Cain
So if you have custom items that are specific to client accounts you can have these Within These merge fields.
- Robert Cain
But then you can also put your form Link in here, which is what we were talking about with an automation where it is.
- Robert Cain
Somewhere.
- Robert Cain
And I’ve lost it.
- Robert Cain
One second.
- Robert Cain
I probably passed it twice already.
- Robert Cain
It’s a lot of custom fields that he’s got in here.
- Robert Cain
I might be missing it.
- Robert Cain
There you go, right at the top.
- Robert Cain
There you go.
- Robert Cain
There’s your point link.
- Robert Cain
So if a client received a marketing email and there’s a form link within that marketing email they’ll be able to click on that and you’ll have that designated form that will map directly back to their account.
- Robert Cain
Let’s see.
- Robert Cain
What else do we have?
- Robert Cain
Adding a variety of images.
- Robert Cain
You can upload your own images to your service autopilot Library one cool thing that they have is these free photos.
- Robert Cain
So this is something that all use periodically so you can search for or for these free images.
- Robert Cain
These are helpful.
- Robert Cain
If you don’t want to have like a clipart subscription, you can search for a variety of images that are in here.
- Robert Cain
So they’re nice and nice quality.
- Robert Cain
Let me go back.
- Robert Cain
And I just click that whole document.
- Robert Cain
You’re back in here.
- Robert Cain
Sorry guys.
- Robert Cain
I just called it out.
- Robert Cain
You got to be really careful to and I’ve really made it a point to save quite frequently when I’m editing a document because otherwise it’s really easy to.
- Robert Cain
To accidentally delete a document or lose your ear.
- Robert Cain
Lose your data one great thing that they’ve recently added is this back button here.
- Robert Cain
So if you’ve made changes on accident you can go back and and.
- Robert Cain
See the historical data of your document.
- Robert Cain
So this is this is a great tool that wasn’t always there.
- Robert Cain
So I’m really happy that they added that you have these dividers you have social options.
- Robert Cain
So you can add your social tags.
- Robert Cain
These also can be added from your settings and then you can add custom HTML code.
- Robert Cain
If you have a designer that that you work with they can add an HTML Block in there as well.
- Robert Cain
So what what questions do you guys have on documents anything that I didn’t cover so far?
- Robert Cain
Like I said Justin’s going to go over the the freebie information with you really quick if you have questions about that.
- Robert Cain
All right, so he should be getting out here pretty quick.
- Robert Cain
If you guys have any questions, please feel free to let me know.
- Robert Cain
I really appreciate you guys being with us.
- Robert Cain
This is this is our first training.
- Robert Cain
I hope it was really helpful for you and informative.
- Robert Cain
I’m also going to send a follow-up email with a link to my calendar if you guys if there was anything that we missed that you want to discuss on an individual basis.
- Robert Cain
You can schedule 1530 minutes with me talk about that and and You know, hopefully we’ll be able to find out by the way to help you guys out.
- Robert Cain
I look like Justin just jumped on are you on right now, Jessica?
- Robert Cain
Okay, we’ll give him a minute here guys.
- Robert Cain
Thanks so much preciate it.
- Robert Cain
And yes, I will send a link with this recorded session so that you guys can can have that for future reference as well.
- Robert Cain
Yeah, and we can we can definitely take a quick 10 minute break.
- Robert Cain
If you can if you guys you know, five minute break if you guys need to take care of any quick business and I’ll let Justin make an introduction is to soon as he pops on.
[speaker unknown]:
On.
- Robert Cain
We’ll bring it back at 10:15 if you guys want to take a take a minute here.
- Administrator CntlShiftCMD
Test test Yes.
- Robert Cain
We can hear you.
- Administrator CntlShiftCMD
Hey guys, this is Justin.
- Administrator CntlShiftCMD
If you could just confirm when you’re back at your computer your phone.
- Robert Cain
Looks like everybody’s back.
- Administrator CntlShiftCMD
And they’re awesome.
- Administrator CntlShiftCMD
They’re.
- Robert Cain
Chatting.
- Administrator CntlShiftCMD
Okay, and I just want to thank you guys all for for joining us here.
- Administrator CntlShiftCMD
And I like Rob said, it’s our first training.
- Administrator CntlShiftCMD
So I hope you’re all getting some value from it and I just want to start off and just see if you guys have some questions so far anything that that’s been covered.
- Administrator CntlShiftCMD
I know there was a question on the dispatching for the rain days.
- Administrator CntlShiftCMD
Who was asking that question?
- Administrator CntlShiftCMD
I’ll Kevin.
- Robert Cain
Yeah, and you guys are you guys are free to speak and unmute if you want to or you can continue to chat, but is your chat box open until Justin?
- Administrator CntlShiftCMD
Yeah, yeah, I see it.
- Administrator CntlShiftCMD
Yeah.
- Administrator CntlShiftCMD
So Kevin what we do for rain days.
- Administrator CntlShiftCMD
We personally remove four days a week.
- Administrator CntlShiftCMD
We do 10-hour days.
- Administrator CntlShiftCMD
We leave Friday’s open so we get rain days.
- Administrator CntlShiftCMD
We’ll know on on Fridays or Saturdays.
- Administrator CntlShiftCMD
And if you’re asking about the service autopilot way to do that, we would just move it on the move it on the schedule from the dispatch board.
- Administrator CntlShiftCMD
So if you want some clarification just say it’s at that and I can show you that on the dispatch board.
- Administrator CntlShiftCMD
Another question on QuickBooks and Caswell.
- Administrator CntlShiftCMD
And automating sprinkler schedule.
- Administrator CntlShiftCMD
For deleting invoices.
- Administrator CntlShiftCMD
I can go over there deleting invoices quickly.
- Administrator CntlShiftCMD
You should be able to go in here hit this delete button to delete it should delete the invoice if you have QuickBooks think it should also delete it from your QuickBooks account file if that isn’t working properly, then it’s got to be a QuickBooks and guess you and service autopilot support can help you with that.
[speaker unknown]:
All right.
- Administrator CntlShiftCMD
Well if there’s not any other questions, I’ll start off going over the the getting started package.
- Administrator CntlShiftCMD
We have the offer you guys so let me pull it over here so I can log out.
- Robert Cain
I think John had a had another question.
- Administrator CntlShiftCMD
Okay.
- Administrator CntlShiftCMD
Sorry.
- Administrator CntlShiftCMD
I was schooled way up in the lift.
- Administrator CntlShiftCMD
How can you.
- Robert Cain
Look at.
- Administrator CntlShiftCMD
How you scheduled jobs require an appointment?
- Administrator CntlShiftCMD
Sprinklers Christmas lights.
- Administrator CntlShiftCMD
We have several Crews going to schedule automatically.
- Administrator CntlShiftCMD
Okay, so when we actually scheduled to deuce.
- Administrator CntlShiftCMD
So we pull up the screen again.
- Administrator CntlShiftCMD
So what you can do is get this out of the way.
- Administrator CntlShiftCMD
We can you can add it to do and what this will do is say we have an estimate here sprinkler appointment.
- Administrator CntlShiftCMD
And we set a due date here.
- Administrator CntlShiftCMD
Say it’s going to happen on today.
- Administrator CntlShiftCMD
There’s an estimate for sprinklers.
- Administrator CntlShiftCMD
You didn’t this calendar date this connects to the dispatch board here.
- Administrator CntlShiftCMD
So anything you put in here, if you if you only put in these it won’t show the dispatch for these counter start and end dates.
- Administrator CntlShiftCMD
That’s what’s going to show it on the board.
- Administrator CntlShiftCMD
So if we put it for today 8 to 9 and save it if you then go to dispatch board.
- Administrator CntlShiftCMD
Put on today, if you don’t see stuff on the dispatch for by the way, that’s a common occurrence.
- Administrator CntlShiftCMD
Always check your filters.
- Administrator CntlShiftCMD
Make sure you’re looking at the right day at the right date.
- Administrator CntlShiftCMD
You know, how many soldiers up here set.
- Administrator CntlShiftCMD
So here they’re going to see this on the mobile the actually you don’t actually even need to know typically your dispatch this job.
- Administrator CntlShiftCMD
But whether or not dispatch to have the icon, they’re still going to see it as soon as calendar dates are essentially dispatch the jobs board.
- Administrator CntlShiftCMD
So if you want to schedule an appointment you would To do this, press Ford.
- Administrator CntlShiftCMD
They can also then go and comment on the to do and it all goes in line from the mobile.
- Administrator CntlShiftCMD
Also.
- Administrator CntlShiftCMD
If you want your customers to know about it, you can connect that with automations.
- Administrator CntlShiftCMD
You can send a text message.
- Administrator CntlShiftCMD
You can also do that from Richmond dispatch board.
- Administrator CntlShiftCMD
You can email the clients that are coming.
- Administrator CntlShiftCMD
Yes and text here.
- Administrator CntlShiftCMD
You can also send an email let him know that the appointments coming and you can use the field one of the custom Fields you can set is the time and date of the appointment so you can actually set it up to automatically text him.
- Administrator CntlShiftCMD
Hey, we’re coming at this day this time for this appointment based on what you have set in the to do.
- Administrator CntlShiftCMD
Does that answer your question John?
- Administrator CntlShiftCMD
All right.
- Administrator CntlShiftCMD
Well that answers that question.
- Administrator CntlShiftCMD
If it doesn’t feel free to write below.
- Administrator CntlShiftCMD
I got the chance.
- Administrator CntlShiftCMD
Let me know.
- Administrator CntlShiftCMD
Okay, Jonathan schedule an appointment to clarify that so we’ll go over is the the marketplace really so we wanted to show you guys give you guys a little bit of added value.
- Administrator CntlShiftCMD
So one of the things is a website estimate request.
- Administrator CntlShiftCMD
So I’ll show you on our website.
- Administrator CntlShiftCMD
These are some of the things we’re giving you.
- Administrator CntlShiftCMD
So down here this form we have this this goes directly into service autopilot.
- Administrator CntlShiftCMD
This form is actually by brand Buffalo, which we can get you connected with him, but he missed the forms look a little bit prettier than they do for service autopilot.
- Administrator CntlShiftCMD
You know, they’re not exactly focused on having to stop visually appealing but this form, you know, if you don’t have estimate request form implemented your website, you’re probably getting an email and you’re doing double interior.
- Administrator CntlShiftCMD
Them as a lead the service autopilot.
- Administrator CntlShiftCMD
So this way if you use this form, excuse me, it’ll pre popular.
- Administrator CntlShiftCMD
It’ll automatically appear as a lead in the system.
- Administrator CntlShiftCMD
So the client sells all their information and when you go to your CRM leads list are going to appear right here as a lead and it’s going to automatically and you can have a lot of vacation schedule this off of that.
- Administrator CntlShiftCMD
So this will save you a lot of time.
- Administrator CntlShiftCMD
In to download these Series going to the marketplace.
- Administrator CntlShiftCMD
And it’s called getting started.
- Administrator CntlShiftCMD
It’s getting started package here.
- Administrator CntlShiftCMD
And you’re going to view and you’re gonna click this download button.
- Administrator CntlShiftCMD
It’s going to ask you for the code gr.
- Administrator CntlShiftCMD
B SG S.
- Administrator CntlShiftCMD
So I’m not going to download it because we already did it.
- Administrator CntlShiftCMD
It’s going to tell you this.
- Administrator CntlShiftCMD
There’s a video on here that’s going over everything about to go over so you guys need a refresher.
- Administrator CntlShiftCMD
It shows you what you’re going to need to do is call it but for the most part everything is going to be ready to go right when you install it and there’s a couple little settings you need to change which a little I’ll go over it now to make some of these things work so this week As long as I just showed you and I say how to access that.
- Administrator CntlShiftCMD
There’s also a credit card form.
- Administrator CntlShiftCMD
So you need to already have a credit card processing set up in your account.
- Administrator CntlShiftCMD
It’s obviously you’re not guilty credit cards.
- Administrator CntlShiftCMD
If you don’t set up credit card processing, so you’re going to want to contact one of the credit card companies integrates with service autopilot.
- Administrator CntlShiftCMD
There’s only a handful that they let you pick some once you do that it essentially if you have the client portal you’re familiar with this people log in they can type in the credit card information with this credit card form.
- Administrator CntlShiftCMD
You can skip the portal so A lot of you guys that signed up and put your credit card online for this for this conference.
- Administrator CntlShiftCMD
You put that through a form you just have to click a link and add your credit card so you don’t have to go through a client portal.
- Administrator CntlShiftCMD
So it makes a little bit easier for people to have their payment information on file.
- Administrator CntlShiftCMD
So that’s what this form is so they can skip the client portal just click here and your credit card information and if the log in and follow those other steps.
- Administrator CntlShiftCMD
Estimate document bundle, so if you’re not using estimates of in service autopilot, you are missing out on some functionality because You know, you can automatically be following up on these estimates.
- Administrator CntlShiftCMD
Also, you scheduled jobs right from estimate.
- Administrator CntlShiftCMD
So you only write a testament.
- Administrator CntlShiftCMD
Once you take those jobs put on the dispatch board take those jobs to the invoice call Seamless integrated.
- Administrator CntlShiftCMD
You don’t have to you know, complete a job copy and paste into QuickBooks to build that job.
- Administrator CntlShiftCMD
It all carries her across right can estimate basically everything carries all the way across to the bill.
- Administrator CntlShiftCMD
There’s no there’s no Double Entry of anything.
- Administrator CntlShiftCMD
So I’ll save you a lot of times.
- Administrator CntlShiftCMD
So this is pre-made it comes with a handful of items because it’s basically you need for items need to create a grid have an estimate document as an email confirmation email.
- Administrator CntlShiftCMD
So I’ll go through those quickly.
- Administrator CntlShiftCMD
I also there’s a couple email documents that are included so they have that credit card link.
- Administrator CntlShiftCMD
So if your credit card expires, you can simply send this email on that.
- Administrator CntlShiftCMD
That’ll carry that over.
- Administrator CntlShiftCMD
So the way you can access these things if you go into your settings, Things once you download it, it’s all going downhill into your account using that code.
- Administrator CntlShiftCMD
You’re going to go to your settings documents.
- Administrator CntlShiftCMD
And if you guys need help with this stuff, feel free to shoot us an email.
- Administrator CntlShiftCMD
We’ll help you get it installed and set up for your account.
- Administrator CntlShiftCMD
So one of them is this new client welcome email which is mentioned here new client.
- Administrator CntlShiftCMD
Welcome email.
- Administrator CntlShiftCMD
We also have a credit card declined email.
- Administrator CntlShiftCMD
Which is this one else, you’ll know it was downloaded some Marketplace because going to have this empty with the date.
- Administrator CntlShiftCMD
So this is when we download these from Marketplace.
- Administrator CntlShiftCMD
You also have this estimate document estimate email.
- Administrator CntlShiftCMD
And estimate confirmation email which is in here somewhere.
- Administrator CntlShiftCMD
So the only thing you have to setup is a lot of these estimates they have once you download it.
- Administrator CntlShiftCMD
Everything is pretty much ready to go.
- Administrator CntlShiftCMD
I’m going to show you how to use them.
- Administrator CntlShiftCMD
Only thing if the setup is one of your estimate settings, which and again I know there’s a lot but all this is all covered inside that video.
- Administrator CntlShiftCMD
So I’m going to go to estimate settings.
- Administrator CntlShiftCMD
And you’re going to have to click off this allows signature capture on view my proposal that’s important.
- Administrator CntlShiftCMD
Because if you want people when you send the proposal to build a sign off on it this needs to be enabled.
- Administrator CntlShiftCMD
So that’s really only settings be needs to be enabled there.
- Administrator CntlShiftCMD
So in order to use these things you must have forms activated.
- Administrator CntlShiftCMD
It’s gonna be on the marking menu.
- Administrator CntlShiftCMD
If you don’t see it, you don’t have phones activated.
- Administrator CntlShiftCMD
There’s a quick training video then if you watched activate forms, there’s no additional cost to them, but they want to make sure you know how to use them.
- Administrator CntlShiftCMD
So these are the ones you’re going to see downloading here.
- Administrator CntlShiftCMD
You’re going to see this new lead intake form.
- Administrator CntlShiftCMD
So this is what I was talking about like we have on the website here.
- Administrator CntlShiftCMD
You’re going to get like a not so pretty version of it.
- Administrator CntlShiftCMD
But if you if you want to make it prettier the present that on the website having these steps and things like that.
- Administrator CntlShiftCMD
You can do that for bream up friend Buffalo.
- Administrator CntlShiftCMD
Also, that’s a big feature that says autopilot may come up with V3 that’s coming out this year.
- Administrator CntlShiftCMD
They’re going to have a whole new remake of form.
- Administrator CntlShiftCMD
So it may not even be necessary to go for Brenda flow.
- Administrator CntlShiftCMD
From what I saw.
- Administrator CntlShiftCMD
So this form in order to use it again, you go to marketing forms, and there’s this publish button here.
- Administrator CntlShiftCMD
So you take this publish button if you if you take care of your own website, or if you have someone else take care of your website.
- Administrator CntlShiftCMD
You’re going to give him this information.
- Administrator CntlShiftCMD
They give you all the code you need to do it.
- Administrator CntlShiftCMD
It’s nothing else.
- Administrator CntlShiftCMD
You can take this right here and I’ll show you this is what the form looks like.
- Administrator CntlShiftCMD
So if I were to fill out this form here and you can you can customize these I’ve already filled it out.
- Administrator CntlShiftCMD
It’s going to create a lead.
- Administrator CntlShiftCMD
So you can link to this on your website.
- Administrator CntlShiftCMD
You can post it on Facebook whatever but when people fill out this form, it’s going to create a leave.
- Administrator CntlShiftCMD
You don’t have to get the email and copy and paste your first name last name Etc.
- Administrator CntlShiftCMD
So that’s how you’re going to use this former.
- Administrator CntlShiftCMD
Give you the lead intake form.
- Administrator CntlShiftCMD
This credit card is has to be sent through email which we go through so you don’t need to do anything here.
- Administrator CntlShiftCMD
If you want to change this one’s is also how you access it you click here and you can update the fields in the form customized for you, whatever information you want, but we have it set up to go just to get you started.
- Administrator CntlShiftCMD
So once you have that the credit card form instead up and everything if you want to send that to your clients through our through automation, so you can create your own automations.
- Administrator CntlShiftCMD
These forms will be sent out automatically as soon as a client’s credit card gets declined.
- Administrator CntlShiftCMD
You don’t have to do anything or if it’s going to expire you have to do anything the system will automatically email that client with a link to that form that their credit card so if but you can also Manually as is so if this client say his credit card was expired and you want him to update his credit card.
- Administrator CntlShiftCMD
You could do send email.
- Administrator CntlShiftCMD
Insert documents so credit card declines and the important step here is you need to attach the form.
- Administrator CntlShiftCMD
So if this was done through an automations, you don’t have to do anything.
- Administrator CntlShiftCMD
You only have to do this if you aren’t using automations and you want to update their credit card.
- Administrator CntlShiftCMD
So written in so just enter update credit card.
- Administrator CntlShiftCMD
You can send this email and this where it says right here Forum link that’s going to they’re going to click it and it will they can just type in the credit card information will directly save it in their account and then you can charge the card.
- Administrator CntlShiftCMD
So obviously the real value to this is if you’re doing it through automations because you don’t have to think about it you have to do anything and this credit card update email will go out automatically and then you’re all of a sudden just going to see you’re going to get a to do that your client update their credit card, and you didn’t have to do anything.
- Administrator CntlShiftCMD
So that’s obviously the real value on that and these are our actual because we pulled these from IRB SO3 our office automation.
- Administrator CntlShiftCMD
So these are the documents that would come with that automation.
- Administrator CntlShiftCMD
We just gave you a little pieces of it.
- Administrator CntlShiftCMD
All I want is this new client welcome email.
- Administrator CntlShiftCMD
So if you want a new client when they get signed up, you would select this document.
- Administrator CntlShiftCMD
It’s me the same form this credit card update form.
- Administrator CntlShiftCMD
It’s going to insert your company name automatically and it’s going to give them a link to update their credit card at it on file.
- Administrator CntlShiftCMD
I’ll it’s going to give them their username and password to the client portal.
- Administrator CntlShiftCMD
This is all pre populated depending on whichever client you’re saying email to your website and you can change this document.
- Administrator CntlShiftCMD
I’ll show you what access these but these are just general.
- Administrator CntlShiftCMD
This is just obviously a pretty simple version of it that you can update your welcome email.
- Administrator CntlShiftCMD
However you want it’s yeah the idea is when you get a new client is to get them to other credit card on file.
- Administrator CntlShiftCMD
So, you know, you can you can get your money there a little bit faster and get them started.
- Administrator CntlShiftCMD
So that’s the sun.
- Administrator CntlShiftCMD
These are the two ones.
- Administrator CntlShiftCMD
I spent over here the credit card form.
- Administrator CntlShiftCMD
We just went through that as well and the lead capture form.
- Administrator CntlShiftCMD
So I’ll go over this estimate document bundle.
- Administrator CntlShiftCMD
Does anyone have any questions on that before?
- Administrator CntlShiftCMD
I move on I’ll keep an eye on the chat.
- Administrator CntlShiftCMD
So feel free to message here as you guys have questions.
- Administrator CntlShiftCMD
Otherwise, I’ll just keep moving forward.
- Administrator CntlShiftCMD
So I’m go back to my dummy client here.
- Administrator CntlShiftCMD
And I am going to do this.
- Administrator CntlShiftCMD
I think this is I don’t want to have that weird view.
- Administrator CntlShiftCMD
I don’t like that.
- Administrator CntlShiftCMD
They have a nice test account.
- Administrator CntlShiftCMD
But so to use the estimate document.
- Administrator CntlShiftCMD
This is a lead screen.
- Administrator CntlShiftCMD
Obviously, it’s are not seeing invoices balances or anything.
- Administrator CntlShiftCMD
We’re getting had an estimate.
- Administrator CntlShiftCMD
And this is where you going to use the files that you downloaded through the marketplace our next verse pick the document here.
- Administrator CntlShiftCMD
These are the ones that were downloaded here.
- Administrator CntlShiftCMD
So estimate document and you’re going to add the items.
- Administrator CntlShiftCMD
Whatever you want send them a quote.
- Administrator CntlShiftCMD
And if we preview this ability the actual vacs lesson documents being sent.
- Administrator CntlShiftCMD
So he’s in here.
- Administrator CntlShiftCMD
I took these out but if you want them, you can add them in these kind of dummy guys and I’ll show you how to customize these documents.
- Administrator CntlShiftCMD
But and this is all customizable.
- Administrator CntlShiftCMD
Like I said, it’s all pretty pretty simple template.
- Administrator CntlShiftCMD
So you guys can customize it.
- Administrator CntlShiftCMD
However you want it’s going to show the prices and any other terms you have your payments and this is that signature line This is the the pdf version so I can’t sign it but when you enable that line I showed you a Signature capture and read my proposal.
- Administrator CntlShiftCMD
This is where they’re going to sign off on here.
- Administrator CntlShiftCMD
They actually sound with the mouse or with their finger on their smartphone to approve the proposal.
- Administrator CntlShiftCMD
There’s also a this is what estimate email document comes in.
- Administrator CntlShiftCMD
So this is the other portion here.
- Administrator CntlShiftCMD
So these bundles for the grid is just the pricing the estimate document that that PDF.
- Administrator CntlShiftCMD
I just showed you with the signature line on it.
- Administrator CntlShiftCMD
That’s some emails on showing right now and ask the confirmation emails with to get sent with us on the line.
- Administrator CntlShiftCMD
So this is estimate email itself when they click this link, it’s going to view their proposal.
- Administrator CntlShiftCMD
Yeah, Brandon, I’m just looking at right here.
- Administrator CntlShiftCMD
I don’t know why I think it’s kind of we as certified advisors to give us a test account.
- Administrator CntlShiftCMD
I’ve never actually seen that before.
- Administrator CntlShiftCMD
I don’t know what that’s about but I don’t like it because apparently that’s the quote unquote a new view because because this is the old view that I’m dealing so I don’t I don’t know understand that before they get that test account.
- Administrator CntlShiftCMD
So yeah strange.
- Administrator CntlShiftCMD
So this this is the email document this quote link when they click that it’s going to bring me that PDF.
- Administrator CntlShiftCMD
Showed you the signature line has instructions in this is all customizable you send this and it’s going to send them that email and when they signed it off and then you’re sending the confirmation email.
- Administrator CntlShiftCMD
So the last thing if you want to customize these documents you can go to settings document.
- Administrator CntlShiftCMD
And new you’re going to see there’s a bunch of documents in here, but you’re going to see that the new well new client.
- Administrator CntlShiftCMD
Welcome email.
- Administrator CntlShiftCMD
No opens Me tabs.
- Administrator CntlShiftCMD
You can see it estimate accepted as an email and SMS document.
- Administrator CntlShiftCMD
So these are the four files that are effect that make up that estimate document.
- Administrator CntlShiftCMD
Can you walk us through how to create a yearly contract?
- Administrator CntlShiftCMD
Yes, I can do that.
- Administrator CntlShiftCMD
Let me just finish this Kevin.
- Administrator CntlShiftCMD
So these are the four documents that are included.
- Administrator CntlShiftCMD
So this is email that they would get if they had signed on that line.
- Administrator CntlShiftCMD
That’s awesome that you know stars is confirmation that you have authorization to see the work yada yada so you can edit this.
- Administrator CntlShiftCMD
However, you’d like it is set for going to put in your company name and stuff.
- Administrator CntlShiftCMD
So you could use it as is this one as well and you can use it as is or you can customize it.
- Administrator CntlShiftCMD
This is the this is the one you saw.
- Administrator CntlShiftCMD
This is the estimate email.
- Administrator CntlShiftCMD
You can customize.
- Administrator CntlShiftCMD
And here this is the actual proposal that goes out do not touch this.
- Administrator CntlShiftCMD
This is estimate.
- Administrator CntlShiftCMD
Grid.
- Administrator CntlShiftCMD
You’ll mess up the proposal.
- Administrator CntlShiftCMD
It won’t work.
- Administrator CntlShiftCMD
So don’t touch that.
- Administrator CntlShiftCMD
You can change anything else you want here.
- Administrator CntlShiftCMD
You can put in pictures around people here change image change image edit this text in the phone numbers.
- Administrator CntlShiftCMD
Change the times so there’s a documents and that’s the best we have for you here in the marketplace again.
- Administrator CntlShiftCMD
This video will go over all these things and if you have any other Sins of Captain we can Circle back to that.
- Administrator CntlShiftCMD
Just answer Kevin’s question.
- Administrator CntlShiftCMD
So contracts.
- Administrator CntlShiftCMD
And jump back to my test account over here.
- Administrator CntlShiftCMD
Go to this old view because I hate this you and here we are a test account.
- Administrator CntlShiftCMD
So we actually go to a client because this is a lead screen can’t create a contract on a lead because my test client.
- Administrator CntlShiftCMD
So here’s actually the contract set up here.
- Administrator CntlShiftCMD
I’ll go through from beginning.
- Administrator CntlShiftCMD
So for anyone who doesn’t know.
- Administrator CntlShiftCMD
Contracts are our service autopilot sway of creating fixed monthly payments.
- Administrator CntlShiftCMD
So by default in your company settings, you have the option to build people monthly weekly monthly or weekly.
- Administrator CntlShiftCMD
I think I think there is one daily as well so you can check it on a master schedule.
- Administrator CntlShiftCMD
So so everyone by default as soon as a job is marked complete, it’s either going to do a monthly weekly.
- Administrator CntlShiftCMD
Or or daily depending on what your company settings are.
- Administrator CntlShiftCMD
Also if you want to override that for any particular account if you do it under billing and change and change it here.
- Administrator CntlShiftCMD
So the contract the purpose of that is to override that so it’s basically as you another option for billing and you can also take out services.
- Administrator CntlShiftCMD
So if you’re not using a contract people everything they do is build on that certain schedule that you set whether it be weekly monthly or daily.
- Administrator CntlShiftCMD
If you have a contract you can add only certain items to it.
- Administrator CntlShiftCMD
So for example, if you have an annual contract that doesn’t include mulch then you can exclude the mulch The Mulch would still get Build on sale weekly basis for example, and the rest of the services get billed on a monthly basis or whatever you want to do it.
- Administrator CntlShiftCMD
So to set up this contract you can do add a contract.
- Administrator CntlShiftCMD
It’s important this contract screen.
- Administrator CntlShiftCMD
We can name this test contract.
- Administrator CntlShiftCMD
Start date and end date these don’t they’re really just for internal reference.
- Administrator CntlShiftCMD
You can also go automation to these based on that when a contract expires, but as I’ve seen you will keep billing no matter what even if the contract expired so I usually just set this for the year.
- Administrator CntlShiftCMD
This would go too.
- Administrator CntlShiftCMD
Sambar 31st, you have to put in a line item.
- Administrator CntlShiftCMD
So this can be whatever you want to be monthly installment.
- Administrator CntlShiftCMD
And just a little trickier you don’t have to do this.
- Administrator CntlShiftCMD
But if you do months on the invoice, this is actually the lineup and it’s going to be on the invoice.
- Administrator CntlShiftCMD
So, you know, if you wanted to do, you know, basic package package installment package installment month.
- Administrator CntlShiftCMD
This was a January February March as I get invoice.
- Administrator CntlShiftCMD
You don’t have to have this part here.
- Administrator CntlShiftCMD
Like I said, but this is actually what’s going to appear on their English.
- Administrator CntlShiftCMD
I click this little plus sign default service.
- Administrator CntlShiftCMD
This is where it’s going to sink to or we’re going to post this income.
- Administrator CntlShiftCMD
So if this is you know usually will have like a contract Service listing here so that all Associates, you know, that that’s associated with that income because you can’t do its multiple services so you can’t say oh, yeah, this is for that name in the aeration over City and Bush in bed.
- Administrator CntlShiftCMD
So usually will just have one service here that’s listed as on this is contracts income type of thing.
- Administrator CntlShiftCMD
I hear it’s going to list.
- Administrator CntlShiftCMD
This is what they’re actually going to get installed installment.
- Administrator CntlShiftCMD
You can select billing day of the month.
- Administrator CntlShiftCMD
So if you want to put people on a fixed monthly plan to $500 a month and this will also button will copy this across into the copy and paste all the way down.
- Administrator CntlShiftCMD
So this if I set it up this way, right, for example, these contracts will be generated on the first of each month for five hundred dollars generate a bill.
- Administrator CntlShiftCMD
So if I say this, this is not $3,500 no matter what weather services are created or not.
- Administrator CntlShiftCMD
They’re going to build five her dollars on top of that.
- Administrator CntlShiftCMD
So any of these services that you attach this contract will not be billed.
- Administrator CntlShiftCMD
It’ll be so for example weekly mowing as it says here when you open up the service is not part of a contract.
- Administrator CntlShiftCMD
So I think it’s not part of a contract will be build according to whatever it has and the client settings.
- Administrator CntlShiftCMD
So if this is set to daily dealing with me build daily forever as soon as the moment completed they’re going to be billed of its weekly thing.
- Administrator CntlShiftCMD
As the mowings completed their only build the following week if you set this to contract.
- Administrator CntlShiftCMD
Now this one we just created now when the job is completed.
- Administrator CntlShiftCMD
It’s not going to appear they’re not gonna get invoice for it.
- Administrator CntlShiftCMD
It’ll fall into this.
- Administrator CntlShiftCMD
It’ll be built according to the terms of this contract and you can see it’s now the click the wrong one.
- Administrator CntlShiftCMD
You can see it’s now going to be listed the bottom of this contract that it’s so it’s going to be able to go into the schedule.
- Administrator CntlShiftCMD
So as I answer your question, Kevin about contracts walk us through her career at the Contracting system Prospect.
- Administrator CntlShiftCMD
Sound electronically.
- Administrator CntlShiftCMD
Yeah, let me show you.
- Administrator CntlShiftCMD
Yeah, so to do what you’re talking about.
- Administrator CntlShiftCMD
So that’s the actual billing for it.
- Administrator CntlShiftCMD
I think what Kevin was asking about was the actual had to send the proposal to a client.
- Administrator CntlShiftCMD
So in this estimate here, I’ll modify this to kind of show you how that would work.
- Administrator CntlShiftCMD
You don’t understand a different account because I already have it set up for you.
- Administrator CntlShiftCMD
All right, so I’ll show you in here how that would look look like as we do contracts.
- Administrator CntlShiftCMD
So we have one called packages 11 installed.
- Administrator CntlShiftCMD
So we do 11 payments.
- Administrator CntlShiftCMD
And the reason why we named it 11 stalls remind you this number of installments button is important because it’s how it’s going to hurt.
- Administrator CntlShiftCMD
That’s how I was going to send it out to propose to send them left.
- Administrator CntlShiftCMD
It breaks.
- Administrator CntlShiftCMD
It divides the total price in the contract by the number of installments when it puts it.
- Administrator CntlShiftCMD
And generates it on the contract.
- Administrator CntlShiftCMD
So what I’m gonna do here, we also have a template setup for it.
- Administrator CntlShiftCMD
You can create these templates.
- Administrator CntlShiftCMD
You’ll have to generate these these estimates every time so we do say the minimalist package.
- Administrator CntlShiftCMD
We have this it’s all basically the saved as you can see generate pre-populate everything for you.
- Administrator CntlShiftCMD
I’m going to coat all these.
- Administrator CntlShiftCMD
And then save it.
- Administrator CntlShiftCMD
And I’ll show you what this looks like.
- Administrator CntlShiftCMD
I think this is what you were asking Kevin.
- Administrator CntlShiftCMD
So this proposal it’s going to outline everything that’s included the prices for everything and then at the bottom here this this estimate we have set up specifically for for our packages.
- Administrator CntlShiftCMD
It says right here.
- Administrator CntlShiftCMD
So this is this is the key part here 11 even monthly payments of 10:23.
- Administrator CntlShiftCMD
So the number of installments is what you put in that field for number of installments and the price here is going to be the total proposal.
- Administrator CntlShiftCMD
Price divided by eleven and then they can sign on this line and then we would go in and we would set up that contract in their account.
- Administrator CntlShiftCMD
Once they once they approved it.
- Administrator CntlShiftCMD
We had a contract.
- Administrator CntlShiftCMD
Because I’m just watching Kevin.
- Administrator CntlShiftCMD
Okay, perfect.
- Administrator CntlShiftCMD
All right.
- Administrator CntlShiftCMD
So yeah, I went over the the freebies or including one thing.
- Administrator CntlShiftCMD
I want to touch upon.
- Administrator CntlShiftCMD
I know that Rob is going over some of the automation stuff, but I wanted to touch on send him because he said he isn’t actually discussed that but I just wanted to show you this is our actual send Jim account.
- Administrator CntlShiftCMD
And this is all done like literally at sometimes it gets scary when I’m starting to learn the automate too much.
- Administrator CntlShiftCMD
Because stuff just happens, which is great when everything set up exactly want to also stuff is going to keep running and you’re talking like real stuff that’s happening real voicemails of going out real postcards that are going out.
- Administrator CntlShiftCMD
So, you know, it’s one of those things when you’re automating stuff.
- Administrator CntlShiftCMD
You have to remember to keep an eye on it something I’ve been buying lately.
- Administrator CntlShiftCMD
But anyhow, if you guys aren’t familiar with stand, um, so send him is awesome when I realized when I started using this stuff, but it just makes It’s all nations that much more powerful.
- Administrator CntlShiftCMD
So send him is like an outside marketing platform that also is an immigration service autopilot.
- Administrator CntlShiftCMD
So you probably heard about it.
- Administrator CntlShiftCMD
But but everything within automation you can set up these physical marketing stuff also happens.
- Administrator CntlShiftCMD
So I’ll show you here click Send.
- Administrator CntlShiftCMD
So they have they have multiple items that you can add you can add to the have these clicks ends here.
- Administrator CntlShiftCMD
So these are things you can send as a postcard this.
- Administrator CntlShiftCMD
Actually brand-new, they told me they’re coming out with a handwritten card Effect crazy.
- Administrator CntlShiftCMD
It’s actually it’s actually a machine that actually holds a pen that actually write your card for you so pretty insane stuff because we actually weren’t using their letters simply because they look like they’re sent out by machine.
- Administrator CntlShiftCMD
So they’re these handwritten cards.
- Administrator CntlShiftCMD
Now these letters you can actually send gifts so brownies and stuff like that.
- Administrator CntlShiftCMD
They have these voice mail bombs, which are which are the actually will insert a voicemail into your clients voicemail inbox and ring the phone once but they can’t pick up the phone, which is also pretty crazy.
- Administrator CntlShiftCMD
They do emails what you want to use this feature because you do it right in service autopilot and they send out cards.
- Administrator CntlShiftCMD
So just to show you this stuff like actually in practice.
- Administrator CntlShiftCMD
So we have these estimates followed voicemails.
- Administrator CntlShiftCMD
So I had my manager recorded voice, you know, hey, just call him fall upon the proposal.
- Administrator CntlShiftCMD
So sending your proposals within service autopilot.
- Administrator CntlShiftCMD
This is the another reason why you want to do this.
- Administrator CntlShiftCMD
Cuz it’s all built into the automation.
- Administrator CntlShiftCMD
So if you use an outside platformer, you’re not sending a proposals within service autopilot.
- Administrator CntlShiftCMD
You’re losing out on a lot of these capabilities.
- Administrator CntlShiftCMD
So first asking what follow up these are literally voicemail to goes out if you view the details you can see was actually sent you can hear the voice mail bomb here.
- Administrator CntlShiftCMD
The dress was sent to and verify means is actually putting their voicemail.
- Administrator CntlShiftCMD
So think about like let alone the time to send out these voicemails but like actually getting it done one of my favorite things like we just have a separate marketing person you got a man is person actually doing It like it just happens.
- Administrator CntlShiftCMD
You don’t have to do anything.
- Administrator CntlShiftCMD
It just goes out.
- Administrator CntlShiftCMD
It happens automatically, which I said can be scary when it’s done.
- Administrator CntlShiftCMD
Right?
- Administrator CntlShiftCMD
It’s really really powerful because these will stop going out as soon as an estimate is marked as once it’s in person.
- Administrator CntlShiftCMD
You can have it stopped on certain triggers.
- Administrator CntlShiftCMD
Like the credit card was added to their account.
- Administrator CntlShiftCMD
The estimate was marked as one so there’s plenty of triggers you can do to make it so these happening and a lot of its automated.
- Administrator CntlShiftCMD
The only time Brenner customers got annoyed was before I realized these voice mail bombs will go out in the middle of the night.
- Administrator CntlShiftCMD
So, you know, we were following up on estimates at midnight.
- Administrator CntlShiftCMD
And so now, you know, we sent our automations and make sure they only go out, you know between like 9 a.m.
- Administrator CntlShiftCMD
And 5 p.m.
- Administrator CntlShiftCMD
To make sure that they’re not getting his voice mail bombs until tonight.
- Administrator CntlShiftCMD
Otherwise, I don’t think people really know honestly because it’s literally a recording your voice and they was mad because they thought they were calling us at we were to say that we’re calling them.
- Administrator CntlShiftCMD
Midnight, which is kind of embarrassing because it’s obviously a professional call people at night, but they the phone didn’t ring.
- Administrator CntlShiftCMD
They just you know, they got a voicemail.
- Administrator CntlShiftCMD
They knew they saw the missed call at midnight some of these other things we have these online reviews.
- Administrator CntlShiftCMD
So the Starbucks cards can automatically go out when people read a review this just to clarify we have to click those these the quick assist in the account.
- Administrator CntlShiftCMD
So it’s a little button on their on their account right here these quick assist so So we can do we can send them gift cards based on these things.
- Administrator CntlShiftCMD
So if I were to click this it’s going to send them a card and a package of gummy bears apologizing for for messing up so I can show you that one but this stuff it’s just crazy and this is like the most unwanted ones that you’re clicking these and manually sending them out.
- Administrator CntlShiftCMD
I think that a marketing actually yes, I so she went when we get an online review.
- Administrator CntlShiftCMD
The customer tells us with the click this and that will send them that gift card out.
- Administrator CntlShiftCMD
So super powerful.
- Administrator CntlShiftCMD
So these These are going out so our office lady manually sent those out we do marketing campaign.
- Administrator CntlShiftCMD
So in our vso forward to the marketing automation throughout the year, we do different promotions five times a year and we just let them know anyone who doesn’t so these packages that actually just happen to show you on these.
- Administrator CntlShiftCMD
On that when I setting up that the estimate for you we offer packages to kind of incentivize people to purchase more from us, so We tell them, you know, if you purchase X Y and Z Services.
- Administrator CntlShiftCMD
We’re going to give you a D&C for free.
- Administrator CntlShiftCMD
Charlie I haven’t heard on V3.
- Administrator CntlShiftCMD
I know that they they you know, they give out promises and they don’t usually meet them.
- Administrator CntlShiftCMD
So I think that pretty loose on when it’s coming out by noticed coming out this year.
- Administrator CntlShiftCMD
I was down at the conference.
- Administrator CntlShiftCMD
I don’t know anyone else but they showed they showed a lot to it.
- Administrator CntlShiftCMD
But it just seems like the kind of they’re always improving.
- Administrator CntlShiftCMD
That’s what I love about them.
- Administrator CntlShiftCMD
If anyone’s for us to especially with service autopilot.
- Administrator CntlShiftCMD
It’s like they always sick stuff some stuff.
- Administrator CntlShiftCMD
You just don’t use the features because they have an updated a long time one of the things for example, like the email like it’s terrible right now, like if you use the built-in so excited Enough terrible like the way better off is using Gmail.
- Administrator CntlShiftCMD
But one of the big things that are doing is they got much better email integration.
- Administrator CntlShiftCMD
So you can create to do is simply based off of the emails that come in and stuff like that and you have brown we will cover cover pricing at the end.
- Administrator CntlShiftCMD
So I’ll just I’ll just quickly brush through need three more minutes just to show you what this is about.
- Administrator CntlShiftCMD
So do so any of these packages one of our promotions throughout the year.
- Administrator CntlShiftCMD
It is these these packages so we’ll send out voice mail bombs postcards.
- Administrator CntlShiftCMD
There’s only two people who don’t already have those packages.
- Administrator CntlShiftCMD
So these just happen automatically, let me dig a little deeper in here.
- Administrator CntlShiftCMD
We also have applicants.
- Administrator CntlShiftCMD
We Market our applicants all throughout the year.
- Administrator CntlShiftCMD
So they’ll get voice mail bombs.
- Administrator CntlShiftCMD
Let him know we’re hiring.
- Administrator CntlShiftCMD
Sorry, I’m trying to find a spot to make this page size bigger.
- Administrator CntlShiftCMD
So these are postcards so these are fall cleanup that C stands for these postcards are going out.
- Administrator CntlShiftCMD
The other big thing is these go out they have within service autopilot.
- Administrator CntlShiftCMD
I will show you here.
- Administrator CntlShiftCMD
Inside these automations.
- Administrator CntlShiftCMD
Automation.
- Administrator CntlShiftCMD
So you have the option to do what they call 5 around.
- Administrator CntlShiftCMD
So this marketing part is the part that.
- Administrator CntlShiftCMD
That that sends him is integrated with and these are the postcards I can go out but recipient can either be the client or the neighbors.
- Administrator CntlShiftCMD
So these postcards you’re looking at here.
- Administrator CntlShiftCMD
These are going out to not only all of our clients and leads.
- Administrator CntlShiftCMD
It don’t have the service already but it also goes out as jobs are completed.
- Administrator CntlShiftCMD
These clothes cards will go out.
- Administrator CntlShiftCMD
We’ll go out to to those neighboring clients.
- Administrator CntlShiftCMD
So super powerful stuff.
- Administrator CntlShiftCMD
I have like obviously million pages in here.
- Administrator CntlShiftCMD
So it’s hard for me to actually find them going out.
- Administrator CntlShiftCMD
But as a jobs are completed it will show you like a list of addresses here that is going out to these five neighbors as a job is completed so really cool stuff.
- Administrator CntlShiftCMD
So yeah, that’s all I wanted to cover that.
- Administrator CntlShiftCMD
I don’t think was covered on other products.
- Administrator CntlShiftCMD
Are there any other questions?
- Administrator CntlShiftCMD
So again, I just wanted to you know on behalf of that one.
- Administrator CntlShiftCMD
Thank everyone for attending and you know, if you need any help with anything else for glad to help and we’re new at this is our first webinar doing this training the group ones anyway, and any feedback would be really appreciated.
- Administrator CntlShiftCMD
You know, we just want to give you value.
- Administrator CntlShiftCMD
That’s why we threw in those those forms in the credit card forms, but we want to you know, we want to help you build your business.
- Administrator CntlShiftCMD
We have if you need individual automations, we can send those out and Rob.
- Administrator CntlShiftCMD
Do you want to just jump on and go over the pricing options you have for them?
- Robert Cain
Yeah, definitely.
- Robert Cain
Give me one second here.
- Robert Cain
I’m just going to go ahead and reference.
- Robert Cain
Aunt.
- Robert Cain
One of our our documents that we’ve got.
- Robert Cain
So I just screenshot of this directly from from one of our document.
- Robert Cain
So essentially this is what goes out to our clients.
- Robert Cain
When you request ready Business Systems automation.
- Robert Cain
So you can review all these notes playing some these videos at the very beginning of the training.
- Robert Cain
These can all be found on YouTube.
- Robert Cain
And if you’re interested in learning more about these automations or want to set up some time to discuss like how you can impact your business definitely open to talking about that.
- Robert Cain
In fact, this might be something that I can just send out to everybody after training as well.
- Robert Cain
But these are live automations right now.
- Robert Cain
You can see that we have our office automation right here.
- Robert Cain
We want to be very competitive in terms of the types of automation that were offering because at the end of the day, like there may be some customization involved in getting these deployed for you and we know that you know, there’s probably going to be coming.
- Administrator CntlShiftCMD
Home.
- Robert Cain
Additionally expense based off of your specific business, but we want to create like this Baseline for you to be able to have something to work off of so be automation.
- Robert Cain
Is are very competitive in relation to what you’re going to find them all of marketplace.
- Robert Cain
And again these these are very impactful for your business.
- Robert Cain
A lot of these are set up to help, you know, create some sort of a Cadence within your office to stay on top of marketing Stan top of communication.
- Robert Cain
But at the end of the day, you know, we’re open to discussing like how how these can help your business all the way from bringing on new customers to client nurturing to You new employee nurturing and then you know all the way down to our hiring and termination automation, but we’ll send this email out.
- Robert Cain
You guys will be able to see the pricing on here.
- Robert Cain
We’ve also just started offering a new package where and this is really one of the best places to start in terms of working with ready Business Systems.
- Robert Cain
We have our RBS teardown package, which what it what it will provide you with a high level map of your internal.
- Robert Cain
No processes within your business and Justin and I will will go through your service autopilot instance and do some reporting and get a get a good idea as to how you you are you’re using service autopilot currently and and we’ll go over that report with you.
- Robert Cain
Here you go.
- Robert Cain
But essentially that’s that’s running 1999.
- Robert Cain
So we will provide you with that report.
- Robert Cain
We determine exactly how best to move forward with you in terms of helping your business out but that 1999 covers that initial consultation and that’s also a deposit for us to continue to working with you throughout the course of the year on a consultative basis and what Will do throughout the course of the year is continue to unpack all of these automations within your instance and work with you to make sure that these are working properly and so you’ll get all of these automations for a monthly fee of 600 once once we’ve done that RBS tear down and we’ve got we’ve got that deposit.
- Robert Cain
So this is a new program that we’re setting up but at the end of the year, you’ll have all of our automations will even offer some additional items that may be able to help your business out.
- Robert Cain
We set up a one hour meeting.
- Robert Cain
Three months to meet with you to discuss what your priorities are and just really help determine how we can best help your business out.
- Robert Cain
So again, you’ll get some information on that after the training but we’re happy to You Know cover any of that with you guys if you have any have any questions.
- Administrator CntlShiftCMD
Yeah, I’m just I’m just commenting in here just a couple of those not great link.
- Administrator CntlShiftCMD
I’ll post a post the links below but we have on what Rob was talking about this tear down over here.
- Administrator CntlShiftCMD
Actually.
- Administrator CntlShiftCMD
Robbie’s going to share my screen.
- Administrator CntlShiftCMD
I can brush on at the easier.
- Robert Cain
Sure.
- Administrator CntlShiftCMD
Okay.
- Administrator CntlShiftCMD
Cool.
- Administrator CntlShiftCMD
Yeah, so what.
- Administrator CntlShiftCMD
We’re going to do a phone call with you that 1999.
- Administrator CntlShiftCMD
We’re going to go through the website your service autopilot account.
- Administrator CntlShiftCMD
Then we’re going to give you recommendations on what you know, what features are not using what features you should be using as well as just general suggestions with really well-built PDF for this what you can do to improve your company.
- Administrator CntlShiftCMD
So the idea is that it will go over that with you on this six.
- Administrator CntlShiftCMD
The post console phone call the idea.
- Administrator CntlShiftCMD
There is we want you to get value just from us going through that evening.
- Administrator CntlShiftCMD
He pick away one point one point out of it, but it’s pretty much, you know, picking all of our brains and getting all of our feedback on your company what you could be doing in prove it and as part of that we’re offering, you know, you can get all the automations from us separately and pick and choose what you want.
- Administrator CntlShiftCMD
Well for that monthly fee thereafter will continue to just basically continue work on your account every month and installing all this stuff that you’ve seen.
- Administrator CntlShiftCMD
These automations to get them all set up for you.
- Administrator CntlShiftCMD
Also on the other on the website here.
- Administrator CntlShiftCMD
There’s a ton more information on automations that Rob is telling them that you know, and I’ll say because that link last night didn’t go through.
- Administrator CntlShiftCMD
I’m not email.
- Administrator CntlShiftCMD
Sorry.
- Administrator CntlShiftCMD
There’s tons more is it shows you examples of kind of screenshots of everything that’s going on in here.
- Administrator CntlShiftCMD
I think Rob was going to go through anyway, but these you know these text messages Question marks and the screenshots are all being automated and essentially whoever’s, you know Manning your service autopilot account stuff just happening.
- Administrator CntlShiftCMD
If it’s not like you have to get it’s all built.
- Administrator CntlShiftCMD
So whoever is in control that whether it’s you or your office or whoever they’re just responding to stuff their phones ringing they’re getting text messages.
- Administrator CntlShiftCMD
It’s all built off of these automations that are going through so it’s just they’re just reactive.
- Administrator CntlShiftCMD
It’s a lot easier if people are reactive the phone rings got to pick it up, but they don’t actually have to go out and call people, you know have that initiative so it’s all day.
- Administrator CntlShiftCMD
This time, you know, it’s all built to make them react as all the stuff that’s happening is kind of control, you know, keeping monitoring all these other nations that are going on.
- Administrator CntlShiftCMD
So like I said some more information here on each one of them and we like to work with you guys.
- Administrator CntlShiftCMD
How about how about your business is these are other ones we have I use these internally, but it’s a lot of work to get them set up to using everyone else’s account to get in the marketplace.
- Administrator CntlShiftCMD
So if you guys are interested in these are the ones down here, there’s a brief description, but And you know, I’m going to put that in when we have the demand to get to get those implemented.
- Administrator CntlShiftCMD
So these are all put in order of what I see is the important so and the effort to install so, you know these lesson and follow-ups important, you know, so basically as your company grows, you’re going to want to continue to install these or whole plan here was to get people on this monthly subscription where we’re going to keep installing music in progression one after another that’s going to going to help you improve your business and slowly.
- Administrator CntlShiftCMD
We integrate this stuff because if we were to just start this all at once, you know, you’re not going to know what’s going on.
- Administrator CntlShiftCMD
So there’s a bit of a learning curve to how they work and things like that.
- Administrator CntlShiftCMD
So yeah, that’s all I got if you guys anything else or like I said, I’d love to hear the feedback on how everything went anything else that you wish was covered anything you’d like to be covered.
- Administrator CntlShiftCMD
If you’re interested in future future trainings anything like that idea as to how we can improve what we’re doing.
- Administrator CntlShiftCMD
We’d be happy to hear it.
- Administrator CntlShiftCMD
Anything else you got robber.
- Robert Cain
No again, I just really appreciate everybody attending the training today and hope you guys got some value out of it today.
- Administrator CntlShiftCMD
Alrighty, so I can finish your emails or my emails Justin at ready business systems that calm and Iraq is Robert that ready business systems.com.
- Administrator CntlShiftCMD
And yeah, we’ll keep an eye there.
- Administrator CntlShiftCMD
And yeah, that’s all I got.
- Administrator CntlShiftCMD
So so thanks everyone and I appreciate you giving giving us a shot and see what we’re all about.
