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hi guys Brandon with simply lawn care with another workflow Wednesday today I'm going to show you how we do our invoicing through co-pilot so normally I do this with two monitors I really recommend using two monitors if you have it but I will show you it all on one monitor now first off open the dispatch board and open the invoices Tab and we also open up P for p because we use that software so first thing you need to do is you need to set the date we generally invoice the day after but it is the 4th of July weekend we didn't work so I'm doing Wednesday the 3 and I'm going to do the same thing here Wednesday the third and you need to do a couple other filters as well for the invoices secondly I'm going to do send status not sent because if it's sent that means we already build them and need to worry about it next is Cruise so I'm going to sort by uh we have M Tru that's the M1 M2 M3 and we have project trucks P1 P2 so I always start with the mo M1 filter and I'm going to go to dispatch it's already on M1 perfect now for invoicing we have a checklist uh of what you have to check while invoicing you know we just have written out piece of paper you can have it online whatever works just create some sort of system for how you want to check your invoicing now I'll show you what we do to check so I'll go through it first off I look okay is any of these first cuts no they're all just normal mes and I would know if it's a first cut because when we schedule a first cut we always put in the title first cut yard sign so I know while invoicing that it's a first cut because that has to be charged differently so I'm going to select everything and I can see this one here was skipped so I'm going to unselect it cuz we didn't do it now next what I'm going to do is I'm going to check the budgeted hours now what I'm looking for is to make sure none of these say zero like this down here this is a to-do for the team or says 1.0 I'm looking for if it says 1.0 because in co-pilot if you edit a recurring visit that's already been created and you forget to reenter the budget hours it resets it back to 1.0 so I always double check because if I see 1.0 I know that either I messed up or co-pilot Mex messed up and I put the correct budget hours but these all have correct numbers so that looks good second I check visit total so what I'm looking for here is to make sure again it doesn't say like zero because sometimes if you forget to put the cost of rate in it'll say zero so these all have numbers so I know that's good now what I'm going to do next is I'm going to to click show stats this way I'm only seeing the stats of what is selected this one down here doesn't matter cuz it's a to-do there's no budget hour price so it doesn't affect this so I can see total budget hour 7.09 is it total 56711 this is what I care about I'm now going to go to my invoices page select these and I'm going to check down here 56711 great that lines up with that so I know the inv amounts are at least correct now what I always do on the invoice page just to double check even though it says it's correct I check invoice tax this is all zero we're in Massachusetts there's no sales tax on Services here so this should always be zero sometimes the system bugs out adds the tax amount so I just double check it zero great invoice total again there's I'm just checking to make sure it doesn't say zero in any of these they all have an amount great and then amount um credit available I check this I can see down here zero so no one has a credit I always check if they have a credit so from what I can see here everything looks good so what I'm going to do is I have them selected I'm going to go over here to charge and then I'm going to charge now the reason I charge it before sending is I always recommend that you get the money before you send it that way if a customer has a dispute uh for some reason they don't just take their card off before you can charge it so I I always recommend charge the card then send the invoice that way you're not trying to get the customer's card back on file you've already charged them okay so I got a no credit card found for that customer um which I can see total due it's this one if that happens I just go here and I click charge a because generally that just means they have an A because we require payment on file for every customer so there we go now total due everyone is paid select this again and I do send by email and now they all get their invoices sent to them while that's doing that I'm going to go back here and what I'm going to do now is I'm going to do the total budget hours so 7.09 and I can see this was Jordan and Joseph so I'm going to go to P for p going to go over to time cards and I'm going to go to Wednesday let that load while that loads I'm just going to put these on the next crew great so what I'm looking for first off is are there clock in and clock out times correct so we start paying our workers at 6:45 they're paid to be 15 minutes early here so that's correct 1228 looks correct and then it was Jordan and Joseph 656 okay and the clock sh around at the same time looks good now I'm just making sure our budget hour is correct 7.09 7.09 great $80 an hour two team members phenomenal now I'm going to do one more step for these guys and the reason is Jordan is training he's a trainee if someone is training we give the trainer a $4 an hour bonus so all I have to do is come down here to Joe cuz he's trainer and I'm going to do add manual adjustment it's a $4 an hour bonus so all I have to do is I look at this time here 5 hours 23 minutes okay so I'm going to pull up my calculator app I'm going to do 23 divide by 60 that gives me 388 I'm going to add that to five so now I know in decimal format 5 hours and 23 minutes is 5.38 33 I'm going to multiply that by four because again we give them a $4 an hour bonus for training people 2153 so that means Joe gets a 2153 uh dollar bonus to his P forp for training Jordan and then we always add a note um trainer pay for Jordan petrielli that way they know why they got this bonus and then save changes perfect that's all set then we go to M2 M2 all right again first thing we check any first cuts no no first Cuts great anyone not completed everyone was completed track times there's a zero but that's her to do that's fine uh I don't see one oh 1.0 but I can see it was $80 which is one budget hour so that is correct and then do all these have amounts yep everyone has an amount so what I'm going to do is show stats and then I'm going to go over to invoicing remember we check the tax zero tax totals Z amounts credit available any credits nope zero credit so what we're going to do oh and we have to check the total so 822 822 perfect lines up great we're going to charge these people while that's doing its thing I'm going to go back over here okay 10.27 hours who was working Steve and Steven so I'm on P for p now okay so like I said we start at 7 but we pay our workers to be 15 minutes early so they get paid at starting at 6:45 he clocked in at 638 so I have to adjust this because when we pay you be 15 minutes early then over the budget hours 10.27 correct correct correct save changes so you always want to check the clock in and clock out and then here's who he worked with okay so 73 73 645 great now here we have a discrepancy those time clocks do not line up so just from experience I know if you see one team member clocked out like an hour after the other one he was working with it's CU they forgot to clock out there's no reason the other team member would clock out before them because they work as a team now something I would do to double check is I would check dispatch notes our team members know if one of them leaves early or one goes and picks up more work and does extra jobs they have to leave a note letting us know like doing this job solo there's no note here so I know this person just forgot to clock out so I'm just going to put it back to 1227 because again there's no reason team members would not be clocking out the same time 1227 great save changes I'm going to go back to my invoices okay no credit card found for this customer this customer does not allow charges to credit card so I'm going to do is I'm going to find them uh this customer I just know from experience is a check customer it's a uh office so they send us a check and then Mike foni he's the other one let's charge AC Perfect all set again send by email great we're going to go here and we're going to M3 now all right now invoices M3 okay so this is what I said before remember dispatch note so we got a dispatch note here let's see should only Edge for a period of time perimeter is burned from weed whacking okay great so what I'm going to do is I'm going to make a note that this has to be I'm going to make a to-do to make a note that we have to add a note to the property about this I'm not going to do it now but this is why we have the dispatch notes and they're super helpful because our team member Louis was able to give us a helpful note that'll help improve the service to the customer now down here is a weeding add-on that means it's a set price so I don't need to do anything special one time Mo yard sign they had a set price so I don't have to do anything now we have two different ways of putting first Cuts uh if it's a Time first cut it just says mowing first cut yard sign this one says one time mow so I know that means it was a set price and I can see that here 1.5 budget hours that was a set price first cut so we going to select everything and we're going to make sure budget hours look correct doesn't say 01 great prices there is a price for everything it's not zero great I'm going to do show stats now I'm going to go over here here and let's have a look tax zero great 635 635 credit available okay we have someone with a credit interesting let's see what this is so I'm going to open their account and another page and what I'm going to look for is um so just so you know why we have credits if you accept a job over $11,000 we require 50% deposit so mowing there's no deposit it but for any project there is so 579 I'm looking one okay so they have a big estimate accepted so there's a good chance that credit isn't just to pay for future M probably for a project the second so I can either look through this estimate and kind of do the math on okay is this for a job that was done already look at the job history or something a lot easier is just scroll down here and look okay so $68 I know that's most likely mowing because that's every week and I can see we charge it to the cred card so that just tells me right there this credit is probably for a job that we did for the customer uh a deposit so I know I can just charge the credit card this credit doesn't apply to the mowing so close that and I know let's charge these so we're going to charge them because no one else had a credit I'm going to go back here 7.96 and Louie he did the solo so we're going to Louie and 645 great 250 great oh so sometimes copot likes to break these up I'm sure there's a reason they do it um I personally don't like to use this additional column here just cuz I like it clean so what I like to do is 7.96 7.96 I'm going to save you have to save the change because it won't let you delete the additional rate without saving first I'm not sure why just a glitch so now I have it it looks a lot cleaner again I'm sure that would have added up to 7.96 but I like it looking clean okay one person $80 an hour great times look great okay save that now going to go back here okay your card has insufficient funds your card has insufficient funds so let's see who that is total do this customer here Bronco so I'm going to do let me see if they have an A on file no a on file um so I'm going to make a note of this I'm writing down that Bronco insufficient funds you could make a co-pilot to do if you want whatever you want just we make a note that hey that's insufficient funds I need to call the customer um sometimes stripe says that and it might just be they disabled their car because maybe there was fraud or something and they have a new card so you just have to let them know hey we need to add a new card on file so that's all great everything has been charged and this customer is going to get a call to get new card on file we're going to email great now something we do for mowing if someone has like a weird extra service like this add-on or one time Mo we always send them a review email so I'm going to select just these two cuz there's an add-on service and this was a one time Mo I'm going to go to send by email I'm going to go feedback after service and we have this nice little email with a picture and it has a Google review and a Facebook review link I'm me to send that phenomenal so all the M are set look at that we are what like eight minutes into 10 15 minutes into this recording all the mo invoices are done we're going to go to P1 and now we are going to look at projects same process little different for certain things so again Brandon add one budget hour for mulch we supposed to say mulch bags on the estimate but not so Arthur went and picked up mulch okay so what this is saying um and I just know this because um this is how we operate is we forgot to say there was mulch bags on the estimate which means we made a mistake on the office side now because of P for P I don't want to hurt my employee Arthur here who did a good job I don't want to hurt his paycheck so I'm actually G going to give him one B non-budget hour for this mulch because he had to go pick it up and he didn't know he had to so I'll be adding that on the back on a p forp which I'll show you we'll just keep that in mind for now okay so we got Arthur and Justice here and actually Justice I know was out of work that day as you can see he has no clock in he was supposed to come but he missed work so that's why he still says it here so only Arthur did these jobs so what I'm going to do is I'm going to do the same thing everything was closed budget hours all look correct they all have prices great 793 732 go to the invoices tax zero great 797 32 was that correct yep no credits phenomenal so now we are going to charge credit card sent uh and then I'm going to go over here to Arthur 641 so we need to correct that needs to be 645 and then how many budget hours did he complete seven so again I I like it clean now this something you have to edit it says two because it says justice on here but I know Justice wasn't there so so I need to change that to one save changes and then I'm going to have to make one more edit cuz that additional co-pilot rate you cannot delete until you click save changes now I have this delete option I wouldn't have before save changes and there we go arur and check that those are all good I'm going to send these and you just saw what I did uh before there which was I sent review email emails to the numo customers we always send review emails to Landscaping customers so email feedback after service stonum send email great now remember this dispatch note I got to add one non-budget hour for the mulch because that was an office mistake so manual adjustment and what I have to do here is we do 80 an hour so you're adding uh this amount to their p p so I'm not going to add $80 which is what we charge the customer I'm going to add a third of $80 to his P for p because that is one non-budget hour in P for p terms so 80 * 33 2640 so I have to add 2640 to his P for p to employee one non-budget hour added for estimate not mentioning mulch bags and team member having to pick up mulch save changes great so our mistake we own that so we are going to take care of that for our team member then last one P2 same thing over here P2 Bridget Kane Bridget Kane ah okay so we got a couple notes here so update Plants budget hour on co-pilot invoice and P forp software it says this note because this customer if I open up got a plant now as you can see there's no price and no budget hours because we quote the plants based on their size and we have it listed here so the customer can you know figure out uh how much it's going to cost awesome we even have little pictures of it so what I have to do now is I have to go okay how many plants 14 2 and 1 12q pots planted great so I need to find the two and A2 quarts two and a half quarts are last $15 so I have to do 15 times 14 $210 I'm gonna add a note for the customer just so they know why putting charge 14 2.5 quart pot plants I always bold it and then I'm going to add the budget hours now the budget hours I just know this uh which is that $5 of that is for the material because we have to add additives and whatnot so $10 is actually P for p so 10 * 14 and then divide that by 80 cuz that's our hourly R so it's 1.75 budgeted hours great and then this was oh whoops forgot to do it 15 * 14 210 great so that's been added now I'm not going to close this because I have to go to the invoice and I have to edit her invoice to Plants and what I'm going to do is uh everything I just wrote copy paste copy paste copy paste great now her invoice is all updated and we have that added you see the note and the price has been increased phenomenal go back to invoices go back to here and what you have to do it still says 21 so you have to refresh once that refreshes you'll see now it's 22.75 so it add the budget hours awesome so we're going to make sure everything looks good 2206 28 2206 28 Bridget cane um tax zero credit available zero charge credit card and charge that oh look at that no card on file so let's try a and there we go all set a has been charged she's paid we're going to send going to go back here this was just Nate on this job now I know that this was a project it was a multi-day project so instead of just entering the amount I'm going to make sure one is this clock in and clock outs look accurate yep those look good I'm going to go to Project Bridget Kane and I'm going to look at what did he clock in on this he clocked in so the reason it says 177.23 it's including his times from yesterday because like I said this is a multi-day job so uh what we can do here is we can go to time tracking now the thing with this is Nate did this entire job himself so I really don't have to do this extra step of checking what his exact time was today but I'm doing it to show you what you should do if like multiple workers did this so you can see these were Mo's the Landscaping Nate did this on the second and then he did it on the third so again if I had another employee like Stephen had also done the Landscaping um I would be able to see you know how long he clocked in but it was all Nate so 8.25 I'd usually do the math to get the exact amount but again it was it was all Nate who did this job so it doesn't matter he's getting all the P for p anyways 8.5 save the changes and now ex out that invoice is sent I always send the review email feedback after service great all right so all the P for p has been implemented last thing I like to do double check is I like to erase the cruise filter just to make sure something didn't get unsorted so if it was accidentally not assigned to a crew or maybe our general manager did something it would show up now but nothing's showing up so that means everything is good everyone has been build for work they did uh now I can go to P for p generate payroll Bridget Kane submit because this job was completed today and there's one last step I like to do invoicing is all set but I always like to check the P for p amounts make sure I didn't accidentally enter enter something in incorrectly I'll show you how I check that now so you go up to payroll once it's been submitted and I'm just looking to make sure I don't see some super high you know P forp amounts here so these all look pretty normal then I look at efficiency score 57 um Jordan petracelli 65 he's again training so that's normal 66 he's a trainer so that's normal Louie 99% Steven 90% Ste 90% then I can see the project bridg Kane Nate great he beat it by 4 and a half hours we'd love to see that all right so everything looks good that is it that's how you do your invoicing and P for p at the same time if you have any questions feel free to reach out always happy to answer them um and yeah have a great rest of your Wednesday