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Lawn care invoice template for Customer Support

funky hair just got out of the shower all right guys here it is um a few of you have asked about my scheduling how I do my scheduling um for my mowing things like that um so I'm going to show you real quick how I do it um I don't do a daytoday so to speak um I don't have to sit and plan them every day I don't have to print them out every day I don't have to do any of that stuff um I've been doing it the same way since I started my business um well actually I think I changed it up toward the end of the first year cuz I was I was all over it was a mess so I came out with a better way of doing it and it's worked great for me I don't use any special program I don't use yard book I don't use uh landscaper Pro I don't use any of that stuff um I'll show you how I do it and it's um it's it's very simple for me very simple it never changes I know what I'm doing I know where my stuff is um so I'm going to show you real quick all right okay so here's my computer I'm going to try to make this as clear as possible okay so right up here I have every day of the week okay um and you'll notice that these are the ones I've always had I used to mow Tuesday Wednesday Thursday Friday and now I'm switching with going solo this year I'm going to 5 days straight of mowing okay so I made new ones I got Monday Tuesday Wednesday Thursday Friday solo written under all of them so I know which one ones they are um but uh I'll show you real quick I made a couple dummy templates because uh obviously I don't want to put all my customers information all over the uh all over the Internet so here is I just click on it I got the dummy template one over here you know I'll move it over here real quick so it's with the rest of them all right so um this is just an example so here's Tuesday mowing click on it open it up it's all under Microsoft Word so this is how I'll have it it'll say Tuesday mowing at the top and then I have my customers I made a couple uh goofy ones I got Johnny Mo YouTube Drive something to look at tube Street geek to Freak Fitness freaky Lane Fall River Water Street topnotch Brian and Tyler Street cuz uh Brian does a lot of stuff with his son there um we got velvet hammer plow Master Lane Renee Romero grasshopper way Johnny Ryan window Street mtown Walker Drive cio's long care Street Matt Nardi grassmaster Road anyway so this is how I do it okay so I'll print this out and I'll print out one for each day Monday Tuesday Wednesday Thursday Friday and I'll print them out at the beginning of the month now I have each one of these blocks so the cuz I keep all of my Lawns on the same day every week my policy is um you are on the same day every week unless it rains on your day then I guarantee to service your property property within 48 hours after the rain passes that's my policy so they're all on the same day every week so I will put like we'll say that um we'll say this is the first right so it'll be like I don't know what the hell month is this uh January so it'll say like 2-1 I'll put the day in there then the following week will be 7 Days Later the next day to go there the following week 7 Days Later the next day there um some weeks have or some months have four weeks some have five so as my template they all have five blocks in them anyway just in case now over here it's a scenario where I have notes like I can um like some I think I have two bi-weeks left and I'll have it printed in there bi-weekly um just so I remember which I know them all it's just in there anyway but I have notes written there so like um if I show up at a property one day and there's something there that says uh like they want me to trim the hedges um like the second week of that month or whatever I'll put Hedges trimmed and I'll put the date on there so at the end of every month now what I do is I take all 5 days I staple them together and they go on a clipboard um there's a clipboard there with it on there that's for my plowing actually I do the same thing with plowing and then at the end of the month I bring the clipboard in in the house here and then I start making out all the invoices and it all goes buy these I'll I'll go right to their invoice I'll show you that in a minute um and then I put all the dates in that I have written down um there's a pen in the truck obviously and then I handr write them in there as I service them each week and then I I write the dates down so at the end of the month I just bring this in the house these sheets and I make out their invoices based on the dates I have written in there from throughout the month if I trimmed Hedges and then I forgot throughout the month or whatever it's already written in there so so I know to add that to their bill okay this is just something I made up in Microsoft Word um and when you go in Microsoft Word and you go into um like I'll click up here you go in like page layout you can do different things you do margins of facts you can do um you can do line numbers breaks Watermark page you can do borders uh you can do anything but you can click on themes and you can do uh templates and stuff and that's where I got these boxes and I just kind of moved the lines back and forth and made them how I wanted them and this keeps it nice and simple I got the names the addresses um and that's that okay now I'll close out of this and now what I do is I have another folder up here it says mowing customers okay I click on that and it brings up all my customers now these are all my regular customers okay okay these are my regular weekly customers so I'll just scroll down through all these and I'll get to the dummy template I made here and I click on that open it up Microsoft starter same thing and this is another thing I made up a dummy template um you know I'm going to do real quick before I show you this let me get rid that okay so right under here I just deleted is my address my phone number all that stuff it's what I keep under here all I did is I have my logo saved to my desktop and I just paste it right there um and I have a dummy template off to the side so I can change these whenever I want but I have my business there and then right here where you see this icon flashing is my address and my phone number is all written there um and this is another one I made up just a Microsoft Word used the template that they had on there and I made it up okay so I have the customer in here their address their phone number it says invoice on it and I just put the date in there now right here I have it says quantity description price total so I just have Lawn Service written there and I'll put the dates in here okay we'll say like one dash one okay and then I'm trying to get you a good picture of this and then comma the next date is 1-8 the next one is you know so on and so forth that's that's just how I do it okay and so all the dates for the month will be in there we'll say they price for weekly mowing is $30 a week now each one of these invoices is already already set up in the folder with each customer I just showed you how I clicked on this one um from that folder each one is already set up so it has their name their address their phone number everything's already in there and then their weekly mowing price is in there um and then all I got to do each month is just fill in the dates and then total it up so there's two Moos there $30 is their price so their total 60 bucks and you come down to the bottom subtotal $60 um text is already included in all my prices so their final amount is $60 and then I just have this at the bottom please mail a check made payable to Randy hasell or Countryside lawn care to the address above within 10 days of the date of this invoice there will be a $25 charge for any late payments unless other arrangements have been made thank you for your business and that's the invoice and all I do is I hit save and uh so then it'll be saved so at the end of next month this is already in there and I just clear those numbers out and put in their new ones again uh for the customers that I mail these to I just click up here hit print comes out of the printer over there done um for the ones that I email them to alls I do is uh I click save and I get out of this okay um see you click save right there and now it's in there and it brings me back to my list like I said each one of these customers already has the amounts and and everything written in there so what I do is I just go into my email and I put in their email address for the ones I email their invoices to which is 90% of them and then uh I say here's the invoice for January and then at the bottom I click attachment I go into that folder I grab their invoice I attach it there and hit send boom it's done and that's it it's uh it's that simple that's all I do like I said I made simple little templates off of uh off of Microsoft starter Microsoft Word it comes on every computer um and that's all I do nice and simple and then at the beginning of the next month I just print them five sheets out again and I start writing in the dates again um so it's nice and simple at the end of each month um whether I email them or send them in the mail to the customers I print out three copies of each one um I uh one of them goes directly in my file cabinet the other one goes to the customer and the other one the other copy goes to my accountant so at the end of every month he gets um a copy of each one of my invoices to input into the website for my um quarterly sales tax um except for the customers I email and I print two one goes to my file cabinet one goes to my accountant um but that's it it's that simple that's how I do it no special programs no nothing now I know that yardbook I've played around on yard book I played around on landscaper Pro I played around on QuickBooks a bunch of them and uh and they're great they offer a lot of great features but uh this is just the simplest thing for me the easiest thing it works for me it's how I like it uh as far as going solo I've pretty much all of the big landscaping jobs I'm not going to take on I'm passing on to a friend of mine um which he specializes in mostly just Landscaping he wants to avoid the lawn maintenance um lawn maintenance is my thing that's what I love to do that's what I specialize in that's what I want to keep the most of um I'll do some smaller projects like that with uh with some of my customers um and I'll save that for the weekends but Monday through Friday is going to be straight mowing unless I have extra time I might trim some Hedges stuff like that but uh all in all the the landscape projects will go to a buddy of mine and he sends me and I did send I've sent a lot to him over the years anyway um just cuz I didn't have the time for him and in return he sends me any of the mowing he gets um so I don't have a lot of people say I don't want all these other companies on my customer's property well I don't either um so it doesn't work out that way we it's pretty much him and I and if anyone goes to my customer's properties it's him uh 90% of the time and uh I don't have to worry about him trying to steal my lawn and he doesn't have to worry about me trying to steal one of his customers for landscaping uh we got a good thing worked out like that plus I have another company I use sometimes if he can't get to it and it's the same deal with him so uh works out good that's my I'm going to continue going solo this year I'm going to continue the same way I've always done it with how I have it worked out how I keep track of everything and um for those of you that were wondering that's my system all right guys I'm out