Collect All Money from Prior Day Business, and Ensure ALL Techs are Busy for the Day and Week:

I. Load up the tech schedules by going thru the “1aQ-Weekly NEEDS Addtl Items/Maint/FC/SC” and the “3aQ PPC/FC TASKS”

II. Run reports in ION for invoicing/collections of day before:

a. Work Order Invoices: Reports tab, Work Orders, Filter on ALL, and the Start and End date — select them pertaining to the days you need to research and invoice.; click on XLS and Save and Open in Excel

1. In Excel, immediately highlight the header row and select Data, Filter to lock in pull down menus and keep sorts aligned. Go to the Assigned To pull down menu and deselect your techs you are responsible for invoicing on, and then delete all other techs shown, which will leave only your techs in the report
2. Now go thru each line item and research amounts to charge customers, update Work Orders as necessary, Close, and Invoice each one
3. Go to Accounting tab, select Work Orders, and at bottom left, sort Descending to see the most recent available Invoices at top of screen. Now select Release on your invoices you have created, then “push” to QuickBooks with the WebConnector
4. Go into QuickBooks and find each invoice and charge the customers credit card, and email the invoice stamped PAID (not the payment!)

b. Task Invoices:
1. Go to Accounting tab, select Tasks, and at bottom left, sort Descending to see the most recent available Invoices at top of screen. Select the Build Invoices button on bottom of screen to populate new tasks that have been created, and release the PPC’s (not the weekly’s–Sean does new customer charging off of their first work order) Now select Release on your invoices your techs have completed, then “push” to QuickBooks with the WebConnector
2. Go into QuickBooks and find each invoice and charge the customers credit card, and email the invoice stamped PAID (not the payment!)

III. Pool Count: Reports tab (in ION), Customers, Filter on WEEK you are reporting for, and ALL on other fields, click XLS to open in Excel.
*Note: on Mondays, run an ACTUAL SERVICE REPORT–item c. below– instead for actual pools cleaned and actual payroll*

a. In Excel, immediately highlight the header row and select Data, Filter to lock in pull down menus and keep sorts aligned. Go to the Task Name pull down menu and deselect tasks you are reporting on, and then delete all other tasks shown, which will leave only your tasks in the report. Next delete all unnecessary columns we dont need to see (ie. address, phone etc)
b. Next sort the remaining Task Names alphabetically, and count to the right in a blank column how many FULLS, PARTIALS, and SIGNATURES we had for the week. Sum all at the top to check your work. Do tech pay as well (assume $12 per full/sig, and $5 per partial) to show weekly labor, and then total above the Task Price column to get the Weekly Revenue amount.
c.

Job #1 – Dispatch/ Ops – EVERY DAY BEFORE 8AM

  • TO-DATE…MAKE SURE CUSTOMERS ARE HAPPY … 🙂
  1. Ensure all techs are “Awake & Moving” 🙂
  2. Ensure all Maintenance Pool Tasks were complete the day before
    1. Customers Happy
    2. Sufficient times (Sig, Full = 20; P=10)
    3. Pictures
  3. Ensure all Maintnenance Work Orders were complete the day before
    1. Customers Happy
    2. Pictures
    3. CLOSE AND INVOICE ALL JOBS AND TASKS, PUSH TO QUICKBOOKS, AND COLLECT

 

  1. Check Truck GPS for Violations
    1. Speeding
    2. Usage after hours/ personal
  2. Check Maintenance Action Items / Issues
  3. CREATE 1-PAGE TO-Do List from activities above; add supporting info pages
    • Staple together
    • Work list
    • Place in binder

Job #2 – Sales – EVERY DAY BEFORE 8AM

  • UNDERSTAND PRODUCTS TO SELL, TECH AVAILABILITY TO DELIVER…. SELL, SELL, SELL… 🙂
  1. Know availability of what you can sell
    1. People Availability
    2. Products / Pricing
  2. People Availability
    1. CREATE AVAILABLE TECH TO SELL DOCUMENT
      • Know Tech Schedule – Push to sell availability
        • Maint Weekly
        • 1 Time
        • Service-Repair
  3. Know Products you can sell
    1. Maintenance Weekly
      1. Signature; Full; Partial
    2. 1 X Items
      1. PPC – Pool Protection Club
      2. Filter Clean, Salt Cell Clean
      3. G2C (Green to Clean)
      4. D2C (Drain to Clean)
    3. Service – Repair
      1. Pump / Motor
      2. Heater
      3. Filter
      4. Leak, etc