mHelpDesk Demo with Carpet Cleaning Company

Transcript Debbie: Yes, we do. Ryan: All right. So let me just – Debbie: We call them proposals instead of estimates. Ryan: Got it. So I can go to Settings, Dictionary and actually change the language on here. So I’m just going to change it from “job”. Debbie: Sorry Ryan, I got to get a couple of things done here. Ryan: No problem. Take your time. Debbie: All right. I’m back. Thanks. Ryan: OK. You good? Debbie: Yeah, I’m good. Thank you. Ryan: OK, cool. So yeah, so kind of what you were saying is you want to add the customers first. So you can do that. What I did, you can actually kind of go into it a couple of different ways like I did. Just add work order and then I kind of assumed in the quick demo that I sent you that the customer was already in here and you just entered him. But if a customer calls you up, you can just go to People¸ Customers. This is going to be your entire customer like database in here, right? So all of your customers, all their contact info, everything about them is going to be in here. So you can add a customer right here. So say the customer’s name is like Martha Stewart and her email is like and then any information. You can click Save. So I just added like the customer and then these are all custom fields. So you can kind of create these custom fields. You can kind of … Debbie: That’s what I want. Ryan: Yeah, you can create custom fields to just store like a bunch of data about Martha. So then if she’s like, “All right. Hey, I want …” Hold on. I think I don’t even have estimates turned on. Let me go ahead and turn on estimates. Debbie: Can we call the estimates proposals? Is that a word you can change? Ryan: Settings. Debbie: We call our customers clients. So I don’t know if that can be something … Ryan: Yeah. So you can – yeah. So customers, so I’m just going to call this “client”. This is the plural “clients”. It doesn’t look like you can change estimate label. You can put that though like in the templates so that it actually like says “proposal” on it but just inside of mHelpDesk, estimate isn’t something that we allow the label to get changed. The main reason for that is that we built the estimates and invoices around QuickBooks. So like it has to kind of match up exactly to what it looks like in QuickBooks. Debbie: I understand because in QuickBooks, I had to change the word to “proposal” on the proposal, when I built my own. Yeah, OK. I understand that. Ryan: OK. So we just changed people, customers. See how they’re called “clients” now. This is your entire list. So we just entered “Martha Stewart”. So if I search for Martha, I can pull up this customer. Now you can begin to like add a work order directly from Martha’s thing or … Debbie: OK. Now … Ryan: Yeah. Debbie: Go back. When you just entered her in as a client, could I go on straight to a work order from there? Ryan: Yeah, uh-huh. Debbie: OK, all right. I thought I saw that. Ryan: Yeah. So that’s the thing. So I just jumped to add-ons. That’s why. So basically we entered or we click Save and then we would be in her like customer profile. Now you can click Work Order. So again all these tabs are rolling up under Martha, invoices – these are all tabs inside of Martha’s customer record. Now I can click Add Work Order and it’s already going to attach Martha Stewart to this work order. It already has the customer there and then now you just begin to go ahead and add the work order details. So like I remember our type was like commercial cleaning and that’s where we had our custom fields down here, so status new, commercial cleaning. This could be steam clean and then you just – Debbie: How many custom fields can I put down there at the bottom? Ryan: As many as you want. Yeah. Debbie: I mean I’ve got every kind of thing you can imagine. If you saw my QuickBooks thing, it would just be like under carpet cleaning, I’m going to have every room in a house and it’s all about cleaning. I’m going to have every room in the house under wood. I’m going to have several rooms but then I will – I don’t know. OK. Ryan: Yeah, yeah. No, I totally get it. Debbie: I have a lot down there to choose from, a whole lot. Ryan: Oh, yeah. Give me one second, sorry. Yeah, sorry. Yeah, so you can have unlimited custom fields down there. Debbie: OK. Unlimited post job checklist thing. Ryan: Yeah. Just unlimited – these are all custom fields unlimited on both sides. Debbie: OK. Ryan: Yeah. So … Debbie: I like the way it scrolls down too. I don’t have to change the windows. Ryan: Right, exactly. Yeah, yeah, yeah. So we go ahead. We add this work order. Again the estimates are living inside of the work order. So it’s like from here, work order, now you can – so you can either add the work order but also if you want to go straight to estimate, you can do that as well. But when you add an estimate, it simultaneously creates a work order. So like you don’t have to have an appointment but it just creates that work order ticket because work order estimate and invoice are all attached to each other. Debbie: OK. Ryan: So now again if you want to do an estimate, you could like add an item. This is like if you went to the house and – clean room. Let’s just say there are five rooms, right? So that’s going to multiply 5 times 50 and it’s $250. So I just created this estimate. You can then email this or send it to the customer directly from here. As soon as it’s approved, then you could jump back to work order or even go to scheduling and then this will be up here, the steam clean and you can say, OK, say I want Tyrese to do this at 11:00 AM, so you can just drag and drop this job on the Tyrese calendar at 11:00 AM or this would be like Jim for instance, right? Then he could just view the work order and then begin doing the actual job in here and then if he wants – so do you want – I forget. Did you want them invoicing or did you want them adding time and materials and then you invoice? Debbie: We’re not sure how that’s going to go. Ryan: Right. Oh, yeah, yeah, right. I remember. OK. So anyway, so basically let’s just say we kind of end it from here and you guys can figure that out later but all the cleaners would have to do is really just get the job. They’re going to get notified and then just like update the status to let you know what’s going on with the job and that’s it. They can see all the information, all the custom fields. You have these post job checklists, things that you need to do. Then update status. Like that’s it. So it’s pretty straightforward. Debbie: OK. Let’s say if he got done and he didn’t put in the time and the materials or make the invoice. What would he – what I want him to change it to? For me to do it, there would be a thing in there for – and then that would automatically assign to me. Ryan: Right, exactly. Debbie: Ready for invoice. Ryan: Exactly. You would be ready for invoice. See how it has only been assigned to him so far. As soon as you hit Save, you can have a rule going on in the background that says now – just automatically reassigns to these people, to the billing team. Debbie: OK. Jim is here right now. He just walked in. I got you on speaker phone. Ryan: OK. Cool. Jim: Hey Ryan. Ryan: Hey, what’s up Jim? So yeah, so I mean we just kind of showed how the techs or the cleaners are basically just getting a job, updating the status and that’s really it. Then you just … Debbie: [0:08:29] [Inaudible] again? Ryan: Say again? Debbie: Can you go through the time and materials again? Ryan: Yeah. So if you want to add time and materials, you could just click Add Time. Did you want to add them directly to the invoice or did you want to add them to the Time and Materials tab and then you do the invoicing? Debbie: I just want some way that he can keep track how much time the jobs are taking him. Ryan: Yeah. Yeah. So I mean inside of the actual work orders, you could go to the time and then you could enter – you would basically enter the time against a certain service like hours or again it’s like clean or something like that, you know, clean room. Then you can just say, OK, it took like four hours. You could put that in there as like a time entry inside of this work order. Debbie: If you want to charge by the hour, that would be a good way to do it. Ryan: Right, right, right. Again the invoice – I think what we did was we put this – we did only an estimate but we put 5 rooms times like 50 bucks a room and that’s where we did all the estimate. Yeah. Debbie: OK. But if we want to keep track of the hours on the job, where would I go and find four hours now that you just put in? Ryan: So they’re always going to be in this Time and Materials tab but if you wanted to add those to the invoice, what actually happens is you see this green banner is showing here. The only reason this is showing is because there are things in this Time and Materials tab. So I could click this and then add these items that like Jim or someone would have added to the time and materials and you can add those to the invoice. But they’re always going to be in this Time and Materials tab and then it will also – like anytime you do anything, it adds it to the log notes section. So this kind of just keeps track of like what has happened so far on this work order. But if you want to just see the specific time entries, you could just go to the Time and Materials tab inside of the work order. Debbie: OK. Does that make sense? Jim: Yeah. Debbie: OK. Ryan: That’s pretty much it. Now you’ve created this invoice whether you do it flat rate or you actually add the time and then you can just email this out with payment integration, so that you can accept credit card or check or however you want it. Once it’s paid, you would just like apply the payment on the Payment tab. Debbie: You can do this on the job. Ryan: Yeah. Debbie: He could email the invoice right on the job? Ryan: Yeah, right on the job. So he would create a nice PDF invoice and you could just drop it in their inbox. Debbie: I wouldn’t have to do it. Jim: Yeah. Debbie: You take the payment and then just go from there. Jim: Let’s say I forget to actually mark the invoice and they pay me. Then that would show up of course on the work order as an open invoice. Ryan: Yeah, exactly. The status would be in like an open status, like an open ready for – whatever status the last one – the last status was. It would remain in that status. So then easily like at a glance, you could see all your work orders and you would see kind of on this screen which ones are still in like in progress. Then you can kind of go in and say, “Oh no, we actually did that one.” Click into it. Realize that hey, we need to close this out because it actually was paid. So it gives you a way to have visibility into the jobs. Jim: Can I see the calendar real quick? Ryan: Yeah. So there are a couple of different views on the calendar. This is called the assign view where basically you have like the cleaners or the techs side by side and you can see – then you can like drag and drop the jobs onto their calendar for the day. There’s also a day and a week and a month view that you could view just like kind of like the master calendar at a glance. This integrates with Google Calendar. Jim: We have production goals. If I want to see how much production we have today, is there a way of being able to do that? I don’t know, kind of a simple way of doing it. See how much every job is worth. Do I have to click into every order? Like the jobs I had yesterday, say they were up to $1500 yesterday. I would like to be able to see – because sometimes Debbie and I, we get into this conversation. How much does this job pay? She doesn’t know. She has got to go back to her calendar and look it up. Oh, I don’t know. I got to get the invoice. I think it’s $600, whatever. So we’re constantly having conversations everyday about the jobs, what – just like today. How much is this worth? How much is that worth? What’s that new job for? What’s … Ryan: Yeah, yeah, yeah. Jim: I would love to be able to look at it on a calendar to be able to see how much production I have per day. That’s what I’m looking for. Ryan: So I don’t believe that you could do it on the calendar but you could do it in like a – more of like a list view and then you can sort it by days. You can create – OK, I want to see invoice amount for the day. Jim: Yeah, I just [0:13:38] [Indiscernible] what your total is. Debbie: You got to make sure you made the invoices though. Ryan: So like yeah, so you could kind of have – you could create these different filters. Yesterday invoice amount and then you could say OK, yesterday, here’s the amount and then here’s the balance. So we’ve only collected like five bucks or whatever. So we still have $555 from yesterday or you could create sort of like a filter like this for – balance all, show all, total today, last week, like whatever. You could just create the different views. It’s not going to be on a calendar but you could still create that list view. Jim: OK. Another thing that we were wondering is Debbie – she does a lot of geographical matching basically. Did you guys go over this already? Debbie: No. Jim: We would like to know – there’s a lot of time, money. Time is money and so we would like to batch our jobs, Westside, east side, north side, how to keep them together. It’s nice to be able to take a look at … Debbie: The calendar. Jim: The calendar based on – to be able to see a calendar. They clients call and they’re from Princeton, Indiana, 30 miles north for now. She needs to be able to look at the calendar to see a geographical region, what day I will be in that area. Ryan: Yeah. Jim: You see what I’m saying? Ryan: Yeah. So like we have a map view. She could see kind of like where you are at that time based on our mobile app and stuff. Then like where the jobs are and then schedule based on that. So if I see this job right here, this job, call it job 1225568 and this is the tech. I could know to schedule this tech to this job or whatever. But in terms of like being able to schedule with the actual job, you could put – see that’s tricky. I mean you could put – you can kind of like classify the location of the job. Maybe using like a custom field on a job, like east, west, whatever. But in terms of also being able to see where the tech is without doing the map view, you’re not really going to be able to do it. You would have to do it either based on the map view to see the real time location or you’re not going to really have insight into where the tech is based on just the addresses of the old jobs. Debbie: Is this date specific? Ryan: This is like real time, yeah. Debbie: Now that one about finding out the amounts for yesterday, could that be made into a report that you could automatically just – you filtered. Is that the same thing as a report? Jim: Yeah, you just print it. Ryan: Yeah. Yeah. Jim: They’re the same. There’s an invoice then a report by invoice. Debbie: Yeah. Jim: Date. Debbie: Yeah. Jim: All right. Debbie: What does that red 32 in the right hand corner mean? Ryan: These are like notifications. So like anytime there’s like a new message, since this is a demo account, there are a ton of them. But anytime like there’s a new log or a new message, it’s sort of like a notification saying that there’s something new that has happened. You can like click into it and view. Jim: If Debbie assigns me a task to do, then that will come up on my email. Is that right? Ryan: Yeah, yeah. You get a notification email. Jim: OK. Debbie: Is that the only way we get notifications? Ryan: Yeah. We’re building out text and push notifications as well. Text should be coming out very, very soon. Debbie: Texting? Ryan: Yeah, texting notifications. Debbie: OK. Jim: And email. Debbie: OK. Jim: The other one … Debbie: So you can’t pull up a report. Ryan: You can do report. Yeah, yeah. So we have a full blown reporting section right here. So if you want to do financials, so basically invoice amount per customer or per day or whatever it is. This is all the reporting section right here. So like sales per staff, right? So like these are like the reports and then you can download this to Excel if you want to download down here. Debbie: OK. OK. Well, I think that’s all I needed to … Ryan: OK. Debbie: Just send me a recording. I will go over it again and look at it. [End of transcript]

Last Updated By: Rochelle Sanchirico