Lawn Care Business Forum Lawn Care Business Book Lawn Care Business Blog Lawn Care Software
Home Forum Contract & Flyer Templates Blog Software Videos Podcast Calculators / Estimators Store Mower Review Design It Yourself Lawn Business School

Go Back   GopherHaul Landscaping & Lawn Care Business Marketing Forum > Lawn Care, Landscaping, and Property Management Forums > General Talk

General Talk If it doesn't fit anywhere else, post it here.

Low Tech Organization - Incoming Call Sheet for Estimates/Jobs for Season


General Talk

If it doesn't fit anywhere else, post it here.
Reply
 
Thread Tools Search this Thread
  #1  
Old 03-05-2012, 11:42 PM
Hedgemaster Hedgemaster is offline
new member
 
Join Date: Jul 2010
Location: Pittsburgh, PA
Posts: 2,772
Rep Power: 0
Hedgemaster is on a distinguished road
Default Low Tech Organization - Incoming Call Sheet for Estimates/Jobs for Season

Let me start by saying that while this worked for me in my first season, there may be better ways of doing things. I don't claim that this is the best method, only that it worked for me when I had no other means of keeping track of my jobs since I didn't have a computer or software to do such things.

I started out with a notebook. That was a bad idea in that I had no uniform way of taking down info from incoming calls, and there was no way to organize info in any useful way. It just didn't work. I decided that I needed a sheet dedicated to taking down info from incoming calls - some sort of "form" that allowed me to fill in the blanks while talking to the person on the phone. Before doing so, I would sometimes find that I had forgotten to get information and would need to call back to get it.

I had intended these sheets to be used as estimate sheets only, but as it turned out, I found that I could keep track of things through the entire season once a client had "signed on".

I recently tweaked my form by adding a few items that I found myself writing in by hand last season. I know that there are a lot of noobs reading that are looking for any help they can get, so I thought I'd share what I put together in hopes that it may help someone. I'll add a PDF attachment below. Its a two page document - I printed it on both sides

I always have a clipboard with these sheets in my truck as well as a stack at home near my desk. When a call, or email comes in for an estimate, I fill out the sheet and take it with me on the estimate. I can conveniently take notes on the property, note client requests, etc. These notes are now available any time I need to refer to them throughout the season.

After I get the "OK" to start the job, I then keep track of the cuts/jobs performed on the lower portion. I note the date, work done (Mow, Hedges, Cleanup, etc), job price, and whether payment was received.
Once my schedule is set, I just take the sheet with the customer info and sort it by day they get cut. I have a nice binder with a pocket on the front that I keep "today's jobs" in. Inside the binder are pocket dividers for each day of the week where the rest stay.

Anyway, that's how I made it through season one. If it helps someone, great, if not, you've just lost a few minutes of your time that you'll never get back.


Oh, and I'm sorry, but it's not saved in a format that you can edit. I tried to do it in Word, but I just got that software recently and have never used it before, so I did it in something I was familiar with.
Attached Files
File Type: pdf Incoming Call Sheet 2012.pdf (30.9 KB, 181 views)
Reply With Quote

Stop guess-timating. Learn how to estimate and make money! $$$
Mow Time Estimator Lawn Care Price Estimator Mulch and Topsoil Calculator Snow Plow Estimate Calculator


  #2  
Old 03-06-2012, 12:06 AM
thegroundscrew's Avatar
thegroundscrew thegroundscrew is offline
Senior Member
 
Join Date: Nov 2011
Location: Bellevue, WA (425) - 15 minutes from Seattle (206, my city's filthy)
Posts: 141
Rep Power: 4
thegroundscrew is on a distinguished road
Default

Lawn care business tipsLawn Care Business Book
Wow that's excellent work you put together. I wish I could just snag that from you. My favorite part is the text ok spot and the spot for additional notes. This is a great way to keep track of everything if you don't have a software. Sometimes it can be even better. Well great job. Are you going to use this for season two? If not what are you going to do instead?
__________________

Curtis Michael
President
The Grounds Crew
(425) 765-2638
www.thegroundscrewllc.com
Reply With Quote
  #3  
Old 03-06-2012, 12:37 AM
Hedgemaster Hedgemaster is offline
new member
 
Join Date: Jul 2010
Location: Pittsburgh, PA
Posts: 2,772
Rep Power: 0
Hedgemaster is on a distinguished road
Default

Quote:
Originally Posted by thegroundscrew View Post
Wow that's excellent work you put together. I wish I could just snag that from you. My favorite part is the text ok spot and the spot for additional notes. This is a great way to keep track of everything if you don't have a software. Sometimes it can be even better. Well great job. Are you going to use this for season two? If not what are you going to do instead?
Thanks.
Heh. I'd say a full half of my clients communicate with me by text almost exclusively. I like it because once I know they can accept texts, I don't feel like I'm "intruding" if I need to ask something - not like I would if I had to make a call. It also is a record of what was asked/agreed upon.

Yes, I'll use it the same way this season. I currently have the Gopher software trial and will likely purchase it, but this is a relatively simple system to use - Pull into the jobsite and just jot down the date, anything else I want to note (like start/stop time), amount paid, and that's about it - done.
Even if I use the software, this is an excellent backup. I'm also a creature of habit, so once I have a system, it's hard to change.
I did purchase my first laptop not long ago and plan to use it for "work", but I don't know if I'll carry it with me all day every day or not yet. Time will tell.
Reply With Quote
  #4  
Old 03-06-2012, 04:39 PM
Steve's Avatar
Steve Steve is online now
Administrator
 
Join Date: May 2003
Posts: 36,816
Rep Power: 10
Steve has disabled reputation
Default

Great post!

Can you tell us, especially the new start up business owners, what the benefit is to using such incoming call sheets vs just writing down an address and go show up for an estimate?

Early on, a lot of times, it seems new business owners won't get it unless the reasons are explained out as to why. And since you have used them for a season now, what's your view on why?
__________________
- Subscribe to my Lawn Care Marketing Blog Feed and get daily tips sent to you. Free!
Download your Free trial of Gopher Lawn Care Software.
Reply With Quote
  #5  
Old 03-06-2012, 05:09 PM
Hedgemaster Hedgemaster is offline
new member
 
Join Date: Jul 2010
Location: Pittsburgh, PA
Posts: 2,772
Rep Power: 0
Hedgemaster is on a distinguished road
Default

Quote:
Originally Posted by Steve View Post
Great post!

Can you tell us, especially the new start up business owners, what the benefit is to using such incoming call sheets vs just writing down an address and go show up for an estimate?

Early on, a lot of times, it seems new business owners won't get it unless the reasons are explained out as to why. And since you have used them for a season now, what's your view on why?
There are several benefits that I've found.

(a) This keeps all the important info in one place.
Prior to using these, I used a notebook, loose sheet of paper, sticky notes... This resulted in lost info, fumbling around trying to remember what I wrote, and where, half the info in my truck while the rest is in the house, and a generally unorganized way of doing things.

(b) I don't forget to ask questions.
With incoming calls, I used to forget to ask if the number they gave me was a cell or home number. Now, as I'm writing, I see the spot on the sheet to circle one, or the other, and I never forget to ask.

(c) It looks more professional.
If I'm standing there speaking to the client while taking down info, it looks a little better than making notes in a yellow notepad.

(d) All info is at my fingertips.
I can use the same sheet from the time a client first calls for an estimate, all the way through to the end of the season. All my notes on what mower height I used on the lawn, hidden obstacles, their pet's names, their work hours, time it takes to complete their lawn, and more, are all in one place.
Even if I start to implement my laptop, this sheet will still be just as useful to me.
Reply With Quote
Reply

Bookmarks

Thread Tools Search this Thread
Search this Thread:

Advanced Search

Posting Rules
You may not post new threads
You may not post replies
You may not post attachments
You may not edit your posts

BB code is On
Smilies are On
[IMG] code is On
HTML code is On
Forum Jump

Similar Threads
Thread Thread Starter Forum Replies Last Post
Lawn Care organization hawthornelawncare Community Assistance 2 10-05-2011 06:09 PM
Gore Tech Lawn needs design assistance Steve Graphic Design Discussions 0 04-17-2007 11:37 AM
Jobs being created aren't as good as the jobs lost Steve General Business Discussions 0 05-19-2006 04:08 PM
Blaes Tech Logo Steve General Business Discussions 72 06-17-2004 01:22 PM
Tech Questions: Please Read First Gopher Tech Gopher Software Support Archived Question & Answers - Read Only 0 06-06-2003 01:01 PM

» Recent Threads
  RatingTitle, Username, & Date Last Post Replies Views
These are the days on...
ExtremeLawncareServices
01-11-2015 11:41 AM
Today 09:34 AM
by ExtremeLawncareServices
9 455
second year advise
cmdlawncare
01-23-2015 06:22 PM
Yesterday 11:42 PM
by jrs.landscaping
3 98
Lawn care truck
Steve
10-10-2009 03:40 AM
Yesterday 10:54 PM
by Chilehead
39 15,761
What happened to Better...
Steve
01-27-2014 04:07 PM
Yesterday 01:13 PM
by WesleySnips
16 2,972
need advise
rawssrob
02-23-2010 02:45 PM
01-23-2015 06:40 PM
by cmdlawncare
7 2,498
please Help with none...
Lawnboyman1170
01-09-2015 09:46 AM
01-23-2015 03:39 PM
by burnell76
7 434
does this sound good or...
Bradcook21
01-22-2015 09:24 AM
01-23-2015 02:02 PM
by Steve
8 212
New to forum
ROB N
01-23-2015 08:35 AM
01-23-2015 01:53 PM
by Steve
1 74
Looking for advice on...
berryjam
01-21-2015 07:37 PM
01-23-2015 01:50 PM
by Steve
9 236
Extending the life of...
rmccutchan
01-17-2015 12:37 AM
01-23-2015 01:43 PM
by Steve
8 300
osceola lawn service
jasa@wildblue.net
01-22-2015 03:23 PM
01-23-2015 01:38 PM
by Steve
1 93
How many contracts...
5StarLawnscaping
01-12-2015 03:51 PM
01-23-2015 08:46 AM
by jrs.landscaping
8 418
Tax Question
Wolf4dk
01-20-2015 01:11 AM
01-22-2015 02:28 PM
by Steve
4 209
Billy Goat Vac
Mr. Mow
01-19-2015 07:42 AM
01-22-2015 02:18 PM
by Steve
6 208
"Part Timers", "Low...
doug1980
06-10-2009 12:55 PM
01-22-2015 02:09 PM
by biglee
39 10,093
Property Pricing
GVL
01-19-2015 02:46 PM
01-21-2015 02:18 PM
by Steve
5 250
Landscapers Source For...
breadcrumb
01-16-2015 02:44 PM
01-21-2015 05:55 AM
by breadcrumb
14 407
Hoa advice
Bradcook21
01-16-2015 09:36 PM
01-20-2015 04:30 PM
by Steve
4 248
My Invention
biglee
01-11-2015 07:51 PM
01-20-2015 10:16 AM
by biglee
16 584
How to beat the pre pay...
stansg1fresh
01-13-2015 04:33 PM
01-19-2015 03:38 PM
by ringahding1
3 316
Hello from Md
homey
12-17-2014 06:55 PM
01-19-2015 01:37 PM
by Steve
12 1,093
Hi from Illinois
burtle
01-02-2015 09:46 PM
01-19-2015 01:22 PM
by Steve
3 483
Hello from SW FL!!
5StarLawnscaping
12-05-2014 02:35 PM
01-19-2015 01:20 PM
by Steve
14 1,407
Lost my @#$ blower
stevef1201
01-11-2015 08:31 AM
01-17-2015 02:21 PM
by lxarth
2 349
Another Illinoisan.....
barhopper
01-11-2015 05:38 PM
01-16-2015 04:29 PM
by Steve
10 397
marketing with pizza...
apmAkron
01-15-2015 09:57 AM
01-15-2015 06:29 PM
by Steve
4 235
CRM and Quickbooks?
5StarLawnscaping
01-15-2015 08:06 AM
01-15-2015 08:06 AM
by 5StarLawnscaping
0 171
New Member, Indiana Iraq...
Timbo
07-14-2011 09:44 AM
01-14-2015 06:14 PM
by Steve
10 3,767
check this box truck out!
BLAZIER-1991
01-07-2015 07:40 PM
01-13-2015 03:06 PM
by biglee
8 603
My community only ad...
googus
01-12-2015 09:55 AM
01-13-2015 02:44 PM
by Steve
5 298
12 Years in Business!
Chilehead
10-23-2014 09:07 AM
01-13-2015 09:37 AM
by Chilehead
18 1,768
use a small business...
BLAZIER-1991
12-25-2014 12:21 AM
01-12-2015 06:32 PM
by BLAZIER-1991
30 1,523
tips on creating a...
BLAZIER-1991
01-08-2015 07:22 PM
01-12-2015 06:19 PM
by BLAZIER-1991
4 443
During Your Down Time
achri12
12-24-2014 03:03 PM
01-12-2015 03:54 PM
by Steve
10 1,054
Leaf cleanup
Bradcook21
01-09-2015 02:21 PM
01-12-2015 12:22 PM
by Jamesw86
4 408
Has Anyone Used Plowz ?
dpld
01-08-2014 12:14 PM
01-11-2015 02:17 PM
by burtle
20 3,313
What to pay help
Bradcook21
01-07-2015 01:32 PM
01-08-2015 07:01 PM
by Steve
1 447
Need a trailer
googus
01-07-2015 09:40 AM
01-08-2015 10:24 AM
by Upscale2
7 545
Do you guys charge buy...
burtle
01-02-2015 09:58 PM
01-07-2015 08:37 PM
by Shark1611
14 901
Organic Lawn Care...
NHray
10-17-2014 07:05 PM
01-07-2015 07:05 PM
by greyhound
18 2,141
Need advice please
CHenricks
01-06-2015 01:17 AM
01-07-2015 03:34 PM
by Steve
4 516
Mowing 2 acres
Bradcook21
01-05-2015 03:13 PM
01-07-2015 03:32 PM
by Steve
9 648
Ideas on a large bid
Knaubone
12-21-2014 11:57 AM
01-06-2015 03:55 PM
by Steve
5 969
Trailer with 4ft sides...
mayala030292
01-02-2015 09:01 PM
01-06-2015 03:33 PM
by Steve
5 600
A tip to get good...
biglee
01-04-2015 12:07 AM
01-06-2015 03:30 PM
by Steve
4 584
Work Shoes!
rsanchez1203
02-19-2013 12:07 PM
01-05-2015 09:18 PM
by Havanese2
13 7,432
EDDM post cards
hemiman
02-13-2014 06:36 PM
01-05-2015 04:22 PM
by Steve
14 2,388
Cleaning your Mower and...
MNK
01-03-2015 01:22 AM
01-05-2015 09:17 AM
by rmccutchan
10 738
where to find more...
BLAZIER-1991
01-02-2015 12:17 AM
01-04-2015 12:51 PM
by BLAZIER-1991
6 625
Peco Bagger
AGPS
11-18-2014 02:20 PM
01-03-2015 04:21 PM
by stevef1201
17 2,292
» Popular Tags
4wd 4x4 apartment bid apartment complex apartment lawn care estimate applying bark bob villa care collections commercial demonstration ditches door hangers edging employee problems estimate ferris four wheel drive google gopherhaul hardscapes hills how to hydraulic introduction jobs landscape services lawn lawn aeration lawn care lawn care busines plan lawn care business lawn care business seo lawn care business show lawn care business website lawn care business website seo lawn care seo lawn care website lawn care website seo managing a lawn care business marketing new buisness ordinance past due patio install per hour charge podcast profit on employee reo scag v-ride scripts seo shreaded snow plowing sq ft starting a business starting a lawn care business start up lawn care business steve sulky toro tractor auger trailer mate pro truck new used landscape walk behind web design won't return wood wright stander rh
Powered by vBadvanced CMPS v3.1.0

All times are GMT -5. The time now is 12:52 PM.


(C) 2011 Riggs Publications - Terms of use & Privacy Policy

All times are GMT -5. The time now is 12:52 PM.

(C) 2011 Riggs Publications - Terms of use & Privacy Policy