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, 182 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: 36,992
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
Diesel conversion?
Just for Cuts
Today 10:59 AM
Today 06:46 PM
by Just for Cuts
2 46
New Website
brian'slawncare
Yesterday 06:35 PM
Today 06:41 PM
by brian'slawncare
4 74
What's include in a bid?
ppl
Today 01:19 PM
Today 05:20 PM
by ppl
4 79
Opinions on truck wrap
Truro
02-28-2015 04:21 PM
Today 05:01 PM
by Steve
7 171
Ugliest lawn contest
Steve
02-23-2015 04:17 PM
Today 04:57 PM
by Steve
5 336
pros and cons on...
Wolf4dk
Today 12:26 AM
Today 04:49 PM
by Steve
4 64
Hi from the beautiful...
nwgirl
02-07-2015 06:01 AM
Today 04:45 PM
by Steve
5 632
New Lawn Care Business
S&Z Lawncare
Today 04:13 PM
Today 04:13 PM
by S&Z Lawncare
0 21
Online Estimator
acrajchel
Yesterday 05:58 PM
Today 03:50 PM
by Steve
3 77
stubbon people
Bradcook21
02-16-2015 04:25 PM
Today 03:40 PM
by Steve
43 1,365
price for snow clearing?
Bradcook21
02-25-2015 09:11 PM
Today 03:30 PM
by Steve
6 221
rock salt
Bradcook21
02-24-2015 11:17 AM
Today 02:36 PM
by jrs.landscaping
28 561
How to obtain more...
winkie61
02-17-2015 08:31 AM
Today 11:05 AM
by nwgirl
4 567
I'm Back With The Best...
aduttonater
02-21-2015 01:41 AM
Today 10:44 AM
by ExtremeLawncareServices
16 639
My Newborn son
avetslawncare
02-27-2015 01:07 PM
Today 07:40 AM
by Sprinkler Buddy
4 99
How to sell annual...
GroPro
02-17-2015 12:31 PM
Yesterday 01:46 PM
by Chilehead
8 601
Facebook
element009
03-23-2011 09:36 AM
02-27-2015 11:37 AM
by ExtremeLawncareServices
52 11,833
Blade sharpener
Just for Cuts
07-04-2014 01:31 PM
02-26-2015 03:43 PM
by Mr. Mow
15 1,769
viking cyclon.
uppercut
01-29-2015 09:12 PM
02-26-2015 02:54 PM
by Steve
5 522
Start LIKING FACEBOOK...
rlclawncare123
02-26-2015 01:06 AM
02-26-2015 02:41 PM
by Steve
1 127
Another website update
Chilehead
02-26-2015 11:24 AM
02-26-2015 12:46 PM
by Just for Cuts
3 118
tips on creating a...
BLAZIER-1991
01-08-2015 07:22 PM
02-26-2015 02:44 AM
by ExtremeLawncareServices
5 728
New Lawn Care Service...
rlclawncare123
02-26-2015 12:49 AM
02-26-2015 02:24 AM
by ExtremeLawncareServices
1 137
Finally!
SGL1
02-22-2015 09:46 PM
02-25-2015 10:15 PM
by SGL1
13 475
leaf removal.. mulching...
facework84
08-05-2011 03:26 PM
02-25-2015 08:07 PM
by Steve
5 2,810
How many customers?
SC93
02-25-2015 12:40 AM
02-25-2015 04:59 PM
by SC93
5 251
Irrigation...
charlieallen
02-24-2015 01:16 PM
02-25-2015 02:58 PM
by Steve
6 242
use a small business...
BLAZIER-1991
12-25-2014 12:21 AM
02-25-2015 12:46 AM
by SC93
33 2,860
honest opinion please
uppercut
02-17-2015 02:30 AM
02-24-2015 07:12 PM
by homey
10 692
2nd year advice anyone
Bradcook21
02-18-2015 07:00 PM
02-24-2015 05:15 PM
by Bradcook21
14 658
need help
lawnexpers115
02-23-2015 05:36 PM
02-24-2015 02:49 PM
by Steve
3 286
Hello People
nativikee
02-23-2015 07:17 PM
02-24-2015 02:43 PM
by Steve
4 282
New member
qua ke zik 001
02-23-2015 11:24 AM
02-23-2015 03:40 PM
by Steve
1 239
New Video
Sprinkler Buddy
02-22-2015 09:18 PM
02-23-2015 03:19 PM
by Sprinkler Buddy
2 266
need help with SCAG...
apmAkron
02-23-2015 09:14 AM
02-23-2015 01:57 PM
by apmAkron
3 264
which degrees would be...
BLAZIER-1991
02-20-2015 04:46 PM
02-23-2015 01:47 PM
by Steve
9 431
Trouble logging in
avetslawncare
02-21-2015 02:06 PM
02-23-2015 01:44 PM
by Steve
1 604
John Deere Quik Track...
acrajchel
02-20-2015 03:12 PM
02-23-2015 01:40 PM
by Steve
1 301
Trimming and...
joshlawncare
02-15-2015 02:04 PM
02-22-2015 09:48 PM
by SGL1
5 633
where can i post this
zippy-phil
02-17-2015 07:58 PM
02-20-2015 02:02 PM
by Steve
7 514
These are the days on...
ExtremeLawncareServices
01-11-2015 11:41 AM
02-19-2015 04:43 PM
by ExtremeLawncareServices
29 2,680
Thumbs up or down?
lawnman1959
02-18-2015 11:40 AM
02-19-2015 01:22 PM
by Chilehead
3 432
Am I growing too fast?
Mattcrump
08-04-2011 11:54 PM
02-19-2015 12:34 PM
by Steve
11 5,227
Say Hello !!!
Steve
03-19-2007 12:18 PM
02-19-2015 12:31 PM
by Steve
1,215 372,254
Mowing 2 acres
Bradcook21
01-05-2015 03:13 PM
02-19-2015 12:23 PM
by Steve
16 1,488
FREE Custom Website...
breadcrumb
01-31-2015 10:58 PM
02-18-2015 01:32 PM
by Steve
5 1,134
Taking a step back
Billy Goat
02-16-2015 07:37 AM
02-18-2015 01:17 PM
by Chilehead
9 613
Employees
stevej
02-17-2015 05:25 PM
02-18-2015 12:47 PM
by Mr. Mow
1 420
Landscapers from hell!!
Chilehead
01-29-2015 03:55 PM
02-17-2015 07:48 PM
by ExtremeLawncareServices
9 1,040
Cannot access your Itune...
winkie61
02-17-2015 10:00 AM
02-17-2015 03:26 PM
by Steve
1 366
» Popular Tags
2wd 4x4 ad landscaping aerocore apartment bid apartment lawn care estimate applying blowout bob villa bush commercial contract help deliquentaccounts demonstration ditches door hangers employee problems estimate facebook four wheel drive google gopherhaul gravely growing a lawn care business hardscapes how to hydraulic jobs john deere quik trac landscape services lawn lawn aeration lawn care lawn care busines plan lawn care business lawn care business podcast lawn care business seo lawn care business show lawn care business website lawn care business website seo lawn care website lawn care website seo lawn mowing managing a lawn care business marketing marketing secrets mulch new mower ordinance patio install per hour service podcast scag v-ride scripts search engine optimization seo shreaded snow plowing sq ft starting a lawn care business steep lawns theft toro tractor auger trailer mate pro up sell employee web design website wood wright stander rh
Powered by vBadvanced CMPS v3.1.0

All times are GMT -5. The time now is 07:02 PM.


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

All times are GMT -5. The time now is 07:02 PM.

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