This release continues our drive toward making existing processes simpler and faster. New enhancements include Search Bars on list pages, a simpler setup for Chemical Tracking, improvements to the Job Wizard, and the ability to “watch” Tickets. Enjoy!
You can filter for Custom Fields on the V3 Accounts list.
When you are creating a Calendar Event, the Body field is no longer required. This is for consistency with other screens.
With the growing popularity of SA’s Chemical Tracking feature, we’ve removed restrictions for using it. You are no longer required to attend the training webinar before you’re allowed access.
But do check out all the free training resources! There are videos, a user guide, and articles on Chemical Tracking in the Help Center.
We’ve consolidated Chemical Tracking Settings into one tab, at Settings > Chemical Tracking > General Chemical Settings. Here, you can add or change any of your chemical information.
We consolidated Chemical Tracking Emails into one screen. Here, you can manage your emails for clients, with separate tabs for Client emails: Instructions, Recommendations, and Upsells.
You now can copy a product to save time with creating new items that are similar. This is particularly helpful for Chemical Tracking to help you replicate application rates and product mix instructions.
To create a Product copy:
1. In the Non-Inventory Products list, select a product.
2. In the Actions dropdown list, click Copy.
3. In the Copy Product dialog, fill in the New Name field to create the new product in your Products list.
4. Open the new product copy and edit it as needed.
You now can copy a service to save time when creating new services that are similar.
To create a Service copy:
1. In the Services list, select a service.
2. In the Actions dropdown list, click Copy.
3. In the Copy Service dialog, fill in the New Name field to create the new service in your Services list.
4. Open the new service copy and edit it as needed.
Have you checked out the Help Center lately? We’ve added a section for Service Autopilot User Guides.
We simplified setting Appointment Times on the Job Wizard.
We’ve added a Budgeting tool to the Job Wizard, similar to the tool in V2. This tool lets you calculate your budgeted hours and set up budgeting overrides for repeating jobs.
1. When scheduling a job on the Job Wizard, click the cog icon to bring up the Edit Budgeted Hours dialog.
2. Enter the number of staff members and hours into the Men and Time of Job fields. The system calculates your budgeted hours appear under B.Hrs.
3. You can type your target staff hour rate into the field labeled To achieve man/hr Rate of. The dialog then shows you what to change in order to get the rate you want.
4. Click the number under B.Hrs if you want to adjust the budgeted hours.
5. Click Add Override Budgeted Hours to make changes to the budgeted hours for a specific date range. This can be useful for repeating jobs.
The Activity Stream on the Invoices list lets you quickly see if a payment is owed or has been over-applied to an invoice.
To help you quickly search for records, we’ve added Search Bars to these V3 list pages:
Accounts, Tickets, Invoices, Payments, Credits, Expenses, Installment Plans, and Forms
You now can specify Tickets to watch, and you’ll receive alerts about any changes.
1. Open an individual Ticket or select multiple Tickets in the Tickets List.
2. Under Advanced Actions, select Start Watching or Stop Watching.
You now can complete a Ticket from the My Day page.
1. Select the check box for a Ticket you want to complete.
2. At the prompt, click Confirm.
3. The Ticket information shows a strikethrough to indicate the Ticket is complete.
4. If you want to re-open the Ticket, select the check box again and click Reopen on the confirmation dialog.
If you don’t reopen it, the Ticket is removed from My Day after you refresh the screen.
If you offer Autopay:
If you disable Autopay:
With this release, your clients can create Tickets from Services on the Client Portal.
Clients can now submit Ticket requests from Jobs and Visits on the Client Portal app.
We reworded a generic error message, “invalid username,” which a user might see if they didn’t use the correct credentials to log into the Legacy app.
If Legacy app users send or receive emails with attachments that are too big or not a supported file type, the Ticket that’s created will not have the attachment. You’ll instead see a message stating that attachments were blocked.
The theme of this release is Make Life Easier. We continue to improve, clarify, and polish different areas around SA based on your feedback. This release includes enhancements to the Accounts screen and Activity Stream, new previews on some Review screens, and many improvements to the Client Portal and Client Portal app (because we want your clients’ lives to be easier too).
1. Enter your text into the Add a Note… field.
2. The Ticket Status defaults to closed. Click the open radio button to change the status if needed.
3. Click Add. This creates a new Ticket containing your note.
1. Click the Quick Add icon and select Ticket from the dropdown list.
2. On the Add Ticket overlay, click the Event radio button and fill in the fields.
This function was implemented in the July release for V3.
We made various improvements to help you use the Account Review screen:
For former clients, the Cancel Reason appears below the Account Status.
Example: Say you select and save the filter called “this week” during the week of August 1st. When you open that screen the following week, the filter will bring up data for the week of August 8th.
You can click the Ticket to open it, then select an account from the Account / Vendor dropdown list. This ensures that any replies to the Ticket will be sent to the correct email address.
All flagged invoice rows are also tinted to make them more noticeable, even if the
flag column is hidden.
You can select another option from the Auto-Renew Setting dropdown list if needed.
1. On the service line, click the note icon.
2. A dialog opens where you can type the note.
3. Click Add note to add additional notes.
We improved the experience for your clients when they submit Ticket requests on visits:
We fixed a few issues with adding emails to Tickets.
The theme of this release is “Improving Quality of Life.” We’ve focused on both functional and aesthetic improvements throughout the system as we continue working to make Service Autopilot a better experience for you. Many of these changes are based on Member feedback.
This release also debuts important features in the Client Portal and Client Portal app:
Keep reading to learn more!
With this release, your clients can have the option to submit and work with Tickets in the Client Portal. Clients can:
Note: Clients see only emails, not internal notes, calls, or calendar events.
Clients can click any of these to look at the email correspondence.
Note that the Client Portal displays only those Tickets containing emails to clients, not internal notes or calls. You can choose to turn off this permission in Settings.
Note: Tickets make it possible for your clients to do most communications with you through the Client Portal, but it still displays your company’s email address and phone number for quick reference. If your company chooses to turn off Tickets functionality, the client can easily see your contact information to reach you.
These settings let you customize the Ticket functions your client can access.
We’ve made many general improvements to help you get around in SA:
The Ticket Review Audit Trail lists when any of these are created or updated:
This screen has several improvements for ease of use:
The Quick Add in V3 Accounts has some new improvements including:
In this Release, Tickets replace the functionality of To Do’s. We think you’ll find that Tickets are an easier, consolidated way to track issues and correspondence. Any issues with an Account can be documented, assigned, and resolved from start to finish within a single Ticket.
All your existing To Do’s and Calls have been automatically converted to Tickets. None of your data will be lost.
Unlike previous SA releases, please note that Tickets functionality is now
live in both V2 and V3, so there is no option to toggle back and forth between To Do’s and Tickets.
We’ve got you covered with webinars and written training for Tickets!
Tickets consolidate your notes, correspondence, and tasks related to Jobs, Events, Accounts, and Resources:
On the Tickets list, you can find, manage, and work on Tickets.
Click any Ticket in the Tickets list to open its Ticket Review screen. Here, you can review important information and correspondence, including emails, notes, calls, and calendar events:
To work with Tickets, we’ve made some changes to other parts of Service Autopilot:
Ticket-related data now appears in each Account’s Activity Stream:
Calendar Events are now available in V3. These are also still supported on the V2 scheduling screens. In V3, you now can:
Calendar Events marked as Completed will also close the parent Ticket if there is one associated with it. This allows existing automations to work seamlessly with the “Ticket was Completed” trigger after existing To Do’s have been converted to Calendar Events.
To accommodate Tickets, the Legacy app has two new filters on the Ticket List:
Automations in the Marketplace that had To Do Events or To Do Triggers are now Ticket Events and Ticket triggers. The Marketplace supports the new data for uploading and downloading.
To Do Events are now Ticket Events. Here are some things to know:
If an automation would create a Calendar Event, the "Start in" and "End in" days will set the start and end date on the Calendar Event.
These changes are automatically made, so no action is required on your part. The new triggers are:
These changes are automatically made, so no action is required on your part. The old and new conditions are:
Some user rights have been added, removed, or renamed for Tickets functionality. You may need to adjust user rights in order to use all features of Tickets. Go to
Settings > User Roles & Rights [role] > CRM to review your user rights.
With this release, we’ve removed some items that were not used much or had their function replaced by Tickets:
If an Automation is triggered by a Job, Invoice, or Estimate, the Automation View now identifies the item triggered by that sequence. This lets you easily navigate to the Job, Invoice, or Estimate.
We’ve made general improvements and corrected some issues in this release.
Fixed a bug for which in some cases, a Wait Period that only had basic settings for Hours/Minutes, would schedule for midnight instead of scheduling for the following day.
Fixed a bug in which trying to look at inactive jobs from the V3 Account Review was not returning any data.
Fixed a bug in which certain time zones would show an incomplete invoice on the Client View.
V2 Forms Exports were failing due to certain format problems such as leading spaces or exceeding character counts. This has been fixed.
Fixed a bug for which in some cases, when working with a V3 Installment Plan assigned to a job, the service's rate was being updated.
Fixed a bug in which some members who migrated card data to Clearent were seeing problems with the "Credit Card on File" filter for the Invoices list.
Some custom analyses including timesheet data were not showing "Lunch" as a work type. This has been corrected.
We fixed a couple of issues with Two-Way Texting when a new number texted to a phone number and created a new lead.
Previously, Certified Advisors saw an error if they signed in through a Member's account, then tried to fill out a form from the V2 or V3 Account pages. This has been fixed.
This release contains enhancements and fixed issues for the Team and Legacy apps. Be sure to download the latest version from your app store!
To Do list is now online-only. This will improve the speed of the To Do list as well as the general sync.
Emailing Estimates – Some estimates emailed from the Legacy app did not include the quote link. This has been corrected.
Form Responses were duplicated in some cases. This has been fixed.
Lead Creation – When creating a lead on the Legacy app, some users would get an error. This has been fixed.
Location Tracking - Corrected an issue in which some iOS users were asked to set their location tracking every time they logged in.
Photos – Some photos taken in the Legacy app would appear sideways or partially cut off when viewed from Service Autopilot. This has been fixed.
Adjusting Per-Unit Service – We added the ability for a Team app user to adjust the quantity when adding a per-unit service to a job.
Clock In Again – Team app users can now clock back in after finishing their day.
Clock Out Early – Team app users can now finish their day early.
Field Time Clock Reminder – When a Team app user tries to log in, but they do not have permission for this, they will now see the message:“Field time clock disabled.”
In order for them to log in, their management must select the Field Time Clock option for each Resource on the “User Settings” tab at:
Team > Employees [Emp. name] > Edit or Team > Vendors [Resource name] > Edit
Job Notes Updates – Now, when Team app users view the Job Notes screen, any updated job notes will display “(updated)” next to them.
Location Services Reminder - If a Team app user has location services disabled, tapping the current location button on the map now prompts them to turn on location services.
Resource Status – You’ll now see real-time updates to a Resource's status (active versus inactive) in the Team app.
iPad Issue – Sometimes, tapping a job's address on the iPad would cause the Team app to crash. This has been fixed.
Day Finished – Some iOS users would see a blank Review Job screen after tapping the Day Finished button. This has been fixed.
This is part 2 of 2 in a series that explores the common mistakes of lawn care owners.
We all make them… and it’s hurting the growth of your lawn care business.
Whether you’re just getting started or you’ve been in the business for years - I can almost guarantee, you’re making at least one (if not, more) of these mistakes.
In this article, you’ll discover:
While these mistakes don’t necessarily mean the end of your lawn care business, it’s important to correct them now. By quickly correcting these mistakes, you can get back on track to growing your lawn care business in no time!
Now let’s get started…
This might seem like a “no-brainer” to some of you… and to others, it still plays a major role in your lawn care business.
By accepting cash and checks, you’re opening your business up for:
The benefits of automatically invoicing your lawn care clients are endless:
You may pay a small processing fee to automatically invoice your clients… but the security of knowing you’ll be paid on time, every time is well worth it.
You’ll save more time and money using a credit card processor than if you’d chased after those “forgetful” clients.
Here’s the deal. There are low-ballers out there - and they’re trying to steal your leads and clients… so let them!
This might sound strange, but hear what I have to say for a minute.
If your leads are going to choose that low-baller you’ve been fighting against for lawn care clients - you don’t want those leads.
If your clients are going to leave you for that low-baller, because the prices are cheaper - you don’t want those clients.
You charge more, because your services are WORTH IT. Don’t let these low-ballers drive your prices down.
They can charge less, because they:
They’re only in this business for a quick buck. So if you drive your prices down, you’re not going to make a profit… As it is, these guys are barely making a profit themselves.
You have a family. You have mouths to feed. You have a team who relies on you for their families. You have a lawn care business to build. Your low-ballers don’t - or at the very least, don’t understand what they’re doing.
You know what your services are worth, so don’t get bullied into lowering your prices.
When you have a lead or client mention the low-baller prices, tell them why you charge more. If they’re a good lead or client, they’ll understand. If not, stand firm - and if necessary, turn them away.
Justify your prices by telling them:
If these reasons aren’t enough to convince your leads to convert or clients to stay, simply tell them you charge what you charge. Don’t beg for them to stay, because you want loyal lawn care clients. You don’t want someone who only sees your services one dimensionally.
Bottom Line: It’s important to ignore the low-ballers and do what you KNOW is right.
This is a big one.
In fact, it’s the main reason many lawn care businesses fail.
When you don’t hire enough employees:
The irony here is this: you’re scared to hire new employees, because you’re afraid you won’t be able to pay them… but in reality you’re losing more money by not hiring more team members. Additionally, you’re not going to have anyone to pay, because your employee retention is going to suffer… massively.
These are the basic signs you can watch for in your business:
If you’re experiencing ANY ONE of these signs - you NEED to hire more employees. Your lawn care business’ success depends on this.
This is a direct byproduct of mistake 5.
When you don’t hire enough employees, you (the business owner) are stuck doing the low-value tasks.
Here’s what I mean: you’re working in your business rather than on it.
This decision is slowing the growth of your business down… drastically. You’re pushing aside the high-value tasks for the low ones. All because you haven’t hired enough employees - so you now have to help them.
Think of it as working for $15 an hour versus $100 an hour.
While these low-value tasks still hold value… YOU are the most valuable asset to your business. It only makes sense that you work on the highest value tasks no one else can do - that’s actually going to grow your business.
Okay, so this might sound strange this is on here, but this single task is costing your lawn care business hundreds… even thousands of dollars.
Every morning, your team goes to get gas. You might think this is the first thing they do, but you’re wrong. It’s the 2nd thing they do.
The first thing they do is grab snacks… and drinks… and talk. When all the while, they’re getting paid! You’re throwing your money away - and LOTS of it.
They’re not in a hurry to start their day. They’re tired. They want their coffee they didn’t have time to grab before work.
Every morning your team “grabs gas,” they’re wasting AT LEAST 45 minutes - every. single. morning.
So here’s the one question, you’ll wish you’d asked yourself from the very beginning… the simple solution you’d wished you’d thought of when you 1st started your business:
Why not grab gas in the evening?
So what does this mean for YOU?
They’re not going to waste your money.
Now, I’m not saying your employees are necessarily doing anything wrong. They’re doing things the way most lawn care companies operate… but you’re not like most lawn care companies. You don’t just want to survive. You want to grow.
If you’re looking to really grow your lawn care business - this mistake alone will stop you dead in the tracks.
When you forget to follow up:
Automations is the #1 way to follow up with clients. If you’re not using it, your business might still be successful - but it won’t grow.
In Service Autopilot, our automations send emails and texts to:
Although, please keep in mind you’ll have to choose a credit card processor to take advantage of auto-charging.
The opportunities for
The best part?
Automations are totally customizable. You just create it - and then forget about it! You don’t even have to use your assistant for these tasks anymore.
This allows your assistant to focus on those high-value tasks we talked about earlier. They’ll be able to focus on answering calls and nurturing client relationships.
Your time is money, and excel takes time. So stop wasting your time and money with this…
… when there’s a solution out there that has the potential to save you hundreds… even thousands of dollars every year.
By becoming a Service Autopilot member, you’ll get a software that:
There is no other software out there that has the potential of Service Autopilot.
Why? Because, Jonathan and John (our co-founders) specifically designed our software to fit the needs of lawn care business owners.
The opportunities Service Autopilot can offer your business are absolutely limitless. In addition, we have so many affordable options to help your lawn care business grow.
If you’re serious about growing your lawn care business, you need to read this article.
You’ll find out:
You’ll be given actionable steps that will help you to quickly grow your lawn care business.
Stop waiting to make your dreams come true, and TAKE ACTION to grow your business TODAY!