Koala - Basic Workflow Guides

PHASE 1: Adding a Contact and Scheduling an Evaluation

• Adding a Contact - Be sure you are capturing the lead source!
• Scheduling an Evaluation - Reminders go out automatically the day before the appointment (You can customize the reminder)
• Managed By Contacts - Use this when you have one billing party responsible for multiple properties.  In ServiceMinder, there is one property per contact.  Use Managed By to set it up.  

PHASE 2: Completing an Evaluation

Note: This process is different from what you are used to in HouseCall Pro.  In ServiceMinder, we schedule an evaluation, that appointment is completed, and the "finish action" on the appointment is to generate a proposal.  So, you complete the evaluation which prompts you to immediately create a proposal.  They are not the same item as in HCP.  

• Completing an Evaluation (Web)
• Completing an Evaluation on the Mobile App

There are a few things that you should do to make the proposal process easier.  The first is creating templates.  This allows you to quickly select from a list of pre-set templates for the several types of projects that you do.  Once you understand the basics of templates, you then want to focus on bundles and options.  This allows you to include add-ons to proposals, as well as offer a "good/better/best" type of proposal where they can toggle between various bundles.

• How to Add Proposal Templates in ServiceMinder
• Bundles & Options

PHASE 3: Scheduling an Accepted Proposal

Note: This is one of the most important parts of the process.

The job needs to be scheduled directly from the accepted proposal, not as a standalone appointment.  

Scheduling an Accepted Proposal

• Multi-Day Jobs and Progress Invoicing - Quite easy to do!
• Rescheduling Jobs - Just edit the appointment and change the date
• Using the Flash Message to Highlight Important Job Details
• Adding Equipment as Service Agents

PHASE 4: Completing a Job and Invoicing

Note: I included two separate ways to handle this situation as some offices have their crews close out and invoice the job, where others handle that from the office.  

• Completing a Job on the mobile app(Retrofit or New Install)
• Completing and Invoicing a Job on the Web Version (Closing out and invoicing a job from the office if your crew doesn't do it on their end)

How to Print Pick & Customer Ticket in ServiceMinder

Carry Over appointments - Job can't be completed in the allotted time, need to carry over to another day.  The invoice comes out upon completion of the final job.

• Carry Over on the Mobile App
• Carry Over on the Web
• Custom Invoice Terms

When an invoice is paid, the customer will automatically get pushed into NiceJob.