Nine programs, along one customer’s record
Follow Sarah Martinez, a sample HVAC customer, from the call you missed to her fall tune-up. The record beside the list lights the steps each program handles. Under each program are the steps of her record it handles.
Before the first call
Before Sarah ever calls, her record needs somewhere to live. The Business Genie team sets up your account and moves your data over from the spreadsheets or software you use now, at no charge. Then you turn on booking, invoicing, payments and route optimization, and go live.
Sarah’s record · sampleBefore her first step
Set up; your customers moved inYour account · The team
Free
setup and moving your customers in, done by the team before her first call
Mar 3 · 10:14 – 10:40
You were up on a roof when Sarah called. Missed call recovery is a routine for the calls you can’t take on a job: put your online booking link on your website, your Google Business Profile and in your voicemail greeting, so a caller can book without waiting for a call back. Then keep every caller in the CRM, and follow up.
Sarah’s record · sampleSteps 1–2 of 14
Missed call — you were up on a roofMar 3 · 10:14 · Sarah · not in the app
Booked online: AC blowing warmMar 3 · 10:40 · Sarah
26
minutes from the missed call to a booked visit
Mar 3 – Mar 4
Between booking and the visit, Sarah is a lead, not yet a job. Lead follow-up automation covers the stage before you send a price: customers book online, every lead is kept in the CRM, and automated follow-ups keep in touch, so staying in touch doesn’t depend on anyone remembering.
Sarah’s record · sampleSteps 2–4 of 14
Booked online: AC blowing warmMar 3 · 10:40 · Sarah
Called back; note added to her recordMar 3 · 11:05 · You
Follow-up sent before the visitMar 4 · 9:00 · Automatic
22
hours from booking to the first follow-up, sent automatically
Mar 5 – Mar 8
At the visit Alex sends a price for a new condenser, with a deposit asked up front. In Business Genie, estimates and proposals can ask for a deposit, and automated follow-ups keep in touch after the quote goes out, so an estimate doesn’t sit unanswered because the week got busy.
Sarah’s record · sampleSteps 5–7 of 14
Estimate sent: $4,850, 20% depositMar 5 · 9:30 · Alex
Follow-up sent on the estimateMar 7 · 9:00 · Automatic
Deposit paid by card: $970Mar 8 · 12:48 · Sarah
3
days from the estimate to the deposit
Mar 9 – Mar 12
The job goes on Alex’s Thursday, and route optimization puts his day in drive order automatically: Sarah is his second stop of five. Add a job and the rest of the day is re-routed around it. Jobs are split across techs, appointment windows and job lengths are kept, and techs get turn-by-turn directions and clock in with GPS time tracking.
Sarah’s record · sampleSteps 8–9 of 14
On Alex’s schedule, Thu 8–11Mar 9 · 8:20 · You
Day routed: Sarah is stop 2 of 5Mar 12 · 7:00 · Automatic
3
days from going on the schedule to a routed day
Mar 12 · 11:20 – 11:31
The deposit came in with the estimate. When the job is done, Alex sends the invoice from the truck and Sarah pays the balance by Apple Pay before he has packed up. Business Genie takes card, Apple Pay, PayPal, Venmo and Cash App, and syncs with QuickBooks Online.
Sarah’s record · sampleSteps 10–11 of 14
Invoice sent from the truck: $3,880Mar 12 · 11:20 · Alex
Paid by Apple PayMar 12 · 11:31 · Sarah
11
minutes from the invoice to paid
Mar 12 · 11:31 – 11:46
Google reviews come from asking every customer, every time. Business Genie sends an automated Google review request after the job, so the ask goes out while the visit is fresh and doesn’t depend on anyone remembering to make it.
Sarah’s record · sampleSteps 11–12 of 14
Paid by Apple PayMar 12 · 11:31 · Sarah
Asked for a Google reviewMar 12 · 11:46 · Automatic
15
minutes from paid to the review request, sent automatically
Mar 12 → Oct 6
Before he leaves, Alex sells Sarah a maintenance plan, a spring and a fall tune-up a year, and books the fall visit there and then. The program covers putting a plan together and pricing it from your costs — labor, materials and drive time, then your margin. The visits are scheduled and routed in Business Genie like any other job.
Sarah’s record · sampleSteps 13–14 of 14
Maintenance plan sold; fall visit bookedMar 12 · 11:50 · Alex
Day routed: her fall tune-up is stop 1Oct 6 · 8:00 · Automatic
208
days from the plan to the visit it booked
The whole record
The business growth program is the order we suggest for turning all of it on, in four stages: set up the basics, get paid from the job, automate the follow-up, then route and cost the work. Every stage uses features that are in the app today. On the record, each step is marked with the stage that turns it on.
- 1Set up the basics
- 2Get paid from the job
- 3Automate the follow-up
- 4Route and cost the work
Sarah’s record · sampleBy stage
1Set up the basics
- AccountSet up; your customers moved in
- Mar 3Booked online: AC blowing warm
- Mar 3Called back; note added to her record
2Get paid from the job
- Mar 5Estimate sent: $4,850, 20% deposit
- Mar 8Deposit paid by card: $970
- Mar 12Invoice sent from the truck: $3,880
- Mar 12Paid by Apple Pay
3Automate the follow-up
- Mar 4Follow-up sent before the visit
- Mar 7Follow-up sent on the estimate
- Mar 12Asked for a Google review
4Route and cost the work
- Mar 9On Alex’s schedule, Thu 8–11
- Mar 12Day routed: Sarah is stop 2 of 5
- Oct 6Day routed: her fall tune-up is stop 1
In no stage: the missed call (Mar 3, on your phone) and the plan Alex sold (Mar 12).
4
stages, in the order to turn them on
