Automating a Plumbing Business

Jul 18, 2024

Automating a Plumbing Business

Introduction

  • Presenter: Nick
  • Goal: To show how to automate a plumbing business using various technologies like AI, automation, and ChatGPT.
  • Outcome: Provide a step-by-step guide to help automate a plumbing business.
  • Tool Used: Whimsical mind map for visual representation.

Key Points

1. Project Management

  • Problem: Wasting time on project management tasks.
  • Solution: Use a project management system like ClickUp.
    • Features: Keep track of jobs, schedule employees, manage subcontractors, track time, etc.
    • Customization: Can be tailored to specific needs.
    • Automation: Single source of truth for automating asset generation, proposal creation, invoicing, etc.
  • Benefits: Increases organization and efficiency.

2. Appointment Scheduling and Reminders

  • Issue: Laborious booking process.
  • Types of Bookings: Emergency and Regular bookings.
  • Solution: Use scheduling platforms like Calendly or Cal.com.
  • Integration: Links bookings with the project management system.
  • Reminders:
    • Built-in in most calendar services.
    • Customizable for better client experience.
    • Recommendations: Set multiple reminders (a week out, a day before, a few hours before).

3. Sales Process

  • Focus: Multiplication of leverage.
  • Acquisition Methods: Paper Click Ads, Bark.com, SEO.
  • Lead Management: Gather essential info during the first call and use proposal automation tools like Pandadoc.
  • Proposal Automation: Send quotes immediately via SMS for instant agreement.

4. Customer Billing & Invoicing

  • Recommendation: Use Stripe for payment processing.
  • Automation: Send invoices automatically after job completion.
  • Integration: Track payment status via the project management system.

5. Subcontractor Billing & Invoicing

  • Similar to Staff Payroll: Use platforms like QuickBooks, Gusto, or Rippling.
  • Automation: Send and receive payment-related information through an integrated system.

6. Social Media Marketing

  • Purpose: Establish legitimacy.
  • Strategy: Create 30 posts per month using AI and schedule them with Buffer.
  • Note: Not a game-changer but aids customer trust.

7. Customer Feedback & Review Management

  • Importance: Critical for new customer acquisition.
  • Integration: Use project management system to trigger review request post job completion.
  • Incentive: Offer discounts for leaving reviews.

8. Data Entry and Record Keeping

  • Strategy: Use forms to gather data and ensure completeness.
  • Platforms: Tools like ClickUp handle most record-keeping tasks.
  • Benefits: Eliminates the need for dedicated data entry staff.

9. Inventory Management (Optional)

  • Context: Relevant for larger businesses needing just-in-time inventory.
  • Tools: Inventory platforms like Sortly and ServiceTitan.
  • Integration: Manage parts, supplies, and anticipate demand.

10. Automated Follow-ups & Service Requests

  • Strategy: Implement follow-up emails/SMS for potential repeat business.
  • Timing: Follow-up X days post-service completion.
  • Outcome: Increases customer retention and revenue.

11. Internal Reporting

  • Tools: ClickUp dashboards, Looker Studio, Google Sheets.
  • Metrics: Track revenue, cash collected, margins, profit, and conversion rates.

12. Reputation Monitoring

  • Tool: Google Alerts.
  • Purpose: Monitor your brand and key employee names for negative reviews.

13. Seasonal Promotional Offers

  • Strategy: Send seasonal offers via email/SMS.
  • Outcome: Increase customer engagement and revenue.

14. Managing Subcontractor/Plumber Relationships

  • Field: Use the 'assign' field in project management systems.
  • Benefits: Monitor job completion, manage reviews, and track performance.