Which System For What?
🔧 HousecallPro
Use for:
- Scheduling jobs
- Customer database
- Crew assignments
- Invoicing
- Recurring appointments
- Mobile check-in/out
When: Normal operations
📋 Fizzy
Use for:
- Insurance claims
- Vehicle service
- Equipment repairs
- Customer disputes
- Cost investigations
- Team incidents
When: Exceptions only
📞 Quo
Use for:
- Answering calls (Sona AI)
- SMS with customers
- Call transcripts
- Team inbox
When: Customer communication
💵 QuickBooks
Use for:
- Accounting
- Payroll
- Tax reports
- P&L statements
- Expense tracking
When: Money matters
📊 Google Sheets
Use for:
- Supply tracking
- Custom metrics
- Weekly reports
- Cost analysis
When: Custom data needs
📦 Inventory Checkout App
Use for:
- Crew supply checkout
- Signature capture
- Offline tracking
- Usage logging
When: Start of shift
Open App →
📱 MileIQ
Use for:
- Mileage tracking
- Drive classification
- IRS reports
When: Tax time
Daily Checklist
Morning (15 minutes)
- Open Fizzy TODAY board
- Pull 3-5 cards from THIS WEEK
- Check HousecallPro schedule
- Scan Quo inbox for urgent messages
- Confirm crew assignments in HCP
During Day
- Work through Fizzy TODAY cards
- Handle HousecallPro jobs as normal
- Respond to Quo messages as needed
- Create Fizzy cards for exceptions immediately
- Mark cards done as you complete them
Evening (10 minutes)
- Review Fizzy TODAY - what's left?
- Drag unfinished cards to tomorrow
- Log supplies used (Google Sheets, 2 min)
- Check HCP: all jobs completed/invoiced?
- Close laptop by 5:30pm
The Big Decision
HousecallPro or Fizzy?
Ask yourself: Is this normal operations or an exception?
| If it's... | Use... |
|---|---|
| Regular scheduled job | HousecallPro |
| Customer damaged property claim | Fizzy |
| Assign crew to job | HousecallPro |
| Crew member performance issue | Fizzy |
| Send invoice | HousecallPro |
| Negotiate with supplier | Fizzy |
| Crew checks out supplies at start of shift | Inventory App |
| Schedule recurring clean | HousecallPro |
| Van needs service | Fizzy |
Common Actions
Schedule a New Job (HCP)
- Go to HousecallPro → Jobs
- Click "+ New Job"
- Select customer (or create new)
- Add service type & details
- Pick date & time
- Assign crew
- Save → Customer gets confirmation
Create a Fizzy Card
- Go to appropriate board (TODAY, THIS WEEK, or BUSINESS OPS)
- Click "+ Add Card"
- Title: Clear & actionable
- Description: Context & details
- Add tags: #urgent, #cost-control, etc.
- Set due date (if real deadline)
- Save
Crew Supply Checkout (Inventory App)
- Open app: sotoreynah.github.io/luxy-inventory
- Select employee name
- Add items to cart (cleaners, bleach, cloths, etc.)
- Sign on signature pad
- Submit (works offline, syncs later)
💡 Tip: Add app to phone home screen for quick access
Log Supply Usage (Sheets)
- Open Google Sheets → Supply Tracker
- Add today's date
- Log quantities used:
- Cleaner: X bottles
- Bleach: X bottles
- Microfiber cloths: X used
- Other supplies
- Save (auto-calculates usage)
Handle Customer Call (Quo)
- Sona (AI) answers initially
- If Sona can't handle → you get notification
- Review call transcript in Quo
- If booking → create job in HCP
- If issue → create Fizzy card
- If simple question → respond via Quo SMS
Weekly Tasks
Sunday Planning (30 min with Hector)
- Review Fizzy boards
- Close completed cards
- Triage new exception cards
- Pull 3-5 for this week
- Check HousecallPro next week
- Any gaps to fill?
- Crew scheduling issues?
- Review Google Sheets
- Supply trends
- Cost spikes
- Create Fizzy cards if needed
- Quick QuickBooks check
- Outstanding invoices
- Last week's revenue
Emergency Contacts
🚨 Customer Damage Claim
- Create Fizzy card immediately
- Get photos from HCP
- Get crew statement
- Contact insurance
- Track in Fizzy until resolved
🚗 Vehicle Emergency
- Handle immediate safety
- Create Fizzy card
- Reschedule affected jobs (HCP)
- Notify affected customers (Quo)
- Get vehicle serviced
👥 Crew No-Show
- Call crew member immediately
- Reassign job in HCP (if possible)
- Or reschedule + notify customer
- Create Fizzy card if pattern
- Address with crew later
😠 Angry Customer
- Listen & take notes
- Apologize & commit to resolution
- Create Fizzy card with details
- Investigate via HCP/crew
- Follow up within 24 hours
Fizzy Tag Guide
| Tag | Use For | Priority |
|---|---|---|
#urgent |
Needs immediate attention | 🔴 High |
#cost-control |
Saving money, cost investigations | 🟡 Medium |
#crew |
Team-related issues | 🟡 Medium |
#vehicle |
Vehicle/equipment issues | 🟡 Medium |
#insurance |
Claims, legal matters | 🔴 High |
#customer |
Customer disputes/issues | 🔴 High |
#supply |
Inventory, sourcing | 🟢 Low |
#hector |
Hector's responsibility | 🔵 Assigned |
#lety |
Lety's responsibility | 🔵 Assigned |
Time Estimates
| Task | Time | Frequency |
|---|---|---|
| Morning routine (Fizzy + HCP check) | 15 min | Daily |
| Evening close (review + log) | 10 min | Daily |
| Schedule a job (HCP) | 2-5 min | As needed |
| Create Fizzy card | 1-2 min | As needed |
| Crew checks out supplies (Inventory App) | 1-2 min | Start of shift |
| Log supply usage | 2-3 min | Daily |
| Weekly planning session | 30 min | Weekly |
| Handle exception (varies) | 10-30 min | As needed |
Success Metrics
You're Winning When:
- ✅ You close laptop by 5:30pm most days
- ✅ You don't think about work at dinner
- ✅ You know exactly what to do each morning (Fizzy TODAY)
- ✅ Exceptions get tracked, not forgotten
- ✅ Sunday planning takes <30 minutes
- ✅ Supply costs are steady or decreasing
- ✅ Crew knows their schedule without asking
- ✅ Customers get timely responses (Quo/HCP automation)
Troubleshooting
Fizzy boards overwhelming?
- Close old cards you're not working on
- Archive completed cards
- Only pull 3-5 cards to TODAY
- Not everything is urgent
Forgetting to log supplies?
- Set phone alarm for 4:30pm
- Keep Google Sheets bookmarked
- Takes only 2 minutes
- Or log in morning (yesterday's usage)
HCP schedule messy?
- Block out 30 min weekly for cleanup
- Archive old completed jobs
- Use recurring jobs feature
- Color-code by crew or job type
Running behind on Fizzy cards?
- Prioritize: Close low-value cards
- Delegate: Tag Hector for analysis
- Schedule: Block time for exceptions
- Batch: Group similar cards together
📌 Print This Page!
Keep it near your workspace for quick reference. The first 2 weeks are about building habits - then it becomes automatic.