⚡ Quick Reference

Fast lookup for daily operations

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)

  1. Go to HousecallPro → Jobs
  2. Click "+ New Job"
  3. Select customer (or create new)
  4. Add service type & details
  5. Pick date & time
  6. Assign crew
  7. Save → Customer gets confirmation

Create a Fizzy Card

  1. Go to appropriate board (TODAY, THIS WEEK, or BUSINESS OPS)
  2. Click "+ Add Card"
  3. Title: Clear & actionable
  4. Description: Context & details
  5. Add tags: #urgent, #cost-control, etc.
  6. Set due date (if real deadline)
  7. Save

Crew Supply Checkout (Inventory App)

  1. Open app: sotoreynah.github.io/luxy-inventory
  2. Select employee name
  3. Add items to cart (cleaners, bleach, cloths, etc.)
  4. Sign on signature pad
  5. Submit (works offline, syncs later)

💡 Tip: Add app to phone home screen for quick access

Log Supply Usage (Sheets)

  1. Open Google Sheets → Supply Tracker
  2. Add today's date
  3. Log quantities used:
    • Cleaner: X bottles
    • Bleach: X bottles
    • Microfiber cloths: X used
    • Other supplies
  4. Save (auto-calculates usage)

Handle Customer Call (Quo)

  1. Sona (AI) answers initially
  2. If Sona can't handle → you get notification
  3. Review call transcript in Quo
  4. If booking → create job in HCP
  5. If issue → create Fizzy card
  6. If simple question → respond via Quo SMS

Weekly Tasks

Sunday Planning (30 min with Hector)

  1. Review Fizzy boards
    • Close completed cards
    • Triage new exception cards
    • Pull 3-5 for this week
  2. Check HousecallPro next week
    • Any gaps to fill?
    • Crew scheduling issues?
  3. Review Google Sheets
    • Supply trends
    • Cost spikes
    • Create Fizzy cards if needed
  4. Quick QuickBooks check
    • Outstanding invoices
    • Last week's revenue

Emergency Contacts

🚨 Customer Damage Claim

  1. Create Fizzy card immediately
  2. Get photos from HCP
  3. Get crew statement
  4. Contact insurance
  5. Track in Fizzy until resolved

🚗 Vehicle Emergency

  1. Handle immediate safety
  2. Create Fizzy card
  3. Reschedule affected jobs (HCP)
  4. Notify affected customers (Quo)
  5. Get vehicle serviced

👥 Crew No-Show

  1. Call crew member immediately
  2. Reassign job in HCP (if possible)
  3. Or reschedule + notify customer
  4. Create Fizzy card if pattern
  5. Address with crew later

😠 Angry Customer

  1. Listen & take notes
  2. Apologize & commit to resolution
  3. Create Fizzy card with details
  4. Investigate via HCP/crew
  5. 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.