🔄 Standard Workflows

Happy path operations through HousecallPro

📖 What Are Workflows?
These are your standard, repeatable processes for normal operations. Master these "happy path" workflows and 80% of your work becomes automatic.

Workflow 1: New Customer Inquiry

From First Contact to Scheduled Job

  1. Customer contacts you
    • Via phone (Quo/Sona handles initial)
    • Via website form (auto-creates lead)
    • Via referral/word-of-mouth
  2. Lead created in HousecallPro
    • Automatically from Quo webhook (if automated)
    • Or manually: Add new customer in HCP
  3. Initial contact & information gathering
    • Address & property details
    • Square footage or room count
    • Type of cleaning (standard, deep, move-out)
    • Frequency (one-time, recurring)
    • Special requests (pets, fragrance-free, etc.)
  4. Create estimate in HCP
    • Use standard pricing templates
    • Adjust for property size/complexity
    • Add any special services
    • Send estimate via HCP (email/SMS)
  5. Customer accepts estimate
    • They respond via email/SMS/call
    • Mark estimate as accepted in HCP
  6. Schedule the job in HCP
    • Pick date & time
    • Assign crew (based on availability)
    • Set up recurring if applicable
    • HCP sends confirmation to customer
  7. Done! Job is in the system, crew will get notification

💡 Tips for New Customers

  • First clean is often deeper (quote accordingly)
  • Take photos before & after (prove quality)
  • Get customer preferences noted in HCP profile
  • Set expectations on time window

Workflow 2: Day of Service

From Crew Assignment to Job Completion

  1. Morning: Crew checks HCP mobile app
    • Sees assigned jobs for the day
    • Reviews customer address, notes, special requests
    • Loads supplies based on job type
  2. Arrive at customer location
    • Crew checks in via HCP mobile (GPS tracked)
    • Timer starts automatically
  3. Perform the cleaning
    • Follow standard checklist for job type
    • Note any issues (damage, need repairs, etc.)
    • Take photos of completed work
  4. Customer walkthrough (if present)
    • Point out completed work
    • Ask if satisfied
    • Note any concerns
  5. Check out via HCP mobile
    • Mark job complete
    • Upload photos
    • Add any notes (issues, extra time, customer feedback)
    • Timer stops
  6. HCP automatically processes
    • Creates invoice (if auto-invoicing enabled)
    • Sends to customer (email/SMS)
    • Syncs to QuickBooks (if integration active)
  7. Customer pays
    • Online via HCP link
    • Or in-person (cash/card logged in HCP)
⚠️ Exception Handling: If something goes wrong during service (damage, customer complaint, equipment failure), create a Fizzy card immediately. Don't try to track exceptions in HCP.

Workflow 3: Recurring Appointments

Setting Up Recurring Jobs

  1. In HCP, create first appointment as normal
  2. Click "Make Recurring"
    • Choose frequency (weekly, biweekly, monthly)
    • Choose day of week
    • Set end date (or leave open-ended)
  3. Assign default crew (can change per-job later)
  4. Save - future jobs auto-create

Managing Recurring Jobs

  • Automatic notifications: Crew gets reminder day before
  • Customer notifications: HCP can send reminders (optional)
  • Skip a visit: Cancel individual job (doesn't affect series)
  • Reschedule: Drag to new date in HCP calendar
  • End series: Edit recurring settings, set end date
💡 Pro Tip: Recurring customers are your profit base. Keep them happy with consistent quality and flexible rescheduling.

Workflow 4: Invoicing & Payment

From Job Complete to Payment Received

  1. Job marked complete in HCP
    • By crew via mobile check-out
    • Or by you manually
  2. Invoice auto-generated (if enabled)
    • Based on job estimate/price
    • Includes any add-ons or adjustments
  3. Invoice sent to customer
    • Email with payment link
    • SMS with payment link (if enabled)
  4. Customer pays online
    • Credit/debit card via HCP link
    • HCP processes payment
    • Customer gets receipt
  5. Payment recorded in HCP
    • Invoice marked "Paid"
    • Syncs to QuickBooks (if integration active)
  6. QuickBooks updates
    • Revenue recorded
    • Available for reports

Manual Payment (Cash/Check)

  1. Crew collects payment on-site
  2. Crew notes in HCP mobile: "Paid cash $150"
  3. You confirm payment in HCP desktop
  4. Mark invoice as paid (payment method: cash)
  5. Deposit cash, note in QuickBooks
⚠️ Late Payments: HCP can send automatic reminders. If customer hasn't paid after 2 reminders, create a Fizzy card to handle personally (may need custom approach).

Workflow 5: Crew Management

Daily Crew Assignment

  1. Morning planning (or night before)
    • Open HCP calendar view
    • See all jobs for the day
    • Assign crew to each job
    • Consider: skill level, location, time
  2. HCP notifies crew
    • Push notification to mobile app
    • Shows job details, customer address, time
  3. Crew works from HCP mobile all day
    • Check in/out at each job
    • Upload photos
    • Add notes
  4. End of day: Review completed jobs
    • Check for issues/notes
    • Verify all invoiced
    • If issues → Create Fizzy card

Tracking Crew Performance

HCP provides:

  • Time per job (check-in to check-out)
  • Jobs completed per crew member
  • Customer ratings/feedback
  • GPS history (routing)

For deeper analysis:

  • Export HCP data to Google Sheets
  • Calculate: jobs/hour, profit/crew, etc.
  • If issues found → Create Fizzy card for investigation

Workflow 6: Supply Management

Crew Supply Checkout (Start of Shift)

  1. Crew opens Inventory Checkout App
  2. Select employee name from list
  3. Add items to cart:
    • All-purpose cleaner: X bottles
    • Bleach: X bottles
    • Microfiber cloths: X count
    • Glass cleaner: X bottles
    • Other supplies as needed
  4. Review cart total
  5. Sign on signature pad (confirms responsibility)
  6. Submit checkout
    • Data saves to Google Sheets automatically
    • If offline, queues locally and syncs later
  7. Confirmation shown - crew is good to go!

Daily Supply Tracking

  1. End of day: Log supplies used
    • Open Google Sheet (inventory tracker)
    • Log: cleaner used, bleach used, cloths, etc.
    • Takes 2-3 minutes
  2. Weekly: Review usage
    • Google Sheet shows trends
    • If spike detected → Auto-creates Fizzy card
  3. Low stock alerts
    • Google Sheet checks thresholds
    • If < 3 bottles bleach → Fizzy card "Order bleach"
    • Card appears in YOUR TODAY board
  4. Order supplies
    • Place order with supplier
    • Mark Fizzy card done
    • Update Google Sheet: new stock
💡 Why Track Supplies? Supplies are 20-30% of your job cost. A 10% reduction in usage = 2-3% more profit.

Workflow 7: Customer Communication

Via Quo (Phone/SMS)

  • Inbound calls: Sona (AI) handles initial, creates HCP lead if booking
  • SMS inquiries: Review in Quo inbox, respond or forward to HCP
  • Follow-ups: Use Quo to send appointment reminders, thank-yous

Via HousecallPro

  • Automated confirmations: HCP sends when job scheduled
  • Reminders: HCP can send day-before reminders
  • Invoices: Sent automatically via HCP email/SMS
  • Feedback requests: HCP can send post-job surveys
⚠️ Complaints/Issues: If customer expresses dissatisfaction, create a Fizzy card immediately to track resolution. Don't let it get lost in message history.

Weekly Review Workflow

Sunday Planning Session (30 min with Hector)

  1. Review last week in HCP
    • Jobs completed
    • Revenue generated
    • Any issues/notes
  2. Check QuickBooks
    • Payments received
    • Outstanding invoices
    • Expenses logged
  3. Review Google Sheets
    • Supply usage trends
    • Crew time per job
    • Profit margins
    • Any alerts triggered?
  4. Review Fizzy boards
    • Close completed cards
    • Triage new exception cards
    • Pull 3-5 priority cards for this week
    • Assign: Lety takes operational, Hector takes analysis
  5. Plan next week
    • Review HCP schedule
    • Any gaps to fill?
    • Any crew scheduling issues?
    • Create Fizzy cards for anything needing attention
Why Weekly Reviews Matter: Catches small problems before they become big ones. 30 minutes of planning saves hours of firefighting.

Quick Reference: System Usage

Task System Time
Schedule a job HousecallPro 2-5 min
Create estimate HousecallPro 5-10 min
Log supply usage Google Sheets 2-3 min
Handle exception Fizzy (create card) 1-2 min
Return customer call Quo 5-10 min
Review financials QuickBooks 10-15 min
Assign crew HousecallPro 1-2 min/job
Weekly review All systems 30 min

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