CASE FILE 08/13CLASS: SAMPLE BUILDDATA: REALISTIC, NOT CLIENTTYPE: Ops systems & SOPs

Sample build: realistic data, built to show how I'd handle this work. Not client work.

Sample buildOps systems & SOPs

Field-service SOP pack and Jobber setup map

A 10-step request-to-paid workflow mapped into Jobber and written up as 3 SOPs

Sample build · realistic data, built to show how I'd handle this work · not client work · every figure is computed from the files in the appendix

  • 9job types priced
  • 10workflow steps
  • 10automations listed
  • 3SOPs written

01Summary

  1. How work flows from request to paid invoice is written down as a 10-step workflow and mapped into Jobber.
  2. 9 job types are priced, 10 automations listed with an honest status, and 3 SOPs written.
  3. Subcontractor compliance (5) and commercial bids (4) move out of scattered notes into trackers.

9 job types are priced, 10 automations listed with an honest status, and 3 SOPs written.

Key point, computed from the sample files

02The scenario

In this scenario quotes, visits and invoices are handled differently depending on who picks up the phone. New staff learn by shadowing. Subcontractor insurance dates and commercial bids are tracked in scattered notes.

Exhibit 1: Current-state process map: 5 manual steps across 3 roles
Current-state swimlaneCustomerOfficeCrewCalls or emails1Quote from memory2Visit3Invoice whenremembered4New staff shadow5

Source: sample files

03Issues in the data

Exhibit 2: Issues in the scenario, counted from the sample data
9job types priced differently depending on who answers
10automations assumed on, none tracked
5subcontractors and vendors with insurance dates in notes
0written procedures before the project

Source: sample files

04How I approached it

  • 9 job types with pricing units, ready to enter in Jobber.
  • A 10-step workflow from request to paid invoice, with the owner and the Jobber screen for each step.
  • An automations checklist (10 items) with a status for each, so nothing is assumed to be switched on.
  • A subcontractor compliance tracker (5 placeholder subcontractors and vendors) and a commercial bid tracker (4 placeholder accounts).
  • 3 SOPs written in plain steps, supplied as an editable Word file and a 2-page PDF.
Exhibit 3: Target design for the scenario
Future-state architectureREQUESTOnline formAuto-acknowledgeJOBBERAssessmentQuoteVisitInvoiceFOLLOW-UPRemindersReview requestTRACKERSSub complianceCommercial bids

Source: my design and the sample files

05How this applies to your business

  1. Assess and designMap the current process, size the gaps from your own data, agree the design and a written scope.
  2. Build and testBuild in your own tools with the checks built in, then run real cases end to end.
  3. Document and hand overSOPs, a walkthrough and a handover, so your team runs it without me.
Exhibit 4: Responsibilities (R responsible, A accountable, C consulted, I informed)
ActivityBusiness ownerSpecialist (me)Your team
Approve prices and job typesACR
Write the SOPsARC
Switch on automationsARC
Follow the SOPs dailyIIR

Source: sample plan

06Controls and checks

Exhibit 5: Control framework: 10 checks, status read from the files
CheckWhat it catchesStatus
Request form auto-acknowledgementJobber > Requests · Built-inDone
Assessment reminder (24h)Jobber > Assessments · Built-inDone
Quote follow-up day 2 and day 5Jobber > Quotes · Built-inDone
Visit reminder 24h + on-my-way textJobber > Visits · Built-inReview
Invoice reminders day 3, 7, 14Jobber > Invoices · Built-inReview
Review request after paid invoiceJobber > Marketing · Built-in / add-onPending
New Jobber client > Google Sheets client logZapier/Make webhook · IntegrationPending
Weather delay bulk-reschedule noticeTemplate + bulk SMS · Manual triggerDraft
Sub COI expiry 30-day alertGoogle Sheets + Apps Script · Apps ScriptDraft
Commercial bid stage change > tracker updateJobber quote status > Sheet · IntegrationPending

Source: sample files (Checks / Controls tab, test output or run log)

07What the files show

Exhibit 6: What the sample files show
  • 9job types priced
  • 10workflow steps
  • 10automations listed
  • 3SOPs written

Source: sample files, measured by script. Sample data, not a client result.

  • Automation status is tracked per item: 3 done, 2 review, 3 pending, 2 draft.
  • Every workflow step names an owner and where it happens in Jobber.
  • The SOP PDF and the Word file come from the same source, so they match.

08Risks and how the build handles them

Exhibit 7: Risks and mitigations
RiskMitigation built in
An automation is assumed to be onChecklist status per automation: Done, Review, Pending, Draft
Insurance lapses unnoticedSub compliance tracker with a 30-day expiry alert (listed in the checklist as Draft)
SOPs drift from practiceEvery workflow step names an owner and the Jobber screen where it happens

Source: sample design

09Appendix: files

A. Screenshots of the deliverable

Workflow tab: each stage from request to paid invoice with owner, Jobber screen and trigger

Exhibit 8: Workflow tab: each stage from request to paid invoice with owner, Jobber screen and trigger

Source: sample files

First page of the SOP pack for Sample Landscaping Co.

Exhibit 9: First page of the SOP pack for Sample Landscaping Co.

Source: sample files

Overview of the lawn care Jobber setup sample: job types with pricing, the request-to-paid workflow and automation checklist

Exhibit 10: Overview of the lawn care Jobber setup sample: job types with pricing, the request-to-paid workflow and automation checklist

Source: sample files

B. Downloadable files

FileWhat it isSize
Lawn-Care-Jobber-Setup-Map.xlsxJobber setup map: job types and pricing, workflow, automations checklist, subcontractor compliance, commercial bids12 KB
Lawn-Care-SOPs.pdfSOP pack (PDF)48.3 KB
Lawn-Care-SOPs.docxSOP pack (editable Word)36.9 KB

Sample build: realistic data, built to show how I'd handle this work. Names are placeholders and no client data is used.

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