HMDS hmdsworks@gmail.com

Every job done the same way, and no invoice forgotten

I write clear step-by-step procedures and build simple spreadsheet trackers for small service businesses. Everything happens by email, so there is nothing extra to fit into your day.

Email me one job you want written down

You get a written quote first. No meetings, no calls.

Service call: booking to paymentSample procedure, part 3 of 3
  1. Enter the job sheet into the tracker the same day
  2. Send the invoice within 24 hours, due in 14 days
  3. Day 15: if unpaid, send a polite reminder
  4. When paid, mark the job "Paid" and file the sheet

The problem

Your team does the same jobs every day, but each person does them a little differently. Payments get missed, jobs get forgotten, and new staff take weeks to learn the ropes.

Written steps and one clear tracker fix most of that. I make both for you, from whatever notes you already have.

What I make

Written procedures
Step-by-step guides for booking, quoting, service calls, invoicing, opening and closing, and training new staff.
Job trackers
A record of every job, what it cost and what it earned.
Money-owed trackers
A clear list of who still owes you, and for how long.
Simple dashboards
One page showing your profit, unpaid invoices and busiest job types.
Spreadsheet cleanup
Messy spreadsheets turned into clean ones that work.

See an example

Sample procedure: service call, from booking to payment

Written for a small heating and cooling company. Yours is written for your business, your jobs and your team.

Booking the call (office)

  1. Write down the customer's name, address, phone, email, and the problem in their own words.
  2. Check the customer list. If new, add them. If returning, note their last visit and equipment.
  3. Give the call-out fee from the price list and the earliest time slot. Get a yes before booking.
  4. Book the slot and send a written confirmation with the date, time window and fee.

Doing the job (technician)

  1. Before leaving, read the job sheet and load any parts listed for this equipment.
  2. On arrival, confirm the problem. If the fix will cost more than the call-out fee, give a written price and get a yes before starting.
  3. Do the work. Record time in, time out, parts used and work done.
  4. Test the equipment with the customer present and ask them to sign the job sheet.

Getting paid (office)

  1. Same day: enter the job sheet into the job tracker.
  2. Send the invoice within 24 hours, due in 14 days.
  3. Day 15: if unpaid, send a polite written reminder with the invoice attached.
  4. When paid, mark the job "Paid" and file the job sheet.
Sample tracker: job profit and money owed

Each job shows the quote, materials, hours, profit, margin and whether it is paid. A summary shows total profit, money still owed and profit by job type.

Open the sample tracker (view only, made-up numbers)

Prices

One written procedureUS$149
Five written proceduresUS$549
Spreadsheet trackerfrom US$350
Tracker with a one-page dashboardfrom US$500

Canadian clients pay in Canadian dollars, plus the sales tax for their province. Files work in Google Docs, Google Sheets, Microsoft Word and Microsoft Excel.

How it works

  1. Email me what you need. Notes, photos of paper forms or an old spreadsheet are all fine.
  2. I send a written quote that lists exactly what is included and the delivery date.
  3. You pay a 50% deposit through a PayPal invoice.
  4. Procedures arrive within 5 business days, spreadsheets within 7.
  5. One round of changes is included. You pay the balance once you are happy.

My promise

You pay half up front and the rest only once you are happy with the work. If you cancel before I start, your deposit is refunded in full.