TRANSCRIPTION
============================================================
--- CLIP 1: Budget Setup & Field Labor ---
============================================================
[00:00:00]
All right, well welcome to step 2. We have officially finished going through the settings and we are ready to jump into the budget. So go ahead and click on budget in the left-hand tab and we're going to click new budget in the top right. Enter a name, let's say 2026 budget and you can choose between simple and detailed. I'd recommend starting with detailed. Go ahead and click Save and you can go ahead and start entering in the budget information. So as you can see there's these different tabs up here to enter in the different expenses for your company to create your budget. The first one being your field labor. All right, so if you have any field employees you pay by the hour or salary who work for you, you can go ahead and click Add Employee in this blue button right here and you
[00:00:50]
can select between creating a new employee or adding existing. You're going to always select create new here and then you go ahead and select whether you're want to just add them to the system or if you want to invite them as a user. All right, so for your field labor employees, your foreman, your crew members, people working on the job sites, I would probably recommend to just add them to the system for now and then later when you're ready you can switch them to be invited where then they can actually have a login and be able to log into the app and clock in and all that type of stuff. So for now you can add them to the system and then you can later switch them to be invited if you'd like. You can also manage this from the team section. All right, so in the team
[00:01:36]
section you can click Add Employee and you can add anyone else you need here as well. This will connect into the budget so if you add them from here you can then add it in the budget or vice versa. Now anyone that you want to invite like an office person or salesperson, you can go ahead and add them from the team section here and invite them or you can do that also from the budget. All right, so either way works but just know that you can add anyone else you need from your company here and it's going to show these different roles as far as who you're inviting. So these are kind of the defaults. You can click these three dots to edit any of these or add your new own custom roles. From there we're going to
[00:02:21]
go back to the budget, click into this 2026 budget we created and we can continue adding the employees. So I'm going to click Confirm, add to my system and then you can enter in the employee's name. So I'm going to put Test Employee. Actually before we do this I want to show you guys one other thing here in the team module where you can actually go ahead and set up your crews as well. So you can do this at late now or after the fact but you can add crews from here and put in the crew name, the foreman, so you can click Add New Employee from here and set that up. So just know that you could do this later after the fact to assign these different people to a crew. All right, so I just wanted to clarify
[00:03:10]
that but let's go ahead and go back to the budget here and let's go ahead and add an employee. So I'm going to go ahead and put Test Employee as the name then I'm going to select the role for this employee. Let's say a foreman, this is a field employee, we're doing field labor right now so you would typically select foreman and crew member here. Then you can enter in their email or phone if you want. These are optional, email will be required if you decide to invite them later but right now they're optional and then you can enter in their type of pay. So this can be an hourly rate or you can switch the salary and then put in their salary amount here. Let's leave it as hourly, you can also see there's an
[00:03:57]
overtime factor so if you toggle this on it'll tell the system over 40 hours a week they get time and a half. Then you'll click Next. Here you can assign them to a crew. If you don't have any crews yet just skip over this we can come back to it later and here you can enter in the season's start and end date for this employee. So if they work all year just leave it like this, if they work only certain months of the year you can select those here. From there you select the average days that they work per week. If they work some Saturdays you can just leave it as Monday through Friday, if they work every Saturday then you can add it. Now this is going to be your average hours per day so if they're working some Saturdays and the other days they're working eight
[00:04:44]
hours maybe you want to put this to like nine hours or ten hours depending to cover the total amount of hours. What we really care about is that these total hours work this season is accurate so you can see if I add this to nine it'll adjust or ten so just get that as close to where you think they're going to be working total hours. You can also check your last year as far as how many hours they worked or were on payroll for. Alright so go ahead and do that once you're ready click we also have this totals button before you click the save you're going to want to go over here from first season to totals and here you can enter in the unbillable hours per year the overtime hours per year and the bonuses. Alright so unbillable hours per year is any time that your employees are
[00:05:31]
not are clocked in but they're not either on the job site or driving. So this would be time that they're at the shop if their employees clock in and out at the shop in the morning and then go to the job site that would be unbillable warranty time cleaning trucks anytime anything like that. So try and figure out an estimate of how many hours per day or per week that this employee would be unbillable. For example you could say 30 minutes a day for an employee that's two and a half hours a week times let's say 30 weeks over the year or 40 weeks or however you want to calculate it and get that total hours per year and enter that here. You can also adjust that based on any data you have from previous
[00:06:19]
years or information like that is this you can manually enter as the total amount of hours that you think they're going to be unbillable. Most people would not include drive time in that most people will include their drive time in their estimates for their jobs but if that's not how you do your estimates you would want to make sure that's being accounted for. The unbillable hours per year is going to be counted as overhead expense where the rest of the hours are is going to be a direct expense. We also have a total overtime hours per year the same thing here if your employees are working five hours of overtime a week and that's for 30 weeks of the year that's 150 hours so you would put that here. If they're working 10 hours over overtime a week times 30 weeks that would be 300 or 40 weeks 400 so you can adjust that based on how many
[00:07:07]
hours overtime they're working on average and over how many weeks of the year. I'm going to put that total number right here and then bonuses you can enter let's say 500 bucks at the end of the year or whatever you can enter that if you'd like. Once we save this you'll see that this has been added here so you can see the total field labor cost the total man hours the average cost per hour so you would repeat this process a couple more times add a couple other employees in here and let's say we have like crew member we would select that here maybe this one's 22 overtime they're working all year eight hours a day they're unbillable maybe let's say it's like 80 hours and their overtime
[00:07:54]
is 150 whatever it is for your company so you would just repeat that process for a couple however many employees you have I'm just gonna throw one more in here real quick crew member two maybe this one makes 21 and set the same numbers for unbillable and overtime and then once you're happy with that when you've gotten any of your employees added then you're ready to review the overall numbers as you can see here 150,000 in field labor 6,400 total hours and that's coming out to 2356 per hour on average as you can see these rates
[00:08:40]
are a little bit higher than their actual rate I entered and that is because this includes the overtime hours right here being spread out across the total overall average across the whole year so keep that in mind here but essentially once you've added everyone you're good to go they're all gonna show here under unassigned later whenever you want you can come over here to team and you can see these people are not assigned to a crew you can click on these three dots and assign them to a crew here and create a new crew so you would just put in like the foreman is this one and the crew members are these ones and then you would have a crew created so you just put like crew name here and you can set a few other settings like how they're clocking in
[00:09:27]
and their colors and stuff like that I'm just gonna click add crew right now you can see these people have been assigned to this crew so that'll show up over here and that'll also show up in the budget as crew name so whatever is the crew name you entered would show here if you had multiple crews you would see separate tabs here to kind of break those out all right so that's gonna be the field labor