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Starting this week

Invoicing

The plan is to start with the piece that gives you money and time back the fastest (unless you'd like to start with one of the other projects. Click the Projects tab to see details.)

Starting this week

Invoicing on autopilot

QuickBooks templates dialed in for the digital invoices, and the Pages invoices brought in line so they all look the same. The first overdue invoice goes out in days, not weeks. Chasing down payments stops being part of your week.

What stays the same: cash and check customers stay cash and check. Nothing changes for them. We just stop letting invoicing sit on your desk.

To get started

What I need from you

The short list to get the first project rolling. Send any of it through the box below, or text it to me, whatever's easier.

  1. QuickBooks access
    Invite jessica@backbonestudios.co as an accountant user (in QuickBooks: Settings, then Manage Users, then add an accountant). Takes about 30 seconds. From there I can see what's in there and start fixing the templates.
  2. Your list of overdue invoices
    Anyone you're owed money by right now. Names and rough amounts, or just a screenshot from QuickBooks. Whichever is faster. The first one goes out this week.
  3. A couple sample invoices
    One from QuickBooks, one of the Pages ones. So I can see how you lay them out, what line items you use, and match the look when I rebuild the templates.
  4. A 5-minute voice memo on how you invoice today
    When you start an invoice, what you include, what slows it down, how you handle cash vs check vs QuickBooks. Casual, like you're walking me through it from the truck. iPhone Voice Memos is fine.
Send me something

Drop it here

A voice memo, a file, a photo of an invoice, a question. Goes straight to me. I see it within minutes.

Anything over 25 MB, text me a link instead.

Current project

Invoicing

The plan is to start with the piece that gives you money and time back the fastest (unless you'd like to start with one of the other projects. Click any project below to see what's being proposed and leave feedback on it.)

Full project list
1 Invoicing on autopilot Current

Get invoices out the day a job ends instead of weeks later. Templates and the existing system both get cleaned up so everything looks consistent. Cash and check customers stay cash and check, that part doesn't change.

What's being proposed
  • Clean up the QuickBooks invoice templates so digital invoices go out faster and look the same every time
  • Bring the Pages invoices in line with the same look so the whole catalog feels consistent
  • Set up a voice-memo-to-invoice workflow: you talk into your phone after a job, the invoice gets drafted automatically
  • Send out the overdue invoices that have been waiting, starting with the oldest
  • Optional: a way for digital-paying clients to save a card or ACH so their next invoices pay themselves. Cash and check clients don't change.
2 Branded email

Swap the Gmail for a branded email on your own domain. Matches your website. Makes you look as established as you actually are when you're sending out a big quote.

What's being proposed
  • Set up your branded mailboxes (one for you and an office or info address)
  • Connect them so you don't have a new place to check, everything still funnels into one inbox
  • Migrate any active threads from Gmail so nothing gets lost
  • Set up an email signature that matches your brand
  • Make sure invoices and quotes go out from the new address
3 Phone and inbox buffer

A smarter call setup so past customers always get through and new inquiries don't pull you off a job site. AI-drafted email replies for the routine stuff, so anyone helping you can handle the basics without bothering you.

What's being proposed
  • Set up a call routing system so past customers always get through and unknown numbers get filtered
  • Build a VIP list of your top clients
  • Set up AI-drafted email replies for your most common inquiry types
  • Document the rules: which calls and emails come straight to you vs handled before they hit your phone
  • Train it on your voice so the drafts actually sound like you
4 Pricing tool

Walk me through how you price a job and we put that thinking into a quote tool. Same brain, same numbers, just out of your head and onto paper the same day. Bigger jobs get priced with confidence, no second-guessing after dinner.

What's being proposed
  • Sit down (in person or over a few voice memos) and walk me through how you price different job types
  • Capture your pricing logic in a quote tool that handles the math for you
  • Test it on a handful of recent real jobs to make sure the numbers come out where you would have priced them
  • Build email templates so quotes go out the same day you talk to the customer
  • Build a way to track what's quoted vs what's accepted, so you start to see your real close rate
5 Found online

Google Business Profile fixed up, the right pieces added to the website, a real LinkedIn presence, the local listings. So when someone Googles "landscaper Main Line" or asks ChatGPT for a recommendation, you show up.

What's being proposed
  • Set up (or clean up) your Google Business Profile so you show up in local search
  • Add the right pieces to your website so AI tools recommend you when someone asks
  • Set up a real LinkedIn presence: personal profile plus a company page
  • Get listed in the local directories and citations that matter for landscapers in your area
  • Build a simple way to ask happy customers for reviews, so the good ones land where new customers can find them
6 The operating brain

A single living document that holds what's only in your head right now. Anthony, a future hire, or a future you can sit down on a Monday morning and know exactly what's going on, without calling you first.

What's being proposed
  • Set up the document structure: how the business runs, by topic and by season
  • Walk me through your day-to-day in short voice memos and I'll fill it in
  • Organize by topic, season, and job type so anything is easy to find later
  • Build the habit of updating it as things change (5 minutes a week, not a project)
  • Share it with Anthony so he has the same picture you do
Recaps

What we've talked about

After each call, a short summary lands here so you can refer back any time. Click any recap to open it up. Newest at the top.

Nothing here yet. After our first call, the recap will land here.
Documents

Important documents

Everything we sign, draft, and build lives in Google Drive. Click any card below to open the file or folder. Pending cards will go live as we add content.

SA
Services Agreement
Our signed engagement agreement.
Coming soon
SOP
SOP Library
Step-by-step guides for the systems we put in place.
Coming soon
BP
Business Plan
Working draft of the business plan.
Coming soon
BG
Brand Guide
Logo, colors, fonts, voice. Built as we go.
Coming soon