How to get started using Gopher Lawn Care Business Software

How to get started using Gopher Lawn Care Business Software: You can also watch the training video here .
STEP 1. Enter your customers.

Click on the “Customer” section that runs along the green bar at the left of the screen. Click the “New” button and enter your customers. You can also import your customer database from QuickBooks. To import click on “File” at the top left of Gopher and click on “Import,” then choose “Quickbooks Customer List.”

If you are a Gopher 98 user, you can import your customer database from that program. Click on “File” at the top left of Gopher click on “Import” then choose “
Gopher 98 Entire Database.”


Click the “New” button.

  • A “Name” window will appear.
  • Enter the customer’s “Full Name.”
  • Click the “OK” button.


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  • A “Customer” window will appear.
  • Enter the relevant customer information
  • Click the “OK” button.

Do this for all of your customers.


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STEP 2. Enter your services.

  • Click on the Service section of Gopher
  • Make sure you are on the tab “Service List.”
  • Click the “New” button.
  • “Service ID” - Enter the Service ID.
  • “Service Description” - Enter the description of the service.
  • “Billing Option” - Choose “Flat-Rate.”
  • “Standard Price” - Enter the default price for this service or leave it blank.


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  • A “Service Setup” window will appear. This window has four tabs: “Service”, “Customer Prices”, “Comment” and “Chemical.”
  • Click on the “Service” tab.


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  • Click on the Customer Prices tab and click the new button.


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Here is where you will set this service’s specific price for each customer.

  • Click the “OK” button.


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STEP 3. Create your routes.

Set up you routes. Click on the “Route” section that runs along the green bar at the left of the screen.

Remember: The order in which your customers are set in the Route page is the order they are printed out in your daily job schedules. Order the customers as if you were going to visit one after the other straight through the entire route. Normally you will have 1 route per crew.


Make sure you are on the tab “Route List.”

  • Click the “New” button.


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A “Geographic Route” window will appear. This window has two tabs: “Route” and “Crew Assignment.”
Click on the “Route” tab.

  • “Route ID” - Enter a route ID for example: ‘North Route’ or ‘route 1.’
  • “Description” - Enter a description for this route. Ex. “northern side of town.”
  • “Crew” - Use the drop down box to apply a crew if applicable.
  • Highlight properties from the “All Other Properties” list and use the Red Arrow buttons to move the properties up to the “Current Route” list that will be included in this route. You can also drag and drop the customers from one window to the other.


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When you have moved up all the properties that will be serviced into the “Current Route” list, use the “First”, “Prior”, “Next”, and “Last” buttons to order the property list in geographic order.

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Or you can drag and drop the customers into their proper geographic position.

“Clear Route” button - This will remove all the properties in the “Current Route” list.

“Show Addresses” button - This will show the address of the properties in your list.

Click the “OK” button when finished.

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STEP 4. Create your scheduled jobs.

Make sure you are in the Schedule section of Gopher and on the tab “Job Calendar.”

Click the “New” button. Or use your mouse and right click on the calendar day and choose to “schedule job.”

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A “Please Select Customer for Scheduled Job” window will appear.
Use the drop down box in one of the three options to select a customer.
Click the “OK” button.

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A “Service” window will appear.
“Job Description” - Choose a service from the drop down box. The services that appear here are those you have previously entered in the “Service” page. You can also type in a service name such as Lawn Mowing.
Click the “Next” button at the bottom of the window.

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Continue to click the “Next” button past the following windows “Equipment”, “Chemical Application” until you get to the window “Frequency.”
Choose the Custom tab.
“Interval” - If you service this lawn once a week then leave the Interval at “1 - Week(s)”. If you service the lawn every two weeks then set the Interval to “2 - Week(s)”. If you service the lawn once a month then set the Interval to “1 - Month(s)”.

We also set the Requested Day to Thursday.

Click the “Next” button at the bottom of the window.

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Review the Job Dates. Add or remove any dates desired and click the Next button.

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You should be on the “Billing” window now.
“Service Price” - Enter the fee for this service.

Click the “Finished” button at the bottom of the window.

You should now be back at the main “Schedule” page. Look at the calendar and you should see a day that is green. Click on that day and you will see the job appear in the job list below the calendar.

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STEP 5. Print your scheduled jobs.

After you have scheduled your jobs, use the “Print Jobs” button in the “Schedule” section to print out your work sheets for each day.

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Here is a sample of how your job sheets will look.

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STEP 6. Mark your jobs completed.

At the end of each day highlight the calendar day by clicking on a specific job day in the calendar and then click the “Completed” jobs button to let Gopher know those jobs have been completed.

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Choose either all jobs for the day or some jobs. The Some Jobs button will allow you to enter job times as well.

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To see the list of completed jobs which are awaiting to be generated into invoices, click on the Completed Jobs tab.

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You can also add additional jobs here that were not scheduled but you want to appear on the next invoice. For instance if while you are on a job site a customer asks you to do an additional service. When you get back to your office you can add the job here so you won’t forget to bill them for it.

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STEP 7. Generate your invoices.

At the end of your billing cycle, click on the “Generate” button and print out all of your invoices. Generating invoices means that Gopher takes all of your completed jobs since the last time you generated and compiles them into invoices.

First step is to be on the schedule page and click on the Generate button.

Remember: If you send out your invoices once a month at the end of the month, only generate your invoices once at the end of the month.

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In this example we are going to generate our invoices for the month.

Invoice Date is the date that will appear on the top of your invoice. You can set this to whatever you want. Line item date range determines which completed jobs will be included in this invoice.

Click ok when ready.

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If you had completed jobs for the correctly set a line item date range and customers chosen, you will see this confirmation window, otherwise recheck your settings.

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That’s it!

Congratulations!

See how easy it is.

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