Admin & Paperwork
Shop/Office · shop-office
Incomplete or late documentation creates billing delays, liability exposure, and confusion for the next crew on the job. Every work order, timesheet, and client note matters. Fill them out right, file them the same day, and don't leave anyone guessing.
Daily Logs & Timesheets
Clock in and out at the correct times every day. Timesheets are due by Sunday at 11:59 PM each week. Record actual hours worked — start time, end time, and break times. Rounding or estimating is not acceptable. Log drive time, job site time, and shop time separately when the timesheet format requires it.
Daily crew logs must capture which properties were serviced, services performed, time on site, and any issues encountered. Note any property damage, client complaints, or unusual conditions — this information is critical for follow-up. Crew leaders review and approve crew timesheets before submission. Payroll questions go to the owner — payroll runs through Gusto.
Work Orders & Job Documentation
Work orders are the official record of what was requested, what was done, and what the client gets billed for. Fill them out completely: client name, address, date, services performed, materials used, crew members, and hours on site. Get client signatures whenever possible, especially for add-on services or change orders.
Photograph before and after conditions for every job — timestamps prove when work was completed. Record quantities of all materials used (mulch yards, salt tons, cleaning supplies) for accurate billing and inventory tracking. Log equipment run time for maintenance scheduling and job costing. File completed work orders in the office filing system the same day. Don't let them pile up in the truck. Flag any work orders requiring follow-up, additional service, or client communication and route them to the office manager.
Filing & Digital Systems
Documents that aren't filed properly might as well not exist. For physical files, use the labeled filing cabinets: active clients alphabetically, completed jobs by date, vendor invoices by month. For digital files, save to the correct shared folder with a consistent naming format (ClientName_Date_ServiceType).
Scan paper work orders into the digital system within 48 hours if running a dual system. Original client contracts and agreements stay in the office — never in a truck. Make copies for field reference if needed. File incident reports, damage claims, and insurance paperwork immediately and notify the supervisor; these are time-sensitive. Retain records per company policy and don't discard old files without checking the retention schedule. Keep the filing area organized — misfiled documents cause billing delays and client communication breakdowns.
Checklists
Daily Paperwork Checklist
- Timesheet entries completed for today
- Daily crew log filled out with all properties serviced
- Work orders completed and signed where applicable
- Before/after photos taken and saved
- Material usage recorded on work orders
- Any issues or client notes documented
- Completed paperwork filed or submitted to office
- Follow-up items flagged for office manager