# Daily Operations Checklist

A routine for a small field service office. Adapt the times to your shop;
keep the order. Items marked **(owner)** are the ones that most often slip
when the owner is also working in the field.

## Before dispatch

- [ ] Review today's schedule: every job has an address, a contact phone
      number, and a technician assigned.
- [ ] Confirm parts for today's jobs are on the truck or ready for pickup.
      Flag any job that cannot be finished without a part not in hand.
- [ ] Check overnight messages, voicemail and web requests; reply to
      anyone waiting before the first truck rolls.
- [ ] Review yesterday's unfinished jobs; decide whether each is
      rescheduled, waiting on parts, or waiting on the customer.
- [ ] **(owner)** Check cash: deposits expected today, bills due this week.

## Dispatch and morning

- [ ] Send each technician their first stop and confirm they received it.
- [ ] Give the first customers of the day an arrival window.
- [ ] Review open estimates older than a week; choose today's follow-ups.
- [ ] Order parts for approved estimates so the work can be scheduled.

## Midday

- [ ] Check job progress; move afternoon jobs if a morning job runs long,
      and tell affected customers before they call you.
- [ ] Review new leads and respond promptly.
- [ ] Record payments collected in the field this morning.

## Close-out

- [ ] Every completed job has notes, photos if your process requires
      them, and an outcome (completed, needs return visit, needs estimate).
- [ ] Invoices for today's completed work are sent, or you know why not.
- [ ] Payments received are recorded; anything unpaid has a follow-up date.
- [ ] Technicians' hours for the day are recorded and look right (no
      forgotten clock-outs).
- [ ] Tomorrow's schedule is reviewed: unassigned jobs, missing parts,
      long drives.
- [ ] Return the last calls and messages of the day.

## Weekly

- [ ] Review jobs completed but not invoiced, and invoices sent but unpaid.
- [ ] Review estimates sent but not answered; follow up or close them.
- [ ] Compare hours paid with hours billed for each technician.
- [ ] Review maintenance visits due in the next two weeks.
- [ ] **(owner)** Look at one report you did not look at last week.

## Monthly

- [ ] Reconcile bank deposits against recorded payments.
- [ ] Compare actual overhead with the overhead your pricing assumes.
- [ ] Update prices for any parts whose cost changed.
- [ ] Review vehicle condition and any safety incidents.

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This is a starting point, not a rule book. Remove what does not apply and
add what you keep forgetting.