Adi Klevit’s HVAC Payment Process That Increased Cash Flow by 50%

Ian Garlic: Join Ian Garlic as we uncover the hidden marketing stories that shape our world. Reveal the latest marketing tactics that will shape your future and the amazing people that grow organizations, movements and businesses. Learn to grow your business and shape the world around you. Welcome to the Garlic Marketing show with Ian Garlic. And yes, it's iron, not Ian, that's marketing too.

Ian Garlic: Hey, on this Garlic Marketing show we're going to talk about improving cash flow with systems. How1 uh, H vac company massively increased their, their cash flow by using uh, the right systems with their team and how you can do this to onboard um, up to 75% faster. Uh, improve your, your systems so you can take yourself out of the business and also improve your team, improve their results and improve your clients results all of a sudden. Garlic Marketing show. But one of the best systems that you can put into your business is, is the fish in the barrel system. This is will help you close more of those clients swimming around your business. Let's see how much money you're missing right now by not capturing those fish in the barrel. Go to videocasestory.com fib and we will analyze your business together and see how much money you can make by using the YouTube fish in the barrel system. We were just together at an event last week. Um, and so adit, tell me a little bit about, you know, we've got past podcast episodes. We went deep into our business. They're all awesome. There'll be links in the show notes. But uh, tell me a little bit about this new client of yours that the success story. It said you're the best ever.

Adi Klevit: Yeah. So. Well, it's not a new new client because we are actually finishing a prop, uh, a whole engagement that we are doing with them and then we're going to the maintenance phase. But we work with them for about a year and we documented all of their processes and procedures and the owner was so happy. He said basically that we are the best vendor they ever worked with.

Ian Garlic: That's amazing. And what was the outcome, I mean what was the outcome that led him to this?

Adi Klevit: Say that he now has his processes documented but we work with his team so everything that is documented was actually came out of the heads of his teams. So it's a true knowledge transfer. He now has all of the knowledge known documented in a single source of truth in a very clean way. Using videos, using screenshots, shots, using visuals. And not only that, we also did a rollout to every single department. So the team members in each department, they know what their processes are and they're also optimized because as we were documenting, we also asked questions. Why are you doing this way? Where's the bottleneck? How can we improve upon it? And that is where everything comes together. So the processes that you are getting are optimized, documented, easy to access, and everyone knows them and follows them.

Ian Garlic: Can you give me an example of a process that wasn't optimized? Because I think this is an important thing. We start doing stuff and we start doing it, keep doing it the same way, and then, you know, people don't. And eventually you're like, well, why are we doing it this way?

Adi Klevit: Okay, so here is an example of a process that is not optimized. I just got off a phone of a call with a different company. It's, uh, a. They have a, um, big accounting department and they are processing vendors every day. Like they have to add new vendors. And it's a. Ah. And, um, it's all manual, which is definitely not optimized because especially in accounting, you can make a lot of mistakes. It can be as simple as giving the vendor a link to fill out where they are filling their own information. They are sending the W9 so you don't have to chase it. And then it can be integrated into a queue. So all the accountant has to do is to review it and approve it, and then it dumps into the system as opposed to keying it in, going back and forth. So that's an example of an optimizing a process. Another example is, uh, we were working with an H vac company and their account, their collections, basically M. It doesn't go to collections, but it's just like collecting the money right at the end of their job.

Speaker D: Job.

Adi Klevit: So is there, we ask, is there a policy? Like, when do you actually collect the money? Well, no, it's all verbal that you have to collect. The technician has to collect at the end of the job. Okay, so let's first of all put it in writing. Do we put it in writing? Is it being followed? No. Why not? We ask the different technicians why not. We found out what is stopping them from doing it. It's never, I don't have the time or I forgot it's something else. So they basically were not drilled, were not practice, did not practice how to do it. And they were, uh, some of them had back off asking for the money. Good. Let's look at objections that you get. What happened? What does the homeowner usually says? Oh, okay. If that's the case, then let's. Let's See how we can overcome those objections. And then we put it as part of the procedure. So when they train, they train on how to overcome those objections. And that solved so much in terms of the cash flow because now the jobs were getting, they were getting paid at the end of the job. They didn't need to have somebody calling the customers and chasing the money and sending the invoices. So it just made everything so much smoother.

Ian Garlic: Yeah, I mean that's a great. And I see this so much because everyone's like, I need more leads, I need more leads. And a lot of times you just need to close more of the leads and uh, and sell them the right thing and enough of it. Um, and you know, obviously that added to the bottom line. You know, how much, how many. Like when you look at that, what type of boost in the bottom line would someone get from doing. Being able to handle objections like that?

Adi Klevit: Well, it depends on how much you are doing. But it's ah, like in this case of the H Vac company, it added significantly to the cash flow because if you have, let's say you have $200,000 a month in backlog receivables, you know, if you don't have that, what is it going to do for you? So it's for him, for that company, it was about um, in that period of time, probably was 50% of their cash flow of the receivables.

Speaker D: Wow.

Adi Klevit: You actually handle. Yeah, because if you don't ask for the money, you're not going to get it and then you have to chase it. Right. So then you are behind. So how about if we don't and we get that boost of the. All the invoices paid on time.

Ian Garlic: Yeah, that's huge. That's huge. And, and increasing cash flow. Um, you know, when we look at these systems and obviously, uh, you know, a lot of people are like, well, I can just AI it now. Right. I'm just gonna have AI build my systems. What's right with that and what's wrong with that?

Adi Klevit: So we use AI I am trying to be on the forefront of AI. I belong to groups that do that research AI. I'm trying to figure out everything about AI I'm obsessed with AI but one thing that I know is that you need the human element in order to create those procedures. And I'll tell you why, because we've tried to do it with AI but the AI is not, doesn't think it analyzes data and uses data and combines it in such a way that it's so much faster that we can use it. But, uh, what we do is we identify the right sequence to do things. We ask the questions, we know when to stop a step and when not to. So when I use AI, I dictate to the AI. I tell the AI, okay, this is step one. Now help me write it in a sequential way or help me analyze it or what do you, you know, I just, I definitely ask the questions and we go back and forth on that. But you do have to have the analysis of what the process really needs to be, and you also have to prioritize. That's a big thing in terms of process improvement. Does this really the right act move to spend so much time on fixing this problem where it doesn't have the impact? So I can help tremendously analyze the impact and the. And be a thought partner in terms of like, yes, this is worthwhile to do, or no, this is not worthwhile to do, but you still need to do it with a human in mind, you know, and that's creating the strategy. And then you have the AI helping you. I mean, it's the same. You're, you know, you're in marketing the same thing. We can say, oh, yeah, you know, AI is going to replace all marketer. It's not true. AI is going to replace the marketers that don't think strategically and, and they're just basically executing orders and not really looking at the big picture. So I do feel that AI forced us to elevate our game, forced us to look at things in the bigger picture better, have brighter ideas, and we direct and navigate the AI in order to provide better output for our clients.

Ian Garlic: Yeah, I mean, I agree 100% because, I mean, obviously I'm using it all day, every day, and I can't tell you how many times I'm like, well, here's what I want to do. Here's the process I want. And then it starts throwing some other stuff in there. I'm like, well, why'd you do that? And like, oh, you're right, that's not the right thing.

Adi Klevit: Yeah, you're always right. That's right. I mean, yesterday it happened to me with a client. We were on a call and, you know, they ran something to charge, and then she looked at it, she was like, why is it saying. They're like, yeah, that doesn't make sense. You have to, you have to even go through it. Oh, yeah, that makes sense. So that doesn't make sense. We go this way, we go that way, and you have to have the process documented before you can use AI, because AI is not going to tell you, is not going to figure it out for you. You have to know what your process is so then you can figure out what you have to automate.

Ian Garlic: And so like when you were approaching the deck company we were talking about at the beginning, uh, tell me a little bit about what was going on that they needed to fix, you know, because you might think, well, how many processes do they have?

Adi Klevit: Yeah, so it's not necessarily just fixing. It's also they were doing really well and they wanted to get everything to the next level. And the owners want to really step out of the business. And I followed your advice, Ayan, and I actually recorded a video testimonial and it's on my website because that tells the entire story when the owner actually tells the story of what happened. So that I just want to thank you for that because you are the master at that actually pushing, not in a nice way, but also doing it for people. Getting those testimonials are so important. So I definitely want to acknowledge you because you kind of like ingrained in me that I have to do that. I have to get the video testimonials from clients because that's better than anything else. Because you are hearing the clients saying that. But before we got started, they didn't have their processes documented. They did have some things here and there, but it wasn't in one single source of truth and they weren't followed. So obviously they were doing well. And we work with companies that our clients tend to be companies that are not struggling. They're growing, but they're growing fast. Right. They use marketing agencies, or they are, they have a lot of leads. They are successful already. But now they have to organize because as you get all those leads coming in, you have to have organization, uh, in order to service those leads, in order to make sure that what you are doing with the leads is correct and that it's going to be like the best service. We both, uh, were in a conference last, uh, week and Brian Kurtz was there and he's talking about over delivering. If you want to over deliver, you have to do it without. You have to have systems in place because otherwise all the chaos is going to transfer over to the client or the customer.

Ian Garlic: Yes, yes and all. Yeah. And it's, it stops you because you, you can't, if you're an owner, you can't be doing what you're best at because you're, you're jumping into systems and fixing them. All the time. Um, and you know, when, like with the results, once they have the single source of truth, what, how does the company run different?

Adi Klevit: It's less chaotic for sure. But not only less chaotic, that organization allows the company to scale. I can give you so many examples of our clients that were able to open another location or add an additional team member that they were so needed, but they were never able to delegate because they didn't have the instructions of what that person needs to be doing. Um, a client that was selling the company for twice the price, uh, reducing onboarding percent onboarding time by 75%.

Ian Garlic: Wow.

Adi Klevit: It's like, yeah, I use like, you name it, you know, if you want consistency, you will achieve consistency. If you want reduced errors, you will achieve reduced errors. If you want the team to be tighter and like a tight team that knows what they're doing and working together, that's what you're going to get. And that's one of the things that is the most important for me is to understand what does the client want, what is important for the client, for our clients before we start working on a project. So we set up the success measures before we start and we measure the progress according to those metrics to make sure that we are giving the clients what they need over delivering and making sure that we achieve those goals.

Ian Garlic: Gotcha, Gotcha. That's amazing. And so you know, now before someone comes to you, what's, what are some of the ways that they could use AI, uh, to get Ray to work with you faster and better.

Adi Klevit: They can definitely have AI interview them and ask them about the different departments and what are the different functions in the company. Um, there are different ways that, you know, I publish a blog every week. You can take one of the blogs. I give specific advice on how to, in how to write processes. You can take that, you can upload it into AI and you can have it interview you. I also have on my website, you can go, it's free. It's called Process Guru AI. So it's our version of um, similar to ChatGPT but we fed it with our proven process. So if you start asking questions it will be more directed to writing processes. So you can try that as well. And what I also find sometimes clients go, well, I need to prepare. I said, you know, do you have time? No, I don't. Okay, don't worry about it. So we accommodate any. If you want to done it for you, we can do it for you. If you want to do it yourself. We also have the resources that we can walk you through it so you can be prepared and then we can come in and extract information.

Ian Garlic: That's amazing. That's great. Yeah, I mean, I think, uh, this is, it's one of those things that's, it's amazing to me when I coach other businesses, how few of them have really set systems. And it's like, how do you do this? You know, it's. It's like, it's amazing. So this, this is such a great service. Where's the best place to follow you?

Adi Klevit: LinkedIn, id, clevit. And you can also check, um, our website. As I said, you know, we have the Process guru AI, which I highly recommended. You just play with it. You know, it's not, it's, it's yours. You know, it's for, for we, I put it together there for. With our knowledge and we uploaded all of our, A lot of information there so it can guide you through, um, writing those processes and optimizing them. And that's you can find@bizsuccesscg.com and I'm sure, Ayan, you're going to put it in the show notes.

Ian Garlic: Yes. And where can they find the AI on the website?

Adi Klevit: It pops up. It's under Resources, but also, uh, on the corner there. If you go to my website, you'll see the process guru AI.

Ian Garlic: All right, put a link to all of that in the show notes. Adi. Uh, thank you so much. This has been great. A nice, fantastic episode, folks. Work on your systems. Take two minutes right now, click that link, go over there and start getting your systems in order. Adi, thank you so much.

Adi Klevit: You're welcome. Thank you, Ian. Good to see you.

Ian Garlic: Good to see you. And thank you all for, uh, making a DNI part of your story that's been on Garlic and the Garlic Marketing Show Video.

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