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Building Your System

Module 5, Lesson 1

Systems & Scaling

Why Systems Matter

Everything works great when you do it yourself. But what happens when you want to grow?

A system is a documented, repeatable process
Produces consistent results regardless of who's executing
Allows your business to scale beyond personal capacity

Billing Without Systems

Billing is detail-oriented work
Miss a photo? Lose a line item
Forget to follow up? Payment delayed
Skip documentation? Face denials

Without a system, details get missed. Quality varies. Revenue leaks.

Step 1: Map Your Current Process

Step 1

Document Every Step

Walk through your billing process from the call to payment. Write it down as if explaining to someone who knows nothing about the industry.

This documentation becomes the foundation of your system.

Step 2: Identify Critical Points

Step 2

Where Mistakes Are Costly

Initial documentation on arrival
Moisture mapping accuracy
Photo quality and completeness
Estimate accuracy
Submission timing
Follow-up consistency

Steps 3 & 4: Checklists & Templates

Step 3: Checklists

Create checklists for each phase. Be specific—don't say "take photos." Say "take wide shot of room, close-up of water source, moisture meter display."

Step 4: Templates

Create templates for everything repeated: work authorizations, estimate formats, submission emails, follow-up communications.

Steps 5 & 6: Standards & Workflows

Step 5: Standards

Define what "good" looks like. Document your standards for documentation quality, estimate accuracy, communication tone, response times.

Step 6: Workflows

Map out how steps connect. Show sequence, decision points, and handoffs. Makes the process understandable at a glance.

Practical Tips

Start simple—don't document everything at once
Involve your team—they see details you miss
Test and refine—your first version won't be perfect
Keep it accessible—digital systems work well
Update regularly—review at least quarterly

Systems Don't Replace Expertise

Systems handle the routine parts so you can focus on what requires judgment and personal attention.

Good systems don't make work mechanical—they free up your expertise to be applied where it matters most.

Your Homework

Document your current billing process from start to finish.

Don't worry about making it perfect. Just capture what you actually do. This becomes the foundation for everything else.

Coming Up Next

Lesson 5.2: Team Training

Transferring your billing knowledge to others
The 4-phase training approach
What to train specifically
Building competence progressively

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End of Lesson 5.1

Building Your System

See you in the next lesson!