Training Videos

These videos walk you through all of the systems and platforms you will need to manage your money, minutes, and marketing. By adopting these platforms and practices you can accelerate the implementation of these vital systems, and begin to get control over the business side of creativity, so you can get back to the creating part that got you into this business in the first place.

You can review the contents of each of these videos below, but you will need a paid subscription to view them.

Implementation is the
Hardest Part

These training videos help bridge the gap between the “what” and the “why” of managing a creative services business and the all important “how to’s” of implementation.

Contents: 02:27

00:56 – The “how-to’s” of managing a creative business

01:06 – Real world examples

01:16 – Adopting the same platforms

01:50 – Accelerate your path to implementation

Principals for Evaluating
Digital Platforms

These principles for evaluating digital platforms will help you filter through the vast number of options out there. I explain the three key aspects of simplicity, flexibility, and economy.

Contents: 09:08

01:07 – Avoid “all-in-one” platforms

02:30 – Look for native integrations

04:26 – Flexibility, simplicity, economy – pick two

05:30 – Freemium pricing models

07:05 – Flexibility vs. simplicity

Cuberis article referenced in Video “Simple, Flexible, Economical, Pick Two”

Overview of Cash Flow
Using Google Sheets

Whereas Quickbooks manages past and current transactions, it doesn’t predict future performance. A cash flow spreadsheet helps you make business decisions based on vital financial projections.

Contents: 20:54

00:40 – Contrasting Quickbooks and Cash Flow

01:52 – The need for a flexible system

02:50 – Overview

03:20 – Projected balances

04:53 – Running balances

06:16 – Summary rows

09:20 – Invoice rows

10:00 – Using color codes

12:52 – Expenses tab overview

15:00 – Rollover retained and rollover transferred

16:50 – Employees tab

17:38 – Contractors tab

17:48 – Savings tab

18:35 – Unearned revenue

Updating Cash Flow
Using Google Sheets

Managing cash flow requires a flexible system. But the more flexible a system is, the more prone to error it becomes. Therefore you must follow a structured workflow when updating the cash flow spreadsheet.

Contents: 15:27

00:59 – Regular updates

01:58 – Complete updates

03:25 – Workflow

03:40 – Update balances

04:58 – Revision history

05:45 – Remove receivables

05:59 – Remove expenses

06:20 – Updating rollover categories

08:02 – Adjust remaining receivables

09:05 – Adding new invoices

10:02 – Closing out a month

11:44 – Adding new months

Why You Should Use QuickBooks for Your Bookkeeping

Managing your money involves more than invoicing, paying bills, and reconciling accounts. You need to listen to what your money is telling you. Your bookkeeping system provides important insights.

Contents: 04:24

01:09 – True accounting systems

02:05 – Why Quickbooks?

03:25 – Technical support

Overview of
QuickBooks Online

The typical creative service business uses just a subset of what Quickbook can do. This video isolates just the areas you’ll need, so you won’t get confused or distracted by the rest.

Contents: 06:28

Quickbooks sandbox

01:22 – Dashboard

01:58 – Bank registers

02:12 – Client lists

02:23 – Workers

02:45 – Reports

03:10 – Chart of Accounts

03:42 – Upper menu

04:49 – Search

05:53 – Help/support

Setting Up Your Chart of Accounts in QuickBooks

Being familiar with your chart of accounts simplifies the processing of weekly transactions. And since it structures the Profit and Loss report, the better you know them, the better you’ll understand your P&L.

Contents: 11:27

Quickbooks sandbox

01:43 – Minimizing customization

02:17 – Types of accounts

04:45 – Opening balance equity

05:15 – Retained earnings

05:45 – Income accounts

06:20 – Service types

07:27 – Expense accounts

07:50 – Adding new accounts

10:27 – Cost of goods (or services)

Processing Financial Transactions in QuickBooks

Maintaining your books on a weekly basis should enable you to process your expenses, match and receive payments, and reconcile all your accounts in less than thirty minutes.

Contents: 13:20

Quickbooks sandbox

01:10 – Setting up bank accounts

02:20 – Bank registers

03:06 – Adding transactions to registers

04:30 – Splitting transactions

05:37 – Receiving invoices

06:10 – Receiving batched invoices

09:19 – Undeposited funds

10:50 – Matching deposits with payments

11:56 – Reconciling accounts

Setting Up and Sending Invoices With QuickBooks

This video walks you through the process of setting up and sending invoices in QuickBooks—I’ll also provide some tips that can make your clients more comfortable with your billing practices.

Contents: 09:42

00:49 – Designing invoice templates

02:10 – Creating a new invoice

03:22 – Assigning terms and service type

05:18 – Clear transaction descriptions

06:15 – Milestone invoice descriptions

07:29 – Billing practices

08:19 – Adding to cash flow

08:38 – Payment terms

 

Understanding P&L and Balance Sheet Reports in QuickBooks

The Balance Sheet and the Profit and Loss Statement are key financial reports. Reviewing these reports regularly will help you learn from the past as you navigate the future of your creative practice.

Contents: 09:01

00:00 – Quickbooks sandbox

01:06 – Balance sheet

01:37 – Viewing trend lines

02:06 – Accrual mode

02:20 – Total equity

03:09 – Assets = Liabilities + Equity

06:14 – Viewing by months

06:40 – Profit and Loss Statement

08:00 – Comparing to other periods

Liabilities of the Creative Services Business Model

Since most creative service businesses are billed by the hour, there is a strong overlap between the topics of Money and Minutes. For the time and material business model, time really is money.

Contents: 06:32

00:29 – Alternative billing models

01:02 – Comparing time and materials to product models

02:03 – Lego analogy

02:32 – Overhead hours

04:17 – Hard costs of your “inventory”

05:25 – Fee based model

Using Harvest as a Timekeeping Inventory System

Creative services are typically billed a on time and materials basis. The hour is the essential billable unit. And so managing your time requires a mission-critical inventory system.

Contents: 14:58

00:22 – Time tracking as an “inventory system”

01:00 – Alternative time tracking options

01:55 – Benefits of Harvest

03:20 – Clients, projects, and tasks

03:45 – Setting up clients

04:10 – Open ended projects for ongoing service

04:31 – Billing for incremental service time

06:00 – Setting up projects

07:05 – Setting up tasks

08:00 – Phases or sub-tasks

10:48 – Project tasks and overhead tasks

11:33 – Administrative task categories

12:11 – Adding time entries

14:10 – Complete time entry

Understanding and Analyzing Harvest Time Reports

A timekeeping “inventory system” is an invaluable resource for evaluating productivity and sharpening estimating skills. The further back your records go, the more you’ll see trends and establish benchmarks.

Contents: 06:59

01:10 – Overview of Harvest reports

01:36 – Customizing time ranges

02:05 – Project task reports

02:48 – Overall task reports

03:55 – Project summary reports

04:44 – Project tasks compared to benchmarks

05:58 – Overhead time reports

Using Forecast for Time Resourcing

Forecast is to time data as the Cash Flow Spreadsheet is to money. Harvest contains all your past time-data and Forecast shows how your future time resources are allocated.

Contents: 10:40

01:28 – Linking Harvest with Forecast

01:42 – Layout my days, weeks, and months

02:15 – Project view

02:46 – Blocking out time allocations

03:21 – Viewing all team members on a project

04:01 – Hours remaining to hours in budget

06:17 – Team view

06:42 – Daily and weekly views

08:30 – Splitting time blocks

09:00 – Detailed weekly planning

Billing Time Using Harvest and QuickBooks

The creative services business is a service business. And so you need to bill for all service, even brief interactions with clients. You’ll need an efficient way to log time and enter it into Quickbooks.

Contents: 14:23

01:13 – Billing for communication without annoying clients

02:02 – Open ended projects

02:33 – Terms of service

03:36 – Billing practices

05:35 – Grouping service time with project codes

06:44 – Grouping time

08:12 – Manually adding time to Quickbooks

09:42 – Adding time to Quickbooks

10:32 – Various rates

12:01 – Viewing client account totals

12:30 – Generating an invoice

Introduction to Marketing
Tools and Techniques

Putting a marketing plan into action requires basic tools such as a CRM (customer relationship management system), an email marketing platform, and a process for building a prospect list.

Contents: 04:20

00:23 – Narrow positioning

01:06 – Sales vs. marketing

01:40 – Inbound vs. outbound marketing

03:06 – Content strategy

Building a Prospect List
Using LinkedIn

Buying a list is easy. But building your own list will help you gain deeper insights into your prospects. And when you use LinkedIn, the very act of building a list becomes a marketing activity in and of itself.

Contents: 16:33

01:02 – Why build your own list?

02:52 – CAN-SPAM Act

03:29 – Email platform terms of service

05:42 – Using a spreadsheet

07:46 – List size

08:50 – LinkedIn Sales Navigator

09:09 – Advanced search

11:42 – Adding prospect to spreadsheet

12:50 – Added benefits of using LinkedIn

14:11 – Finding email addresses

Setting Up and Using
HubSpot’s Free CRM

A CRM is the hub of all customer and prospect information. As you work with leads, you’ll need a system that automatically tags contacts, and update statuses as prospects respond to your efforts.

Contents: 11:36

00:22 – Why a CRM?

01:36 – Free vs. paid versions of HubSpot

02:15 – Native integrations

03:33 – Contacts and Companies

04:09 – Adding and editing properties

06:50 – Importing contacts

08:30 – Customizing lists and detail screens

10:20 – Adding new contacts

The Important Role Forms Play in Your Marketing System

Online form submissions are so common that we don’t give them much thought. But when a submit button is clicked, important marketing events get triggered. We need to think carefully about our online forms

Contents: 03:25

01:18 – Submissions trigger marketing events

01:48 – Limitations to HubSpot forms

02:02 – Limitations to Mailchimp and Sendinblue forms

02:40 – Adding a form building platform

Email Marketing with
Mailchimp and Sendinblue

MailChimp, SendInBlue, and HubSpots all share native integrations. Additionally, they also all share native integrations with ConvertFlow. This combination becomes a complete integrated marketing platform.

Contents: 14:51

00:42 – Evaluating flexibility and simplicity

01:40 – Costs of email platforms

03:06 – Limited CRM capabilities

08:05 – Overview of Mailchimp

08:44 – Templates

09:00 – Design builders

12:03 – Email automation

13:08 – Modal popups

Using ConvertFlow for Your Website Forms and More

ConvertFlow allows you to build forms that instantly update HubSpot, Mailchimp, and Sendinblue. Unlike other form platforms it has advanced features that take website marketing to a whole new level.

Contents: 17:24

00:35 – ConvertFlow as form platform

00:50 – Advanced features

01:26 – ConvertFlow CTAs

04:24 – Embed CTA for forms

05:45 – Design settings

08:19 – Form element

09:32 – Adding and editing fields

10:10 – Custom fields

10:50 – Confirmation actions

11:27 – Easy access to integrated platforms

12:30 – Deploying the form CTA

13:40 – Other CTA automations

15:15 – Dynamic website CTAs