Snow removal software for seasonal contracts and the bills after the storm
Get the season signed in October, with the first installment paid on the same page, and the rest billed on the 1st of each month on its own. After a storm, send per-push and per-inch invoices from your phone, see who clocked in at 3am, and let the AI Receptionist take the calls while you're behind the plow.
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The storm ends at 9am. The paperwork doesn't.
You're out at 2:45 with the dental office lot to clear before staff arrive at 7, then 40 driveways in Williamsville. The phone rings the whole time and you can't answer it with both hands on the controls. By noon you're done plowing and the real work starts: which drives got two pushes, which lot got salted twice, who's per push and who's seasonal, and whether last Tuesday's 1.5 inches counted. Half the per-push customers will pay when they get around to it, and someone will say it never hit the trigger.
Pre-season contracts
Get the season signed in October, with the first payment in
Build the contract on your phone: the driveway for the season with a 2-inch trigger as the required line, and the front walk or the mailbox and hydrant as add-ons the homeowner ticks. Put your trigger, your pile spots and your damage terms in the notes and terms. She signs by drawing or typing her name, and pays a deposit on the same page, as a fixed amount or a percentage, through your own Stripe, Square or PayPal account. You're told when she opens it and when she signs, so you know who's still on the fence before the first flakes.
- Driveway, Nov 15 to Apr 1, 2-inch trigger: $520
- Front walk and steps shoveled each push: $130
- Mailbox and hydrant cleared, as an add-on
- First of five installments, $130, paid at signing
- A notification when she opens it, and when she signs
Billing after the storm
Seasonal bills go out on the 1st. Per-push bills go out from the truck.
Set the rest of a seasonal contract as a recurring invoice in the mobile app: $130 on the 1st of December, January, February and March, then it stops. Each one is emailed with a Pay Now button, whatever the winter does. For per-push and per-inch customers, the storm's count goes on the invoice as lines, 2 pushes at $50 or a 4-to-8-inch storm at $65, and the salt as its own line. Send them by text before lunch, or keep a month's storms and send one invoice on the 31st. Customers pay by card, ACH or PayPal, and the invoice marks itself paid.
- Seasonal installments, $130 on the 1st, 4 times
- Plow push, 2 at $50, from the driveway
- Salt application on the lot, 6 at $95
- Sent by text, paid from the link
- One email reminder on the due date if it's still open
3am crews
Your drivers clock in at 2:48. You see it in the morning.
Each driver gets their own login and sees only the lots and driveways you assign them, with your notes on each: where to pile, which stakes mark the lawn edge, the gate code for the back lot. They tap Clock In when they leave the yard and Clock Out after the last drive. On Friday the timesheet report totals each person's hours for the storm week, to two decimals, and emails it to you as a CSV for payroll. A forgotten clock-out gets fixed on the web, not argued about.
- Own login for each driver and shoveler
- Only their assigned stops, if you choose
- Pile spots and stake notes on each job
- Clock In at 2:48 AM, Clock Out at 11:12
- The storm week's hours, emailed as a CSV
Calls during the storm
Both hands on the plow. The phone still gets answered.
On the Pro plan, the AI Receptionist answers on its own US number all night. It gives the prices you've set, like a one-time push on a two-car drive, and never makes one up. A new caller who wants plowing becomes a booking request with their preferred 2-hour window for you to confirm, and the property manager asking for more salt becomes a message. It can't see your route or promise a time, so 'when are you coming?' is taken as a message too. When you park the truck, every call is in the inbox with a summary and a transcript.
- One-time push for a new caller, a request to confirm
- Do you salt walks? Answered from your services
- Dental office: lot needs salt again before noon
- 'Are you coming before 7?' taken as a message
- 500 minutes a month on Pro
Snow in winter, lawns in summer
The same customers, plowed in January and mowed in June
Most snow outfits mow in the summer, and the customer list is the same one. Put the weekly mowing on repeat from late April to the end of October, the spring and fall cleanups on a yearly repeat, and the stake installs in November as appointments. BestMate doesn't watch the weather, so storm runs are yours to add when the forecast firms up: put each stop on the calendar, assign the driver, and the address opens in their maps app. You decide the order: the lots before 7, the driveways after.
- Stake and marker installs, early November
- Storm runs, added by you, storm by storm
- Spring cleanup, set to repeat yearly
- Weekly mowing, Apr 20 to Oct 31
- Fall cleanup and leaf haul, repeat yearly
Salt and steel
Six tons of salt on the receipt. January's profit on one screen.
Log each expense with a photo of the receipt: the bulk salt from the yard, the bagged ice melt and calcium for the walks, a new cutting edge, the diesel. Pick one of 15 categories like Materials or Fuel and Mileage, and your drivers can log their own. The expense report totals spending by category for any dates, and profit and loss puts it against what you invoiced, so you know what a heavy January actually made. It's by the month, not the lot: expenses aren't tied to single jobs.
- Bulk rock salt, 6 tons, under Materials
- Ice melt by the bag for walks and steps
- Plow cutting edges, under Equipment
- Diesel for the trucks, under Fuel and Mileage
- January's net profit, from profit and loss
Get the season signed before the first flakes
Start a 14-day free trial and send your first seasonal contract today.
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