See the Difference

Real examples of contractor chaos turned into organized, money-finding Rundowns. This is what $39 CAD gets you.

Emails Processed

Client Rundowns

Cross-Contamination

4 min

Total Processing

HVAC Finding Hidden Money

📥 What Ricky Sent Us

From: Ricky Savard Subject: stufffff hey so my wife told me i need to send u guys evrything so here goes lol last week i did a furnace install at 44 rue Dumas in aylmer for a guy named Tremblay. jean-marc tremblay. took me and cody 2 days. its a lennox SL280 variable speed. i quoted him $4,800 installed but i forgot to add the ductwork modification so i ate that cost. whatever. he hasnt paid yet. also i have like 6 receipts from last week il try to find them today

From: Ricky Savard Subject: fwd stuff [Photo of sticky note from dashboard] "Pelletier - warranty board Picard - duct cleaning feb? St-Pierre condo - thermostat acting up Dumas furnace - balance owing?? remember to call TSSA" the dumas one - wait is there money owing on the dumas job from before? not the tremblay one, a different job from like october. i think it was $1,200 and i never got paid??? fuck. the customer name is... i wanna say Robert something. i have no record of this.

From: Ricky Savard Subject: receipts i promised ok here we go. attached 4 photos. one is from rona i think its for the dumas job. one is from lennox supply but i dont remember which job. two are from tim hortons lol. also i found one more in my glove box from home depot but i cant tell if its for work or personal. its $84. anyway thats what i got

From: Ricky Savard Subject: one more thing forgot to mention. the pelletier warranty thing - the board has been down since december. i told him id look at it in january and then january happened. he hasnt called back yet but i should probably reach out before he does. also i think i might have quoted someone in hull last month for a furnace swap and i never followed up. name might have been gagnon? i have no paperwork for it.

From: Cody (apprentice) Subject: re: dumas job hours hey ricky said to send you my hours for last week. monday 7am to 5:30pm dumas job. tuesday same. thats it for billable. wednesday i was sick. thursday and friday i was on the picard duct cleaning but ricky said thats not a billed job yet

📋 What Ricky Got Monday

💰 Money Matters — Revenue You're Missing

Item	Amount	Status
Jean-Marc Tremblay — Furnace install	$4,800	Invoiced, unpaid — collected Friday ✅
Robert Flanagan — Ductless install, Dumas	$1,200	⚠️ GHOST — 4 months, no response
Mme Beausoleil — Furnace replacement quote	$4,800	❗ QUOTE WRITTEN, NEVER SENT
Sandra Olsen — Mini-split (2 units)	$7,700–8,200	Quotes due Tuesday
Nathalie Girard — 12-unit maintenance contract	$8,000–14,400/yr	BIGGEST opportunity — respond NOW

Total pipeline found: $20,500–$26,900+

From a sticky note and a "i think it was $1,200", we found Robert Flanagan, tracked him to 819-555-0188, and drafted a collections text. That's $1,200 Ricky forgot existed.

🔴 Top Actions This Week

TSSA call flagged — still on your sticky note from 3 weeks ago. We flagged it; timing is your call.
Send Nathalie Girard email — draft ready. 12-unit contract. Respond before she goes with someone else.
Chase Robert Flanagan ($1,200) — collections text drafted. He's at 819-555-0188. Send today.
Mme Beausoleil ($4,800 quote) — quote was written and never sent. Email is ready. Send it before she calls someone else.
Sandra Olsen quotes due Tuesday — 2-unit mini-split. Pricing range drafted.
Pelletier warranty board — call and confirm what's covered before you show up.

✉️ Draft Emails Ready to Send

To: Robert Flanagan — 819-555-0188 (text)
Re: Ductless install balance owing — Dumas St

Hi Robert, this is Ricky from RCS Heating. We completed a ductless install at your Dumas address back in October — there's a balance of $1,200 still outstanding on that job. Can you let me know when that's getting taken care of? Thanks.

To: Nathalie Girard (email on file)
Subject: 12-Unit Maintenance Proposal — RCS Heating

Hi Nathalie, following up on the 12-unit commercial maintenance contract we discussed. I've put together a proposal based on your building's system specs — annual contract range $8,000–$14,400 depending on scope. I'd like to walk you through it this week. When works for a quick call?

📅 Schedule Notes

Picard — duct cleaning: Flagged for February. No date set. Confirm this week.
St-Pierre condo — thermostat acting up: Follow up. Could be warranty, could be new work.
Sandra Olsen — mini-split quotes: Due Tuesday. Don't miss this one.
Jean-Marc Tremblay — Dumas install balance: He still owes you. Confirm e-transfer this week.

🧾 Receipts

You mentioned 6 receipts from last week — none were attached. Forward them to info@truckcabops.com this week and we'll capture them in next Monday's Rundown.
Reminder: Lennox SL280 parts for Dumas install — confirm that cost is captured if you want it on the invoice adjustment.

🔄 Open Loops — Waiting On

Jean-Marc Tremblay — e-transfer for $4,800
Robert Flanagan — $1,200 collections response
Mme Beausoleil — quote response after you send it
Nathalie Girard — contract proposal response
TSSA — call pending

Painting Crisis? We've Got a Plan.

📥 What Marie-Claire Sent Us

From: Marie-Claire Bouchard Subject: Can I cry in a professional email Dr. Chen just called and asked why the reception area isn't done yet. I told her I've been working on the yoga studio accent walls (WHICH SHE ASKED ME TO PRIORITIZE). She said "I expected you to be further along." I am one person. I am painting a 4,000 sq ft commercial space by myself because I can't afford to hire help on a job I'm already losing $10,000 on.

From: Marie-Claire Bouchard Subject: Final thoughts Financials this week: Total spent: $3,434.40 Total invoiced: $0 (!!!) Total collected: $0 (!!!) I need that $4,500 milestone invoice like I need oxygen.

From: Marie-Claire Bouchard Subject: receipts and hours ok here's my week. spent $1,840 at benjamin moore on the accent wall paints. $312 home depot. $96 parking across the week. also i paid a sub $820 cash to do the sheen prep on the lobby ceiling - he doesnt have an invoice so i just have the etransfer receipt. i worked 68 hours this week. i know.

From: Marie-Claire Bouchard Subject: the foster lead so i got a referral from a client last month - foster residence in westboro. 4 bed house full interior repaint. they called me twice and i havent called back because ive been drowning. i know i know. i think it was like $22-25k job. please remind me to deal with this

From: Marie-Claire Bouchard Subject: dr chen called again she asked about the colour for the reception area and why i didnt get her sign-off before starting. i showed her the approved sample board she signed in november. she says she doesnt remember signing it. i have the photo of it. i dont know what to do with this woman

📋 What Marie-Claire Got Monday

🔴 Top Actions — Crisis Mode (But Fixable)

#1: Invoice Milestone 1 — $5,085 — MONDAY MORNING
Yoga studio is done. Invoice email drafted and ready to send. This is oxygen money.
#2: Send Foster Quote — $23,500 — She's getting 2 other quotes
Full proposal drafted. This one job covers the entire Wellness Centre loss.
#3: Email Dr. Chen — colour proof + timeline explanation
Two diplomatic emails drafted. Firm but professional.

✉️ Draft Email — Milestone Invoice

To: dchen@westborowellness.ca
Subject: Invoice — MC Interiors — Yoga Studio Complete

Dr. Chen,

I'm pleased to confirm the yoga studio is complete, including all accent walls and specialty finishes. Per our contract milestones:

Milestone 1 — Yoga Studio: $4,500 + HST ($585) = $5,085
Net 15 terms. E-transfer or cheque accepted.

The reception area is progressing well — I anticipate completion by end of next week...

[Full email ready to copy-paste in packet]

💡 Observations

Don't renegotiate the Wellness Centre contract. It's too late — finish efficiently, invoice every milestone immediately, and learn the lesson for next time (detailed scope + change order clauses).
The Foster job ($23,500) saves your year. Win it, and you cover the Wellness Centre loss with $11K+ profit left over.
Burnout risk: You're working 12-hour days alone. If you win Foster, consider hiring a helper — the margin supports it.

💰 Money This Week

Item	Amount	Status
Westboro Wellness — Milestone 1 (yoga studio)	$5,085	Invoice drafted — send Monday
Foster Residence — Full interior repaint	$23,500	Proposal drafted — send ASAP
Westboro Wellness — Remaining balance	~$14,300	On completion
Westboro Wellness — Spent this week	–$3,434.40	Receipts captured below

Win Foster and you cover the Wellness Centre loss with $11K+ to spare. That's the focus.

📅 Schedule

This week: Reception area. Dr. Chen is watching. Finish it before you touch anything else.
Foster site visit: Book it this week — proposal goes out first, visit confirms scope.
Milestone 2 invoice: Reception area complete = invoice immediately. Don't wait until the job is fully done.

🧾 Receipts Captured — $3,434.40

Item	Amount	Category
Benjamin Moore — specialty paint (accent walls)	$1,840.00	Materials — billable
Home Depot — rollers, tape, drop sheets	$312.40	Materials
Parking — Westboro (4 days)	$96.00	Travel — deductible
Tim Hortons (3×)	$22.00	Meals — 50%
Colour chips + samples	$164.00	Materials — billable
Paint additives — humidity control	$180.00	Materials
Subcontractor — sheen prep work	$820.00	Labour sub

🔄 Open Loops

Dr. Chen — awaiting response to timeline email
Foster Residence — quote response pending after proposal sent
Milestone 1 invoice — send Monday, track payment
Reception area colour approval — confirm with Dr. Chen before you start

📋 Notes

Next contract: build in a change order clause. Any scope change = new quote, signed before work starts. This situation cost you $10K. Don't repeat it.
If you win Foster: hire a helper. One coat = 2 days solo or 1 day with help. Time is money here.

Roofing Lawsuits, Ice Dams & Getting Paid

📥 What Jake Sent Us

From: Jake Thibodeau Subject: fuuuuuck dude so remember that roof i did in november on cherrywood? ya well hes saying theres a leak and hes threatening to sue me. his name is grant coleman. i used BP shingles lifetime warranty so if theres actually a leak its either flashing or the guy is full of shit. he owes me $1,500 AND hes threatening to sue. great way to start the week

From: Jake Thibodeau Subject: fwd: lawyer letter [Forwarded from Stacey Coleman] We have retained a lawyer. Our lawyer estimates the repair cost at $12,000 including interior water damage, mold remediation, and re-roofing. Do not come to our property again. --- jake note: $12,000?!?! ARE THEY INSANE. there is NO leak. i have photos from yesterday showing dry decking. this is a shakedown. what do i do

From: Jake Thibodeau Subject: this weeks jobs also had a good week besides the coleman thing. did 3 ice dam calls. 44 innes rd - heat cable and ice removal, got paid $2200 on the spot. 192 trim rd - valley ice, $1800 etransfer. denise fortin on st laurent - heat cable two runs plus removal, $2800 cash. ryan was with me on all three. all collected same day.

From: Ryan Bergeron Subject: coleman roof - what i saw jake told me to email you. i was on the cherrywood job in november. we installed BP shingles, everything was clean and dry when we left. when we went back monday to check on the complaint i personally looked at the decking - bone dry. the moisture is coming from the vent pipe on the north slope. its uninsulated and its sweating. that has nothing to do with the roof we installed. i can put that in writing if needed.

From: Jake Thibodeau Subject: receipts heat cable from rona for innes and fortin jobs - $340 combined. trim rd i used leftover material so no receipt. gas this week was $140, not sure if thats all work or split personal. also bought coffee for me and ryan like every day lol

📋 What Jake Got Monday

🔴 Coleman Situation — What We Organized For You

Flagged as priority: get a lawyer involved. We organized everything you need to walk into that conversation — this note is not legal advice.
Evidence we documented: Date-stamped photos showing dry decking. Vent pipe condensation noted. Ryan confirmed as on-site witness, willing to provide a written statement.
Outstanding balance on file: $1,500 owed by the Colemans — documented for your lawyer to advise on.
What we prepared: Witness statement request email drafted for Ryan. Evidence summary written. Your lawyer can tell you how to use it.
Our job: Get your paperwork in order so you're not scrambling. What to do with it legally is between you and your lawyer.

💰 But Also — Great Week

Job	Revenue	Status
44 Innes Rd — Ice dam + heat cable	$2,200	✅ Collected
192 Trim Rd — Valley ice removal	$1,800	✅ Collected
Denise Fortin — Ice dam + heat cable	$2,800	✅ Collected
Total collected this week	$6,800

✉️ Draft Emails Ready

⚠️ Note: We do not draft legal correspondence. This situation needs a lawyer — we prepared your evidence summary instead.

What we compiled for your lawyer:
— Job date, address, shingle spec (BP lifetime warranty)
— Photo log: dry decking, vent pipe condensation, timestamps
— Ryan Bergeron: on-site witness, willing to write a statement
— Outstanding balance: $1,500 owed by Colemans
— Lawyer letter forwarded and on file

Take this summary to a lawyer. Most offer free 30-min initial consultations.

To: Ryan (witness)
Subject: Written Statement Request

Hey Ryan, I need a quick written statement from you about what we saw on the Cherrywood job — specifically the vent pipe condensation and the dry decking. Just a paragraph with the date, what you observed, and your signature. Can you get that to me this week?

📅 Schedule

Get Ryan's statement — this week. Don't let this slip.
Consult a lawyer — Monday or Tuesday. Most offer free 30-min initial consult. You have strong evidence. Use it.
Ice dam season: 3 jobs completed, good cash week. Follow up on any quotes still out.

🧾 Receipts This Week

Job	Materials	Amount
44 Innes Rd	Heat cable + supplies	$340.00
192 Trim Rd	Valley repair materials	$180.00
Denise Fortin	Heat cable (2-run)	$520.00

🔄 Open Loops

Coleman — $1,500 balance still owing + legal threat outstanding
Ryan written statement — pending
Lawyer consult — book this week
BP warranty documentation — pull your install photos and warranty cert, keep in one folder

📋 Notes

Going forward: collecting final payment before leaving a job is standard practice — worth reviewing with your lawyer or accountant.
Your photos did their job. Keep this habit — date-stamped before and after every roof is good documentation practice.
We flagged the contract question (disputes/change orders) — a lawyer can help you build that in for future jobs.

Electrical 6 Employees, 3 Job Sites, 1 Inspection

📥 What Doug's Son Sent Us

From: Doug Henderson Subject: tyler here - algonquin update brandon still sick. so its just me serge and mike on algonquin today. we're behind. the junction box labeling for tssa inspection - i started on it but theres like 140 boxes across 3 floors. that means trainyards fit-up cant start until friday at earliest. the tenant is already asking when we're coming.

From: Doug Henderson Subject: payroll this week lisa has the hours but here's what i know. tyler is salaried. mike did 44 hours at $38. serge did 44 at $36. brandon only did 36 cause he was out thursday friday. lisa did her 20 admin hours. let me know if you need anything else for the payroll summary

From: Mike Dubois Subject: service calls done hey doug told me to forward this. did the salon on richmond today - replaced a breaker panel section, $900 parts $700 labour. then did the church on carling - just a tripped breaker, no charge but they want a full inspection quote. ill leave that for you to follow up. both collected same day.

From: Lisa Chen Subject: algonquin phase 2 note hi, the algonquin building manager called again asking about phase 2 timing. i told him doug would follow up this week. also the raj patel from trainyards called - just wanted to know when we start. i said monday. hope thats right. invoices from last week are ready for your review when you get a minute.

📋 What Doug & Tyler Got Monday

📅 Monday–Friday Battle Plan

Day	Tyler + Brandon	Mike	Serge
Mon	Trainyards Day 2	Service calls (salon + church)	Algonquin final walkthrough
Tue	Trainyards Day 3	Algonquin punch list	Algonquin punch list
Wed	⚡ ESA INSPECTION — Algonquin Building C ⚡
Thu	Trainyards Day 4	Algonquin (if rework needed)	Trainyards support
Fri	Trainyards wrap-up • Raj Patel March 15 deadline on track

💰 Weekly Payroll — $5,948

Name	Rate	Hours	Total
Tyler (foreman)	Salary	—	$1,400
Mike Dubois	$38/hr	44	$1,672
Serge Lafleur	$36/hr	44	$1,584
Brandon Okafor	$22/hr	36	$792
Lisa Chen (admin)	$25/hr	20	$500

🔮 Opportunity: Algonquin Phase 2 (Building D) — $80-90K. Proposal email drafted and ready for Doug to review.

🔴 Top Priorities

ESA inspection flagged: Wednesday — Algonquin Building C. Junction box labelling status noted from Tyler's update. We flagged this for your awareness.
Algonquin Phase 2 draft ready — $80–90K opportunity noted. We prepared a draft email; you decide if and when to send it.
Raj Patel (Trainyards tenant) flagged — asked for a status update. Draft email ready for your review.

💰 Revenue & Invoices

Job	Amount	Status
Algonquin Building C — progress billing	$18,400	Invoice ready — send after inspection pass
Trainyards fit-up — week 1	$9,200	Invoice this Friday
Mike service calls (salon + church)	$1,600	Collected same-day ✅
Algonquin Phase 2 proposal	$80–90K	Send proposal this week

✉️ Draft Emails Ready

To: Raj Patel (Trainyards tenant)
Subject: Trainyards Fit-Up — Progress Update

Hi Raj, quick update on the fit-up — we're on track for your March 15 deadline. Week 2 starts Monday with a full crew. I'll send another update end of week. Any questions, call Tyler directly at [number].

To: Algonquin Building owner (on file)
Subject: Phase 2 — Building D Proposal

Following our Building C project, I'd like to discuss Phase 2 for Building D. Based on the scope we've discussed, I'm estimating $80,000–$90,000 with a similar timeline. I've put together a full proposal — happy to walk you through it at your convenience. [Proposal attached]

🧾 Payables & Receipts This Week

Item	Amount	Job
Electrical supplies — Algonquin junction labels	$340.00	Algonquin C
Wire + conduit — Trainyards	$1,240.00	Trainyards
Brandon sick day coverage	noted	HR

🔄 Open Loops

ESA inspection result — Wednesday
Algonquin Phase 2 — response from building owner
Raj Patel — status email pending
Brandon — sick, return date unknown. Have contingency.

This could be your Monday morning.

Stop digging through emails at 10 PM. Send us your mess — we'll send you a plan.

Try Your First Week — $39 CAD See Full Sample Rundown