Portfolio? Website? Bank account?

[Ryall Landscaping]

Well, I'm very new to the business realm of this industry.. Me and a friend are co-operating our own business. I have a few questions.

1) We have aimed, from day one, for 100% perfect quality, and we decided price would be second. We want to have the customer be completely satisfied, and make $20, rather than cut corners and make $50 (throwing out numbers) and have them only "okay" with the job. Now, we wanted to go to a few of our jobs and take some pictures, or maybe before & after pictures of some clean-ups and such. I thought it might be helpful to make a portfolio of some sort, but how? Can I just print out some copies of photos, and put them into a folder and take it with us to show potential customers? Is that a dumb idea? Do any of you guys have anything like that? Comments?

2) We have no website. We're trying to keep an extremely low overhead (and it's working). Would it be worth making one to make into a 'portfolio'? Loading up tons of pictures? Would a cheap/free one work? Would I be best off getting a decent one? Is the website REALLY worth it?

3) Since I have no LLC or anything for our business, but we do have a name that we call ourselves obviously, will the average bank allow an account to be opened for a business, even if it isn't legally named that? Can I open one for "Ryall Landscaping" and run it for the business (for obvious convenience-related reasons) although it is not legally my name of my company?

Thanks.

Also, can I be insured as a 17 year old? Can I register an LLC or something along those lines?

[LDH]

Yes, you can go and open a free small business checking account at most banks with $100. Being 17 shouldn't give you any problems with that. Your checks will say state your name, then under it they will state "DBA Ryall Landscaping". The DBA stands for Doing Business As. Right now you're a sole proprietor, which is what alot of guys stick with. That just means your own personal social security number is your business tax ID number. Going out and getting incorporated, LLC, etc. is mainly for the purposes of protecting your personal property in the event of a law suit. I'm not sure about insurance. Being 17 might prevent that, but a few phone calls to your local insurance company could give you your answer. Tell them you're 17, have a lawn business, and need a 1 million dollar contractor liability policy. Don't tell them you mow roadways. Tell them you're 17 and ask if that will be a problem.

[Ryall Landscaping]

Yes, you can go and open a free small business checking account at most banks with $100. Being 17 shouldn't give you any problems with that. Your checks will say state your name, then under it they will state "DBA Ryall Landscaping". The DBA stands for Doing Business As. Right now you're a sole proprietor, which is what alot of guys stick with. That just means your own personal social security number is your business tax ID number. Going out and getting incorporated, LLC, etc. is mainly for the purposes of protecting your personal property in the event of a law suit. I'm not sure about insurance. Being 17 might prevent that, but a few phone calls to your local insurance company could give you your answer. Tell them you're 17, have a lawn business, and need a 1 million dollar contractor liability policy. Don't tell them you mow roadways. Tell them you're 17 and ask if that will be a problem.

Ok. I'll give my insurance company a call. I figured that that was how the banks would be too, but I wasn't sure if it would fly since we aren't LEGALLY Ryall Landscaping, ya know? Ok. That's awesome. Didn't know that my SSN was my TID # either.

Thanks. That was very helpful :)

Anyone care to chime in on the website/portfolio?

[LDH]

One more thing about the insurance, tell them you've been doing this kind of work for a few years, but you're just now getting insurance because a certain contract you're bidding on requires it before they'll recognize your bid. That way they'll know you have experience. About the websites, I couldn't tell you one way or the other, as i've never had one or even looked into getting one. I doubt anyone is going to take the time to look it up on the internet to be honest. You're better off with a photo album in your hands when talking to someone. I used to build decks, fences, patio covers, etc. before I got into lawn and landscaping. I always took pictures of my work and kept them in an album to show people when bidding on a job. The money you would spend on a website would be better spent on equipment or newspaper ads, business cards, yard signs, or some other form of advertising. As far as the "legal name", don't worry about that. Think of something (i'm sure you already have) clever that has a good ring to it and go with it. The bank won't even ask about any of that since you're doing business as. They'll ask what your business name is and that'll be all their is to it. Don't make your taxes any more complicated than necessary, trust me. There's nothing to it. Keep all your receipts when you buy something related to your business, then at the end of the year when your larger customers send you a 1099 stating the money they paid you, take those 1099's and your receipts to a local CPA. They'll charge you $150 (ballpark) to prepare everything for you. A week or so later they'll call and tell you to come pick your packet up. They'll show you what to sign and how much you owe (if you even owe any). Then you'll stick it in the mail. That's pretty much it.

[LDH]

Rent a p.o. box too, for your business mail to go to. The age thing might hinder you on that too, but try it or have someone get it for you. When you bill a customer, this p.o. box will be on the invoice as "Ryall Landscaping"'s address. Being 17 you will be moving around alot. I know, because I was 17 once too. That looks dysfunctional to your clients, so having a p.o. box will be more professional. Your address will never change this way. I use one and it's $21 for 6 months.

[Ryall Landscaping]

One more thing about the insurance, tell them you've been doing this kind of work for a few years, but you're just now getting insurance because a certain contract you're bidding on requires it before they'll recognize your bid. That way they'll know you have experience. About the websites, I couldn't tell you one way or the other, as i've never had one or even looked into getting one. I doubt anyone is going to take the time to look it up on the internet to be honest. You're better off with a photo album in your hands when talking to someone. I used to build decks, fences, patio covers, etc. before I got into lawn and landscaping. I always took pictures of my work and kept them in an album to show people when bidding on a job. The money you would spend on a website would be better spent on equipment or newspaper ads, business cards, yard signs, or some other form of advertising. As far as the "legal name", don't worry about that. Think of something (i'm sure you already have) clever that has a good ring to it and go with it. The bank won't even ask about any of that since you're doing business as. They'll ask what your business name is and that'll be all their is to it. Don't make your taxes any more complicated than necessary, trust me. There's nothing to it. Keep all your receipts when you buy something related to your business, then at the end of the year when your larger customers send you a 1099 stating the money they paid you, take those 1099's and your receipts to a local CPA. They'll charge you $150 (ballpark) to prepare everything for you. A week or so later they'll call and tell you to come pick your packet up. They'll show you what to sign and how much you owe (if you even owe any). Then you'll stick it in the mail. That's pretty much it.

Ok. That's what I figured with the portfolio. A website probably would never be seen, but a in-hand one could at least be used some.

I have kept all receipts and am using quickbooks to track all expenses and income so far. My dad is a small business owner so I know to do at least that much lol.

My girlfriends dad is an CPA and I'm sure he wouldn't mind doing my taxes real quick. My only question is this: what's a 1099? Can I just ask for checks and use their deposit in my account as a 'receipt'? How do I show what I made?

EDIT: I've lived in the same home, at the same address, for my entire life. We've had the house for nearly 30 years, and it's not going anywhere anytime soon. Would it be fine to just use this address (which is what I've been putting on my invoices, etc.) Although, other than receiving a payment, would I really NEED an address at this stage in my business?

[LDH]

Ok. That's what I figured with the portfolio. A website probably would never be seen, but a in-hand one could at least be used some.

I have kept all receipts and am using quickbooks to track all expenses and income so far. My dad is a small business owner so I know to do at least that much lol.

My girlfriends dad is an CPA and I'm sure he wouldn't mind doing my taxes real quick. My only question is this: what's a 1099? Can I just ask for checks and use their deposit in my account as a 'receipt'? How do I show what I made?

EDIT: I've lived in the same home, at the same address, for my entire life. We've had the house for nearly 30 years, and it's not going anywhere anytime soon. Would it be fine to just use this address (which is what I've been putting on my invoices, etc.) Although, other than receiving a payment, would I really NEED an address at this stage in my business?

If you're already using quickbooks at your age, you're going to be just fine. The p.o. box is the way to go. They're not expensive at all, and most businesses use them. When you do this, your business address will never change. When you and your girl get an apartment, or you and your buddies shack up somewhere, or you move for any reason at all, none of your clients will know about it. You will always have p.o. box such and such on your invoices, which looks nice and professional. Plus, it's more secure when you're receiving checks, etc. They'll give you 2 keys when you rent one, and you can check it 24-7.

[Ryall Landscaping]

If you're already using quickbooks at your age, you're going to be just fine. The p.o. box is the way to go. They're not expensive at all, and most businesses use them. When you do this, your business address will never change. When you and your girl get an apartment, or you and your buddies shack up somewhere, or you move for any reason at all, none of your clients will know about it. You will always have p.o. box such and such on your invoices, which looks nice and professional. Plus, it's more secure when you're receiving checks, etc. They'll give you 2 keys when you rent one, and you can check it 24-7.

Yeah..QB is handling all my customers, prices, jobs, money, etc. :laugh:.

OK. I'll look into a P.O. box. I just hate to have to pay a monthly fee, especially when I'm not sure how long I'll be doing this.

I'll look into insurance, too.

[LDH]

$21 every 6 months is all the box will cost you. My contractor policy was around $105 a month. I had to pay the first 3 months up front to get it started. Your age, experience, etc. will make the insurance price vary a little. You can't go wrong with a good photo album. Before and after pictures are great. When you're standing there talking to a potential customer you can say "here's this so you can see some of our work and have an idea on what we're capable of". The pictures will speak for themselves.

[Ryall Landscaping]

$21 every 6 months is all the box will cost you. My contractor policy was around $105 a month. I had to pay the first 3 months up front to get it started. Your age, experience, etc. will make the insurance price vary a little. You can't go wrong with a good photo album. Before and after pictures are great. When you're standing there talking to a potential customer you can say "here's this so you can see some of our work and have an idea on what we're capable of". The pictures will speak for themselves.

Ohh. I thought you said $21/month. I'm like I could probably live without it lol. That's not bad.

Yeah, I was thinking insurance for a 17 year old working with another 17 year old probably would be sky-high, so I didn't want to look..But I'll at least try.

I think one of our hardest problems is trying to convince the customer we aren't another idiot teenager trying to make $20 off their lawn..But rather hard working, professional (trying to be, anyway) entrepreneurs...I think photos would certainly help.

Thanks for all your help. I appreciate it a lot.

[bohiaa]

cant enter into a contract with a minor

[LDH]

cant enter into a contract with a minor

Yeah, I forgot all about that. He should probably be ok until he hits 18. He's on the right track.

[mikey.hill]

For a website, if you're strapped for cash the minimum you should have is a proper email address(i.e. you@yourcompany.com). You can purchase the domain(yourcompany.com) at godaddy for like 10 bucks or you can do what I do and register it through google apps(same price). Once you have registered the domain name signup for a Standard google apps account with your domain name. The reason why I press google apps so much is because it is easy for you to manage email address and check mail(google iphone app, mobile access, web access, pop/imap access) and also cuts out a ton of spam.

Lastly, you should visit google voice and be added to their notification list for when that application becomes available. Once it is, you will be able to pick a local phone number and will be able to do so many things it's ridiculous. i.e. ring multiple phones, voicemail, sms, voicemail and voice conversation transcripts... the list goes on. I am currently a beta tester for that service and I can tell you I thought it was just another ip phone service but it is amazing.

For the actual website, that costs $. You need to hire a decent web designer with a good portfolio in this industry. Make sure they are not only capable of designing the site, but also developing it to conform to W3C and proper SEO methods. Some of the costs incurred with a website are:

Development fee: anywhere between 500 - 1500 should get you a quality site depending on who you use.
Monthly hosting fee: 2-10/month is about right(lunarpages.com is a good one)
Maintainence fee: Most designers or developer I know charge a minimum of 1 hour so be prepared to pay anywhere between 20 and 100/hr. depending on who you use.

Potential pitfalls getting a new website.
1. Using a friend who knows how to build the internetz. Do they have a portfolio? Do they work in the industry? Every designer or developer will have some sort of portfolio. Check to make sure they didn't just add some images or change the text on a few pages to gain their experience. You want to know they really built it - all of it.

2. Don't get suckered into flash intros or fancy crap like that. It's expensive and adds very little value to the overall effect of your site. Unless you have an unlimited budget stay away from flash!

3. What does your designer/developer know about SEO? Is their markup w3c compatible? Do they use xhtml strict or transitional? Do they have experience with adwords?

4. What program do they use to build sites? They should be designing in Adobe Photoshop/Adobe Illustrator and using a proper IDE. If they are using Dreamweaver, look at their code(right click in your browser and select view source). Does it look clean? Is it a simple page with a ton of code(bad)? Example of clean markup here(http://republicd.com/foster_a_life/). If they are using Microsoft Frontpage - run, quickly. If they are using Eclipse, Text-mate, notepad++ chances are they know what they are doing but look at their source code to make sure.

5. Be clear and concise with your requirements. Don't be afraid to request modifcations during the design process. They are easy to make at this juncture. Once you approve the design the site coding begins. Making changes at this point will cost you more money and more time. (Had a friend tell me he hates it when clients tell him how to design - realize your not a designer. You can give hints, but don't do their job for them, that's what you're paying them for).

6. Make a drawing of your website. Make every page you want in an outline and describe the purpose of each page in detail.

7. You must provide content(i.e. text/images). Sometimes the designer/developer will help you out here but it's important to remember that you know your business better than they do.

8. Set a launch date - but be realistic. I have a friend who I agreed to build a website for(free). She gave me basic requirements and gave me full creative oversight. After I built the design and began coding it - she decided she wanted to change the design(I did, not happily but I did). Now she wants to launch in a week. I referred her to a friend who charges 80/hr. for the same thing. Generally this is how it works:
Pick 2:
1. Good
2. Fast
3. Cheap

Good Luck