Automation and CRM
Stop losing leads between the first call and the invoice.
Leads live in texts, voicemails, a notebook on the dash, and somebody's head. Nobody follows up twice. Nobody knows which ad produced which customer. A CRM fixes that, if it is set up by someone who has done it before and your people actually use it.
Who this is for
Businesses past the shoebox stage. More than one person answers the phone, there are more leads than anyone can hold in their head, and nobody can say which marketing dollar did anything.
Owners who have bought software before, watched it go unused, and would like this time to be different.
What is wrong now
A lead calls, gets a quote, and never hears from you again because nobody wrote it down.
Appointments get missed because the reminder was a sticky note.
You spend on ads, a sign, and a mailer, and cannot say which one brought the customer.
You bought software once. It is still logged in on one laptop and nobody opens it.
What you get
Things you can picture, not benefits.
- One system for the whole pipeline: leads, calendars, forms, and phone, in one account you own.
- Lead follow up automation across text and email, so every quote gets a second and third touch without anyone remembering.
- Appointment reminders and no show recovery.
- Call tracking, so you can finally tie spend to customers.
- A dashboard the owner will actually open, because it shows calls, quotes, and jobs, not charts.
- Training for your team, and a written guide for the next hire.
Automations we set up
Twenty things that can run themselves.
Every one of these is real and running for businesses like yours. Which ones you need depends on where your leads leak, which is what the setup sprint finds out.
When a lead comes in
- A missed call gets a text back within seconds, with your name on it, asking what they need.
- A web form lands in the pipeline, you get a text, and the lead gets a reply inside a minute, even at nine at night.
- A lead nobody has called back in fifteen minutes goes to the next person on the list.
- Every lead is tagged by where it came from, the website, the sign, the Google listing, a referral, so you know which one is working.
- A quote request comes with a scheduling link, so the estimate is on the calendar before you hang up.
Before the job
- A confirmation text the moment an appointment is booked, a reminder the day before, and one the morning of.
- A no show gets a text within the hour with a link to rebook, and the empty slot is offered to the waiting list.
- An unsigned estimate gets a nudge at three days, a call task for you at seven, and a last note at fourteen.
- Directions, what to have ready, and who is coming, sent the evening before.
- Your technicians get the day's jobs, addresses, and notes on their phones before they leave the house.
After the job
- The invoice goes out when the job is marked done, with a payment link, and a reminder if it is not paid in a week.
- A review request the same evening, routed so an unhappy customer reaches you first and a happy one reaches Google.
- A thank you the next day, with the number to text if anything is wrong.
- Photos and notes from the job saved to the customer's record, so the next visit starts where this one ended.
- A customer who has not booked in a year gets a short note from you, not a coupon blast.
Running the business
- Seasonal reminders to your list: the furnace check in September, the AC in April, the oil change at three thousand miles.
- A daily text to you with what is booked, what is unpaid, and which leads have gone quiet.
- Call tracking that ties every phone call to the ad, sign, or page that produced it.
- New hire paperwork, logins, and training reminders sent on schedule when someone joins.
- A monthly report that says how many leads came in, from where, how many became jobs, and what they were worth.
How it works
What happens, and roughly when.
Setup sprint
We map how a lead moves through your business today, then build the pipeline to match it, not the other way around.
Two to three weeksGo live
We move your existing leads in, connect the phone and the forms, and sit with your team while they learn it.
The first weekRun it, or take it
Monthly management if you want us watching it. A handoff if you would rather run it yourself.
Monthly, or once
What it costs
A starting number, and what moves it.
The office is the top step on the ladder and the one we do not put a number on, because a two truck plumber and a twelve person clinic are not the same setup. It depends on how many people, phone lines, and forms feed the pipeline. We quote it after the teardown, as one monthly number, with no contract.
From
Quotedafter we see how the work movesQuestions
The ones people actually ask.
Do I have to switch phone systems?
No. Your number stays. We add tracking and routing on top of it, and you can remove it any time.
What if I already use something else?
If it works, keep it. We will tell you honestly whether moving is worth the disruption. Often it is not.
Who owns the account?
You do. It is in your name, on your card, and we are a user on it. If we part ways, you remove us.
What if I want to take it in house later?
That is the plan for most clients. We build it so a reasonably organized person can run it, and we document everything.