Last updated:
Quick answer
Make a lead sheet, install the six roles in order, have the lead catcher log the last two weeks of estimate requests, check three rows by hand, then ask for today's list. You make the calls and hit send. The team never does.
At a glance
All outcome figures are estimates from cited sources, not independent verification by us.
- What it is allowed to do
- Drafts for you
Writes drafts (emails, posts, plans, replies). You review and send. Nothing goes out without you.
- Time saved (estimate)
- Setup is about 30 minutes (estimate).
- Money saved (estimate)
- Not stated.
- Difficulty
- Beginner
- Tools needed
- Typical cost
- Not stated in sources. Check the plan of the chat tool you use.
Basis (estimate): Estimate only: the setup time on the team page. Time saved per week is not measured yet.
What does this guide cover?
A walkthrough of the first run of the local service shop team: the install order, one example lead, and where you stop.
Who is it for?
Contractors, cleaners, HVAC, landscapers and other shops where leads arrive by email, phone and form while the crew is on site.
What does the first run look like with an example lead?
Example only, made up for this page and not a real customer: "Hi, my AC stopped cooling. Can you quote a repair? Call me after 4." The lead catcher adds a row (date, name, contact, job, status) and drafts a reply for you to read. Today's list from the coordinator then shows that lead under "call" with the time asked for. Prices and dates come only from you.
Where do you stop?
Nothing is texted, emailed, posted, quoted or invoiced without your yes. The team never invents a price, date or discount.
How do you run it step by step?
Tools
- The local service shop team page, which has the coordinator's first message
- Gmail and Google Sheets
- A lead sheet with columns for date, name, contact, job and status
- Optional: Google Calendar for callbacks, Google Business Profile (read) for reviews, a voicemail transcript export
Steps
- Make the lead sheet: date, name, contact, job, status.
- Install the shop coordinator and paste its first message from the team page, with this week's focus. It gives you one daily list of who to call, quote, nudge or thank.
- Install the lead catcher and connect Gmail and Sheets. Approve the logins. It logs every estimate request in your sheet and drafts a reply.
- Ask it to log the last 2 weeks of estimate requests. Check 3 rows by hand.
- Install the call notes and promises role and paste notes from one recent call. It returns a recap, every promise and dated follow-ups.
- Install the quote writer and follow-up role. It drafts a quote from messy notes, then a nudge after 3 days of silence.
- Install the review desk and the get-paid desk when you are ready. They draft review asks, review replies and invoice reminders.
- Ask the coordinator for today's list.
- Stop. You make the calls and hit send.
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What usually goes wrong?
Where agents tend to stall on this job. More patterns in Where AI gets stuck.
- Trusting the sheet without a check. Look at 3 rows by hand against your inbox.
- Installing all six roles on day one. The first run only needs the coordinator, lead catcher and call notes.
- Letting a draft go out with a price you did not give. Prices come only from you.
Common questions
- How long does the first run take?
- The team page estimates about 30 minutes to set up. We have not timed it.
- Does the team contact my customers?
- No. It logs, summarizes and drafts. You make the calls and send every message.
- What connections do I need?
- Gmail and Google Sheets. Calendar, Business Profile and a voicemail export are optional.
What tips make it smoother?
- Install in order, so the coordinator has a sheet to read.
- Keep the lead sheet to five columns at first.
- Paste real call notes, not a summary you wrote from memory.
Where do the claims come from?
Summaries use linked sources, not independent verification. This guide is not legal advice. How we pick setups.
- Read original on x.ai
Public template 'The Right Hand'. Link only; built by @AirbossHVAC. Role: shop coordinator.
- Read original on x.ai
Public template 'Inbox Triage'. Link only; built by @crisships. Role: lead catcher.
- Read original on x.ai
Public template 'Follow-Up Keeper'. Link only; built by @crisships. Role: quote writer and follow-up.
- Read original on x.ai
Public template 'Invoice Chaser'. Link only; built by @teeRex247. Role: get-paid desk.