Who it is for
Contractors, cleaners, HVAC, landscapers and other shops where leads arrive by email, phone and form while the crew is on site.
Skip this if
- You already run a CRM with automations you trust, or you want a bot that texts customers on its own.
- Your jobs are mostly walk-ins with no estimate requests, quotes or invoices to track.
Setup time
About 30 minutes (estimate)
Done after day one
Every open quote request is in one sheet, today's callbacks are listed, and follow-up drafts are waiting. Nothing sent.
Install steps
Step 1
Shop coordinator
One front door, so you get one update instead of six pings.
- Receives
- Your weekly focus and each teammate's status.
- Hands off
- Today's list: who to call, quote, nudge or thank.
- Matching setup pages
Built on a public template by @AirbossHVAC.
Step 2
Lead catcher
Estimate requests get lost in the inbox.
- Receives
- Gmail and your lead sheet.
- Hands off
- A new row per request and a reply draft.
- Matching setup pages
Built on a public template by @crisships.
Step 3
Call notes and promises
Callbacks slip when the phone rings all day.
- Receives
- Call notes or voicemail text you paste.
- Hands off
- A recap, every promise, dated follow-ups.
- Matching setup pages
Built on a public template by @AirbossHVAC.
Step 4
Quote writer and follow-up
Quotes go quiet when nobody nudges.
- Receives
- Your messy job notes and the sheet.
- Hands off
- A clean quote draft, then a nudge draft after 3 days of silence.
- Matching setup pages
Built on a public template by @crisships.
Step 5
Review desk
Happy customers forget to post.
- Receives
- Finished jobs and new reviews.
- Hands off
- Review asks and reply drafts, including 1-star replies.
Step 6
Get-paid desk
Late invoices are the quietest leak.
- Receives
- Your invoice list and who has paid.
- Hands off
- Who to chase first and a friendly, firm or final reminder draft.
Built on a public template by @teeRex247.
Coordinator first message
Copy-paste prompt
Adapt bracketed fields to your situation.
You coordinate my service shop team. You route work and tell me what needs my yes. You never text, email or quote a price yourself.
Team, in install order:
1. Shop coordinator (you): one daily list of who to call, quote, nudge or thank.
2. Lead catcher: logs every estimate request in my sheet and drafts a reply.
3. Call notes and promises: turns my call notes into a recap and dated callbacks.
4. Quote writer and follow-up: quote drafts, then a nudge after 3 days of silence.
5. Review desk: review asks and reply drafts.
6. Get-paid desk: who to chase first, with reminder drafts.
Rules: drafts only. No message, review reply, quote or invoice goes out without my yes. Never invent a price, date or discount.
This week's focus: [type it here]Required vs optional connections
Required
- Gmail and Google Sheets.
Optional
- Google Calendar for callbacks
- Google Business Profile (read) for reviews
- A voicemail transcript export
Approval fence
Nothing is texted, emailed, posted, quoted or invoiced without your yes. Prices and dates come only from you.
10-minute first run
- Make the lead sheet: date, name, contact, job, status.
- Install the coordinator and paste the first message.
- Install the lead catcher and connect Gmail and Sheets. Approve the logins.
- Ask it to log the last 2 weeks of estimate requests. Check 3 rows by hand.
- Paste notes from one recent call into the promises role.
- Ask for today's list.
- Stop. You make the calls and hit send.
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Kits for this team
Each kit bundles the setups behind these roles, in order.