FIELD GUIDE / 01
The home service lead follow-up checklist
Review a week of calls, forms, and estimates with your office team. Start with the spot where requests lose a clear owner or next action.
Request a workflow consult1. Trace five real requests
Pick a call, a website form, and a few open estimates. For each, write down when it arrived, who first saw it, where it was recorded, and when the customer heard back. Record missing timestamps as unknown.
2. Give each request one owner and one next action
Agree on which system owns the record. A new request needs an owner, a due time, and a visible state such as new, assigned, estimate sent, or closed. Separate a notification from the record you use to track progress.
3. Decide when follow-up should stop
Write down what happens on a reply, a booking, a closed estimate, an opt-out, or a staff pause. Test a duplicate request, a reply from another address, and an integration outage before relying on an automated sequence.
4. Compare the next week with your baseline
- Median time from inquiry to the first useful reply.
- Number of requests with no assigned owner or next action.
- Number of open estimates older than your follow-up window.
- Number of workflow failures staff had to recover manually.
Start with the tools you already have
Check whether your current plan already offers quote reminders or follow-up. For example, Jobber documents native quote follow-up. If the missing handoff happens across systems, scope the integration around that specific gap.
See how Baybuilt can helpSTART WITH ONE WORKFLOW
What keeps falling through the cracks?
Tell us what keeps getting missed and which tools you use today. We’ll use that to see whether there’s a good first project.