This business offers both paid on-site assessments and photo-based remote estimates. Both start from the same intake form but require completely different handling - and manual routing sent some requests down the wrong path.
The problem: ten manual stages
The documented process contained ten distinct manual problems:
- Manual lead entry and duplicate records - searching the job system by hand before deciding to update or create a customer.
- Conflicting intake paths - assessment and photo-estimate requests needing different actions but sharing one entry point.
- Time-consuming photo estimates - reviewing customer media, identifying materials, searching prices and selecting a margin, every time.
- Estimate review and revision - estimates recalculated and resent, with instructions lost across rounds.
- Customer follow-up - customers who simply did not answer, requiring reminders and eventually a manual decision.
- Job-status monitoring - watching for scheduling, en-route, start and completion events to spot missing technician assignments.
- Payment classification - determining whether a payment was a deposit or final, then triggering the correct next action.
- Purchase-receipt matching - matching retail receipt emails to the right job, with duplicates and ambiguous matches.
- Overdue invoice follow-up - checking balance, due date and days overdue, then escalating older balances.
- Unassigned technicians - spotting jobs with no crew attached before they reached the customer.
What was deployed
Six systems are connected. On submission the workflow checks whether the customer exists and updates or creates the record, which removes duplicate-customer risk at intake.
A paid assessment request routes to the owner for scheduling and the customer gets a confirmation. A photo-estimate request moves straight into estimating using the customer's own photos and video, with the owner choosing the margin and reviewing before use. Approved estimates save to the job system with the original images attached.
Past that point the system works the stages most teams forget: reminder sequences for unanswered estimates, a manual follow-up alert after the final reminder, scheduled-job notifications and warnings when a technician is not assigned, and purchase-order references added automatically to new jobs. After payment, the correct next action is triggered, along with a review request to the customer and a paid-invoice notification to the owner.
Honest about what is staged
Receipt matching and overdue-invoice handling are configured but still need their connection fixes before they run automatically. We would rather state that plainly on the page than present a capability as live when it is not.
