Lead Handling & Follow-Up
Lead handling that keeps up while you work
Manual work makes good opportunities harder to manage.
Every missed call is a potential customer who calls someone else. Every forgotten follow-up is revenue that walks away quietly. Every invoice you are too busy to chase is money you already earned but may never collect.
These are not technology problems. They are time problems. You are busy doing the actual work while also trying to run the business behind the work.
Why Speed Matters
- 85%of callers who reach voicemail never call back, in home-services research. They need an answer, so they call the next name on Google.
- 42 hoursis the average time contractors take to respond to a new lead. The businesses that answer in minutes win the jobs.
- One workflow(a text-back, a routing rule, a reminder) can make the business feel more responsive without hiring anyone.
Core Automations for Local Business
These are the kinds of systems we build when a business has a clear follow-up or operations problem. The right workflow depends on the tools you already use and the way your team actually works.
Missed Call Recovery
A customer calls while you are on a job site. You miss it. They may call the next contractor on Google before you have a chance to respond.
Instead of voicemail, an AI voice assistant picks up, identifies what the caller needs, captures their information, and sends you a text summary of the lead. The caller gets a professional experience. You get the details without interrupting your work.
Review Request Automation
You finished a great job. The customer is happy. But you forget to ask for a Google review, or you feel awkward about it. Two weeks later, the moment is gone.
The day after a job is marked complete, an automated text goes out: "Thanks for choosing [Your Business]! If you had a good experience, a Google review helps us out a ton: [link]." No awkwardness. No forgetting. Reviews accumulate on autopilot.
Lead Scoring & Routing
All inquiries go to the same inbox. A serious renovation request sits next to a spam email and a minor repair. You treat them the same because you cannot tell the difference at a glance.
Every lead is scored based on project type, budget signals, and urgency. High-value leads trigger an immediate phone alert so you can call within minutes. Lower-priority leads enter an automated email nurture sequence. Nothing falls through the cracks.
AI Receptionist (Advanced)
You need more than basic missed call handling. You want the AI to qualify leads, route urgent calls differently, handle after-hours inquiries, and integrate with your scheduling system.
A fully configured AI voice receptionist that handles different scenarios: new inquiries get qualification questions, existing customers get routed based on their history, after-hours callers get different messaging, and high-value leads trigger immediate alerts to your phone.
Weekly Owner Dashboard
You have no idea how your business is actually performing until tax season. Leads, conversions, revenue, reviews. It is all scattered across different apps and your memory.
Every Monday morning, you receive an email with your key numbers: new leads this week, jobs booked, revenue collected, new reviews, and trends compared to last month. One glance and you know exactly where your business stands.
Invoice Follow-Up
A customer owes you money. You sent the invoice two weeks ago. You do not want to nag, but you also need to get paid. So you wait. And wait.
Automated reminders go out on a schedule: a friendly nudge at 7 days, a firmer reminder at 14 days, and a final notice at 30 days. Each message is professional and includes a direct payment link. Most invoices get paid after the first reminder without you lifting a finger.
Beyond the Basics
The six workflows above are the most common starting points. But we build systems that are significantly more complex when the business needs it. Here is what else we have built and deployed.
Know What Is Happening in Your Market
We build systems that watch public records, licensing boards, and government data and turn them into a single clean view. You see new permits, new businesses, or new opportunities without searching for them.
See our directory platformsGet a Weekly Report Without Logging In
Monday morning, a filtered email shows up with the numbers that matter for your territory. No dashboard to check, no app to open. The signal comes to you.
PermitBeam, our NYC permit digest, works exactly this wayContent That Publishes on Schedule
AI drafts the content. You approve it from your phone. It publishes on schedule across social media, email newsletters, or blog posts. You stay in control without doing every draft from scratch.
Payments That Handle Themselves
Subscription billing, trial periods, upgrade flows, failed payment recovery, and access control wired together. Not just a payment button, but the lifecycle from signup to renewal.
ShowFloor, our own software product, runs on thisSee Your Business at a Glance
A private dashboard built for how your business runs: lead tables, activity feeds, CSV exports, and the metrics you actually check. No generic SaaS tool. Built around your workflow.
Follow-Up That Runs Without You
Lead nurture, estimate reminders, seasonal promos, referral requests, review collection, and re-engagement sequences written around the way your sales process already works.
Built around your actual workflow.
We choose the simplest reliable setup for the job. Sometimes that means connecting the tools you already use, sometimes a small custom system, and sometimes using an existing product carefully instead of overbuilding.
The underlying services that power these automations, like text messaging, email delivery, and payment processing, are established tools with clear operating costs. We explain those costs before anything launches.
We discuss hosting and infrastructure during the scoping phase. The goal is always to find the most reliable and cost-effective setup for your specific needs.
Step 1: We talk about your workflow
What are you doing manually? What falls through the cracks? Where does it hurt the most?
Step 2: We scope it
If it is clear, we quote the build. If it needs review, the Diagnostic comes first.
Step 3: We build and test it
Most workflows are live within 1-2 weeks. We test with real scenarios before flipping the switch.
Step 4: We hand it over and support it
Once deployed, the workflow runs in the background and you know how to use it. Monthly support is available for monitoring and adjustments.
Common Questions
How does pricing work?
Simple workflows can often be scoped directly after an intro call. If the workflow touches several tools or parts of the business, we start with a Diagnostic so the quote is based on the real process.
What are the ongoing costs after setup?
Text, email, call, and hosting tools may have their own usage costs. We explain those before launch so there are no surprises.
Will this work with my existing systems?
Yes. These workflows can integrate with tools you already use, such as your phone number, your email, or your Google Business Profile. We connect to existing tools where it makes sense rather than replacing everything.
What if something breaks?
We keep workflows as simple and observable as possible. If something depends on a third-party service, we explain that dependency during scoping and can add monitoring or support where it matters.
Can I start with just one workflow and add more later?
Yes. Most clients start with one workflow and add more only if it proves useful. Each workflow is scoped so it can stand on its own.
Want follow-up to stop falling through?
Tell us where leads, reminders, or reviews are dropping. We'll point at the one or two workflows worth automating first, and the ones not worth touching.