Workflow mapping
We trace how a lead arrives, gets qualified, becomes an estimate and gets followed up, step by step.
CRM & Lead Management Software
A contractor CRM built around your office.
Calls, web forms, ad leads and referrals land in different inboxes, and follow-up on open estimates lives in someone’s head. We build custom CRM for contractors around how your office, estimators and crews already work, so each open lead has an owner and a next step.
The audit and strategy are free. We map your workflow before scoping any build.
Where leads slip
Who called the homeowner back?
If answering that takes three phone calls and a scroll through someone’s texts, the team lacks a shared record. A good contractor CRM puts the homeowner, the job details and the next task on one screen.
- Leads everywhere at once
- Phone calls, website forms, ad leads and referrals each land somewhere different.
- Quotes nobody chases
- The estimate went out two weeks ago, and nobody is sure whose job it was to check in.
- The same info, typed three times
- Name, address and scope get retyped from the form to the calendar to the estimate.
- No real pipeline
- You know leads are coming in, but you can’t quickly see which are new, which have a visit booked, which are waiting on a proposal and which are dead.
What we build
CRM for contractors,
built to fit.
Sometimes the fix is setting up the tool you already pay for properly. Sometimes one step needs custom software. We map how work moves through your office before deciding what to build.
Lead intake & routing
Pull calls, forms and ad leads into one list and route them by trade, town or salesperson.
Speed-to-lead replies
Automatic text or email replies when a request comes in, plus reminders on open quotes, using rules you approve.
Pipeline view
A board showing new leads, booked estimates, open proposals and signed jobs that the office can keep current.
Connecting your tools
Link website forms, call tracking, calendars or estimating software where they allow access, after we confirm the connection is possible.
Custom software builds
When no existing tool fits, we build the screens and workflows you need. Hosting, support and maintenance are spelled out in the proposal.
Nothing gets built until you’ve seen the plan. Scope, data access, hosting, timing and fees are agreed before development starts.
Your process first
Every trade books estimates differently.
A kitchen remodel might start with a showroom visit and a design consultation. A roofing lead may need photos, an insurance claim number and an inspection slot. A shade inquiry turns into a measure appointment. One generic sales pipeline can’t fit all of those.
We write down each stage you actually use, what information you need at that point and who is responsible for moving it forward. It should make sense to your office on a busy Monday without a training manual.
- Stages named the way you talk
- The job details each step needs
- One owner for each open lead
Speed to lead
Fast replies while the whole team is out on jobs.
When a homeowner fills out a form at 9 p.m., an automatic text can confirm it arrived and say when to expect a call. If nobody has called by morning, the office gets a reminder. After an estimate goes out, a task prompts a check-in.
Automation handles the routine nudges. It shouldn’t quote a price, promise a start date or book a site visit your crew can’t make. We set those limits, and the points where a person takes over, before anything goes live.
- Instant confirmation texts
- Reminders on open quotes
- People make the pricing calls
One shared record
Hand sold jobs to production without retyping.
Once a job is sold, your production manager needs the scope, selections, address and the timeline the homeowner was given, without chasing sales for it. We organize that handoff and link it to the scheduling or project tools you already use, where they allow it.
A dashboard only helps if the information in it stays current. We agree on what updates on its own, what your team enters and who maintains the system after launch.
- Sales-to-production handoff
- Links to tools you already use
- Clear rules on who updates what
A sample workflow
One way a lead could move through it.
Lead comes in
Name, address and job type saved from the call or form.
Someone owns it
It goes to the right person, with a reply already sent.
Estimate on the calendar
The visit, the proposal and each follow-up are logged.
Won or lost
The outcome is marked, so reports show what really sold.
Pipeline tracking, reported monthly
See where leads stall between call and contract.
With ongoing management, we review what the system records each month: how quickly leads got a response, where they waited and which ones became signed jobs.
- Leads by source
- Requests from each connected channel.
- Speed to lead
- Time from a new request to the first logged reply.
- Open estimates
- Visits booked, proposals sent and quotes awaiting a decision.
- Won & lost jobs
- Signed, lost or poor-fit jobs, as marked by your team.
The software only knows a job was sold if someone marks it sold or a connected tool reports it, so clean reporting depends on those updates. A one-time build and ongoing management each have their own agreed deliverables.
How a build starts
Workflow first.
Software second.
Walk us through what happens after the phone rings, the tools you already pay for and where things fall through. We review it and lay out a plan you can accept or pass on before anything is built.
Each lead source, each handoff and each tool your team touches today.
Free workflow audit
We look at your lead sources, current CRM or spreadsheets, the estimate process, follow-up gaps and what you need to report on. We also learn which projects you want to grow, the towns you cover and how much work your crews can take on.
See the proposed build
We show you what to fix in your current tools, what to build new and what can wait, along with the cost. You decide before paid work begins.
Build and test
After scope, access and fees are signed off, we build the agreed workflows, move over the data we agreed on and test everything with your team before launch.
Launch and adjust
With ongoing management, you get active tracking and a monthly report. Your office tells us where the system slows them down, and we adjust the workflow from there.
CRM questions
Worth asking
up front.
If you’ve already tried a CRM your team stopped updating, you’ll probably recognize these questions. Here are honest answers.
Why custom instead of an off-the-shelf CRM?
Custom makes sense when your process doesn’t fit a packaged CRM’s stages and fields. If an off-the-shelf tool already covers most of what you need, we’ll tell you and help set that up instead.
Can it connect with the tools we already use?
Often, yes, but it depends on the tool. Website forms, call tracking, calendars, accounting and estimating software each allow different levels of access, so we check what’s possible before promising a connection.
Who on our team actually uses it?
Whoever touches leads: usually the office manager, estimators or salespeople, and sometimes the production manager. We set up each role to see what it needs, and aim for screens simple enough to update between appointments.
What happens to our existing data?
We move what’s worth keeping. Customer lists, open estimates and job history can often be imported from spreadsheets or your current CRM, depending on how the data is stored. We agree on what moves, what gets cleaned up and who owns it.
How does it tie into our marketing reports?
It records where each lead came from and what happened next, so the monthly report can connect ads, SEO and referrals to booked estimates and sold work. That only holds up if sources are connected and your team marks outcomes.
What if an automation stops working?
We build in checks and a fallback to a person for the workflows we launch. Support after launch is scoped and agreed separately from the build.
Where leads come from
Fill the pipeline
you just built.
Software organizes leads. These services bring them in and give homeowners a reason to pick up the phone.
Your free CRM audit
Where do your
leads go now?
Send us a quick rundown of your lead sources, current tools and how estimates get followed up. We’ll point out where leads sit waiting and what we’d build first.
Request your free auditShare your website, trade, team size and the tools you use now.
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