Service
Lead-to-Booked Pilot
A 14-day, fixed-scope pilot that makes sure every new inquiry from your chosen lead sources is captured, assigned to a person and moved toward a booked appointment.
Founding pilots from $2,500 · Indicative founding-client pricing. Final scope and price are confirmed in a written proposal.
Leads are coming in. Some of them are quietly going nowhere.
For a lot of contractors, the problem is not a shortage of inquiries. It is the lack of a reliable path for them. A web form lands in a shared inbox. A Google Business Profile message sits unread over the weekend. A call goes to voicemail while the office is on another line, and nobody is sure whether anyone called back.
Each tool does its own job. The website collects the form, the phone system logs the call, the CRM holds the contact. What is missing is the handoff between them: who gets notified, who owns the reply, whether this homeowner is already in the system from last month's call, and when the estimate actually gets on the calendar.
When those handoffs depend on someone remembering, leads slip through and you cannot see where. You paid for the click, the lead or the canvassing hours, and the opportunity disappears somewhere between the inbox and the calendar.
The Lead-to-Booked Pilot fixes that path for one or two sources first, in a fixed scope, so you can see it working in your own business before committing to anything bigger.
Deliverables
What is included
Intake and source mapping
We document how leads from the one or two sources in scope arrive today, for example a website form, Google Business Profile, a call-tracking line or a lead vendor feed, and where each one currently ends up.
Contact capture and duplicate checks
Inquiries are written to your CRM or an agreed intake record with source, timestamp and contact details. Matching rules on phone number and email catch repeat contacts, and uncertain matches are flagged for a person to review.
Notification and routing rules
New leads trigger alerts by text, email or CRM task based on rules you approve, such as service type, ZIP or postal code, or time of day, with an escalation path if the first person does not pick it up.
Human-approved response drafts
Templated replies, or AI-assisted drafts if you choose, prepared from the details of each inquiry. Your team reviews, edits and sends them. Nothing goes to a customer without a person approving it.
Scheduling handoff
A defined path from qualified lead to appointment that matches how you schedule today: a booking link, a calendar request, or a task for your estimator or office to call and confirm a time.
Operational reporting
A simple report or dashboard for the pilot sources showing leads received, time to first reply, assignment and booked appointments, built from timestamps your systems already record.
Documentation and walkthrough
Written documentation of what was built, where it lives, who owns each step and how to switch it off, plus a walkthrough with the people who will use it.
Process
How the engagement runs
- 1
Free workflow review
A consultation by video to walk through how leads arrive today, which tools you use and where things fall through. If a pilot fits, we confirm the sources and scope in a written proposal.
- 2
Kickoff and access
We agree on owners, routing rules and what a successful pilot looks like, and you grant access to the accounts involved. The 14 days start once the access we need is in place.
- 3
Build in your tools
We configure capture, duplicate checks, routing, reply drafts and the scheduling handoff using your existing systems' native features first, adding n8n, Zapier or Make only where those fall short.
- 4
Test the messy cases
We run test inquiries through every path, including after-hours leads, duplicates, missing phone numbers and unassigned leads, and fix what breaks before anything goes live.
- 5
Launch and tune
The workflow goes live on the pilot sources. We watch it closely, adjust routing and templates with your team, and check that every lead is accounted for.
- 6
Review and decide
We go through the pilot report together: what was captured, how quickly it was handled and where leads still stall. You keep everything that was built and decide whether to extend it, add support or stop there.
A good fit if…
- Contractors who pay for leads through ads, lead vendors or canvassing and cannot say with confidence what happened to each one
- Offices where web forms, calls and messages land in different places and rely on one person to remember them
- Teams that already have a CRM or field-service tool but are not using its intake and automation features
- Owners who want to prove the approach on a small, fixed scope before committing to a larger project
What this is not
- More than two lead sources. Additional sources are scoped separately after the pilot.
- Generating new leads. The pilot handles the inquiries you already receive; it does not buy ads or run campaigns.
- Unattended outbound messaging. Replies are drafted for human approval, and any automated texting or email waits until consent and opt-out handling are in place.
- Replacing your CRM or migrating data. If your current system is the blocker, we will tell you and scope that separately.
Tools we commonly work with
Vendor-neutral — no reseller or partner arrangements. Integration depth depends on each vendor's API access and your plan.
- JobNimbus
- AccuLynx
- Roofr
- Jobber
- Housecall Pro
- ServiceTitan
- HubSpot
- HighLevel
- CallRail
- Google Business Profile
- Calendly
- Google Calendar
- Twilio
- n8n
- Zapier
- Make
Example: an after-hours website inquiry for a roof inspection
- 01A homeowner submits the website form at night asking about a leak over the garage.
- 02The workflow checks the CRM for an existing contact by phone and email, finds none, and creates a new lead tagged with the website as its source.
- 03The estimator who covers that ZIP code gets a text alert with the address and request; the office manager gets a CRM task as backup for the morning.
- 04A reply draft acknowledging the request and offering inspection windows is prepared in the CRM for the estimator to review.
- 05The estimator edits the draft and sends it. The homeowner picks a time from the booking link, and the inspection lands on the estimator's calendar.
- 06The lead's timestamps for received, assigned, first reply and booked feed the pilot report.
FAQ
Lead-to-Booked questions
What happens during the 14-day Lead-to-Booked Pilot?
We connect one or two of your lead sources to a defined path: capture into your CRM, duplicate checks, notification and assignment, reply drafts your team approves, and a handoff into scheduling. We test it with real-world scenarios, launch it, and finish with a report and a walkthrough. The 14 days begin once we have the account access we need.
Do we need to switch CRMs or buy new software?
Usually not. The pilot is built around the tools you already pay for, using their native features first. If an integration tool such as n8n, Zapier or Make is needed to connect two systems, we explain why and what it will cost you to run before adding it.
Which lead sources can the pilot cover?
Common choices are website forms, Google Business Profile messages and calls, call-tracking lines, missed-call alerts from your phone system, and lead vendor feeds. What we can connect depends on each vendor's API access and your plan level, so we confirm feasibility for your specific sources during the workflow review, before you commit to anything.
Will AI be sending messages to our customers?
No. AI may help draft a reply or sort an inquiry by type if you want it to, but a person on your team reviews and sends every outbound message. Pricing, scheduling commitments and anything that reads like a promise stay with your team, and customer data is not sent to an AI provider without your agreement.
How is the pilot priced?
The pilot is a fixed-scope, fixed-fee engagement. Your fee is confirmed in a written proposal after the free workflow review, based on the sources and tools involved. If something comes up that falls outside the agreed scope, we discuss it with you before doing the work.
What happens when the pilot ends?
You keep everything that was built, along with documentation of how it works, and it stays in your own accounts. From there you can run it yourselves, extend it to more lead sources in a follow-on project, or add a monthly support plan. Ongoing support is optional and agreed separately.
Related services
Managed Automation & Optimization
A monthly retainer covering monitoring, fixes, small changes and a regular optimization review of your lead response, follow-up and integration workflows.
CRM Rescue & Implementation
Cleanup, configuration, pipeline stages and integrations for contractor CRMs, with migration only where it genuinely makes sense. The goal is a system your team trusts and uses.
Revenue Attribution & Reporting
Reporting that follows each lead from its source through appointment, estimate and signed contract, so marketing and sales decisions rest on your own data.
Find out where your leads are slipping.
Book a free 30-minute consultation. We will walk through how an inquiry moves through your business today and point out the gaps worth fixing first — whether or not you hire us.