FREE WORKFLOW MAP

Find the one task to automate first.

Here is a finished map, so you can see what you get.

Example map

Harbor Heating is a fictional home-services small business. Not a real client. The sample is a crew that misses calls on jobs and sends quotes nobody follows up. This map is the quote follow-up.

Alex, here’s where I’d start: Quote-to-job follow-up with a review ask.

A sample of the finished map. Yours is built from your answers.

Your top workflow: Quote-to-job follow-up with a review ask

For Harbor Heating, a home services business.

You told me quotes go out and nobody follows up.

Today, it mostly doesn’t get done.

Since it mostly doesn’t get done now, I’d start with the simplest version and add steps once it runs.

What it does, step by step

  1. Quote sent
  2. Follow-up
  3. Last nudge, then flagged
  4. Job done
  5. Review ask
  1. A quote or estimate goes out and gets marked as sent.
  2. If it isn’t accepted after the number of days you choose, a short follow-up text or email goes out.
  3. If there’s still no answer, one more follow-up goes out, then it stops and flags the quote for you.
  4. When a job is marked done, the customer gets a thank-you with a link to leave a review.
  5. You see which quotes are open, followed up, won, or gone quiet.

What it would touch

From the tools you picked: a spreadsheet.

What stays with a person

Price changes, negotiation, and any reply that isn’t a simple yes.

What it needs from you

  • Where quotes and jobs live (your field software or a spreadsheet)
  • Your follow-up timing
  • The wording
  • Your review link

Good to know

Texts only go to people who called or wrote to you first, and STOP always works.

How big is this, by your numbers

You said about 6 to 15 quotes a week, and 16 to 30 minutes each if someone did it by hand.

By your numbers, handling every one by hand would take roughly 1.5 to 7.5 hours a week.

That’s your count times your minutes, nothing more.

How much of that could come off depends on how many of those quotes need a judgment call. That’s what I’d look at with you.

Build size: it would connect to one tool you picked. Fewer tools usually means a smaller build. I’d confirm scope before quoting anything.

What the manual follow-up costs

About 4 hours a week of manual follow-up × $35/hour ≈ $606 a month

Example assumptions, not a statistic: 4 hours a week and $35 an hour. A month is 4 × $35 × 4.33 weeks, rounded to the nearest dollar.

One thing you can try yourself

Put every open quote in one list with the date it went out. Anything older than your usual decision time gets one call or text this week.

Six quick questions, mostly taps.

You get a one-page map of that task.

What happens now, what could run on its own, and what stays with a person.

Free. No call.

  1. 1. Your business
  2. 2. The task
  3. 3. The numbers

About 2 minutes. I ask for your first name and email at the end so I can send you the map. No marketing emails unless you tick the box.

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