The systems we've built, and what each one did

One workspace for leads, quotes, jobs, payments and calls, built for this business.

Average job $247 in 2025, $523 in 2026

Runs scaling, testing and retargeting campaigns and reads cost per lead ad by ad.

Best ad: 97 leads at $31.32 each

Shows ads to past visitors and engaged people to win leads back cheaply.

64 leads at $15.25 each

Ties every lead and every payment back to the exact ad that produced it.

1,005 leads tracked from ad to payment

Texts and emails quiet leads on a set schedule until they reply or close out.

46 stale leads back in follow up on day one

Brings past customers and dead leads back through a timed text sequence.

180 past customers and old leads followed up again, in 3 waves

Sends lead, quote and job done events back to Meta so the ads learn from real customers.

83 real outcomes fed back to Meta, 0 failed

Runs email and text outreach to local partners from one list.

48 local partners worked from one list

Matches incoming payments to the job they belong to and totals revenue by month.

6 of the first 9 payments matched automatically

Each tech signs in on their phone and sees their own jobs, client photos and job chat.

3 real jobs on a tech’s phone, staff records locked

Gives the head of labour the job board plus client texts and emails in one inbox.

83 client threads in one inbox, photos included

Starts a call and text sequence on every new lead automatically.

Call and text start the moment a lead arrives

Texts the setter the second a new lead lands.

Setter texted the moment a lead lands

Sends the quote the moment a lead is moved to Quoted.

Quote out the moment a lead is ready

Reads every inbound email and flags buying interest, complaints and hard no answers.

Buying replies flagged within 15 minutes

Turns Instagram comments and DMs into quote requests in the pipeline.

Proven on a live post, comment to quote

Shows revenue, leads, ad spend, deposits and the monthly goal by period.

Revenue and ad spend checked in seconds, no spreadsheet

Books estimates and jobs into locked slots.

Booked slots lock to stop double booking

Calls leads from the laptop and logs every call, including the leads nobody called.

Calls logged straight to the lead

Takes applications online, then collects signed contracts after the hire.

Apply to signed without paper

Gives the setter scripts, videos and an AI assistant for each service.

Setter trained on each service line

Loads the sales process into the CRM so the rep works every call from the same playbook.

11 page playbook loaded into the CRM

Each role gets its own login that opens only the screens it needs.

Setter and head of labour locked out of the money screens

Logs each tech’s hours for every day they spend on a job, right on the job card.

Hours logged per tech, per day, on the job card

Puts the steps for each job type in the tech’s app instead of a text thread.

Job steps live in the app, not in texts

Pulls spend, leads and cost per lead from every ad account into one view.

$32,343.40 spent, 1,327 leads, $24.37 each across 6 accounts

Pulls leads from client ad forms into the CRM and starts follow up on each one.

19 leads in 14 days, every one followed up

Carries the lead’s service, address and answers from the ad form to the record.

Test lead in the CRM 26 seconds after the form

Reads inbound texts and emails and routes them to the right service line.

246 message renders checked, 0 failures

Checks every client workspace, its settings and its automations on a schedule.

2 client workspaces checked every 15 minutes

Stages and schedules a full week of reels and carousels, then reads them back.

9 reels and 2 carousels staged in one week, 0 overdue

Writes the source ad onto every existing lead record.

Every record filled, 89 of 89

Sends client agreements for signature from a hosted page.

No printing, scanning or chasing paper

A second AI reviewer checks software changes before release and can hold one until it’s fixed.

Caught money screens open to the wrong role before release

Stores, schedules and posts every reel across accounts and catches anything overdue.

1,320 posts managed, 0 overdue

Writes and sends the weekly letter, with a welcome flow for new subscribers.

173 sent, 171 delivered

Builds, checks and schedules trial reels in batches.

49 trial reels scheduled in one batch

Scans live trial reels and picks the top performers by reach.

747 trials scanned, 26 winners picked

Reposts reels over 500 views to YouTube Shorts automatically.

About 85 days of Shorts lined up at launch

Indexes the whole YouTube channel for packaging and thumbnail research.

354 videos indexed

Finds the best moments in long videos, then cuts, captions and queues them.

8 clips cut in one run

Titles, thumbnails and schedules full length speeches on YouTube.

41 minute speech uploaded and scheduled

A viewer comments one word and gets the resource in their DMs.

Two keyword flows live

Sells the Project Risk journal through its own storefront.

Store live, journal for sale