Build a roofing estimate follow-up system you can stop, measure, and audit.
A follow-up system is more than a set of reminders. It is a controlled path from delivered estimate to a human-recorded decision, with a documented email basis, one accountable owner, immediate stop rules, and separate evidence for messages, replies, accepted work, and verified payment.
Decide who is eligible before scheduling anything.
The roofing business remains responsible for its sending basis, customer facts, tools, and applicable requirements. Public contact details alone do not prove that a follow-up email is appropriate.
Delivery is documented
Record when the estimate was delivered and which approved business record supports that status. Do not start from an assumption.
Eligibility is confirmed
Check the documented email basis, opt-out and suppression status, active replies, open service issues, and any business-specific stop condition.
A human owns the next step
Assign one accountable person who can correct facts, review replies, stop scheduled messages, and record the actual decision.
Map one estimate from recorded delivery to a verified decision.
The dedicated checklist contains Arbor's current 14-day purpose map. The system underneath it must preserve these gates regardless of the approved timing or tool.
Delivery recorded
An approved business record shows the estimate reached the intended recipient. A public form submission is not proof of delivery.
Eligibility reviewed
A person checks the documented email basis, suppression, opt-out, open replies, service issues, and current decision status.
Purpose and version approved
The responsible business owner approves current facts, the message purpose, the draft version, timing, and sending identity.
Stop state rechecked
Immediately before each scheduled email, recheck replies, opt-outs, suppression, acceptance, loss, dispute, and other stop conditions.
Reply handed to a person
Cancel every remaining scheduled email and assign a clear human next action. Automation never negotiates or infers the outcome.
Decision and payment recorded separately
Preserve the decision evidence, accepted value, collected revenue, verified payment, and causal-attribution status as different fields.
Give the team three review moments it can actually run.
The workflow is controlled by accountable decisions, not by message volume.
Before each scheduled email
Recheck the sending basis, reply and opt-out state, suppression, decision status, factual accuracy, approved version, and accountable owner.
After any reply
Cancel queued follow-up, assign the next human action, record the reply without inventing sentiment, and keep negotiation outside automation.
During the weekly review
Inspect due actions, unresolved decisions, suppression integrity, accepted work, verified payment, and unknown attribution—not sends alone.
Keep activity, decisions, money, and attribution separate.
A dashboard can look busy while producing no verified commercial result. Use distinct fields so the business can see what happened without converting motion into a revenue claim.
estimate_delivered_atThe approved record showing when the estimate reached the intended recipient.
eligibility_checked_at + ownerWhen a person reviewed the sending basis, suppression, open issues, and ownership.
message_sent_at + versionOne activity event. It is not a reply, acceptance, collected revenue, or verified payment.
reply_at + opt_out_atIndependent stop events that suppress the remaining sequence and require human review.
decision_status + evidenceAccepted, lost, deferred, disqualified, or no decision, tied to the approved record supporting that status.
payment_received_at + amountVerified payment evidence. Keep causal attribution unknown unless separate evidence supports it.
Inspect each layer before requesting the audit.
These resources are original Arbor materials. They are operating aids and illustrative examples, not customer results, legal advice, benchmarks, or guarantees.
Settle the scope before a workflow is configured.
Do we need a new CRM?
No. Arbor first documents the current process and prepares one agreed, supported workflow. A platform migration is outside the founding pilot.
Is 14 days a guaranteed or best cadence?
No. It is Arbor's current reviewed, bounded email-only purpose map. The business approves final timing and facts; no cadence guarantees an outcome.
Does the audit send messages?
No. The audit documents the current path, drafts, stop rules, tracking specification, and supported configuration handoff. Sending requires separate business approval and an appropriate basis.
Is SMS included?
No. SMS is outside the founding pilot and requires a separately documented basis, controls, and review.
What should an initial request contain?
Use public business details and aggregate estimate volume only. Do not send customer records, homeowner contact details, claim information, or estimate documents.
Does this guarantee replies, jobs, or revenue?
No commercial outcome is guaranteed. Replies, accepted work, collected revenue, verified payment, and attribution remain separate evidence.
The current $350 audit turns the framework into one bounded handoff.
The current founding offer is $350 for the first three verified pilots. It includes a documented current-path audit, an email-only workflow with approved template set and stop rules, a tracking specification, one supported configuration guide, and a 14-day measurement review. Advertising and platform fees are not included. It does not guarantee a reply, accepted job, revenue, payment, contribution, or profit. The initial audit does not contact homeowners or send messages.
Requests are reviewed during U.S. Eastern business hours. Submit only public business details and aggregate estimate volume; do not include homeowner names, addresses, contact details, claim information, or estimate documents.