Illustrative deliverable—not a case study
A sample roofing quote recovery audit, made concrete.
This generic example shows how Arbor would organize a contractor's estimate handoff, a 14-day email-only follow-up sequence, stop rules, and measurement fields before any approved workflow is configured.
No client work or results are represented here.
This page is an original, illustrative sample. It describes no real contractor, customer list, engagement, campaign, reply, accepted job, revenue, payment, or performance result. Placeholder observations and questions below must be replaced by client-confirmed facts during an actual audit.
Evidence boundary
Start with two lanes, and never blur them.
An audit can begin with what a visitor can see on a public website. Internal workflow claims remain unknown until an authorized business representative confirms them. Public visibility is not proof of what happens inside a company.
Public observations
What Arbor may document without account access
- Whether the public site offers a visible estimate-request path.
- Published service area, service categories, and business hours.
- Whether the site states a response expectation or next step.
- Publicly described financing, warranty, or contact options.
Illustrative observation only: “The public site has an estimate form, but the page does not state what happens after submission.” This does not establish response time, delivery, consent, or follow-up behavior.
Client-confirmed facts
What the authorized owner must verify
- How and when estimates are delivered, and by which owner.
- The documented basis for sending each follow-up email.
- Existing opt-outs, suppression records, replies, and open decisions.
- Which system is authoritative for accepted jobs and verified payments.
Sample audit status: “Unconfirmed—owner interview or approved aggregate export required.” No customer-level information belongs in the initial audit request.
Sample workflow
Estimate-to-decision map
Each stage has an owner, an evidence event, and a gate. The final workflow is adapted only after the business confirms its systems, permissions, and definitions.
Estimate approved for delivery
The estimate is complete, the intended recipient and delivery channel are verified, and one team member owns the next step.
Evidence: internal estimate ID and approval timestamp. Gate: do not send an incomplete or unapproved estimate.
Delivery recorded
The team records when the approved estimate was sent and whether delivery was confirmed or failed.
Evidence: delivery event. Gate: a created estimate is not a delivered estimate.
Follow-up eligibility checked
The owner verifies the email basis, suppression and opt-out status, reply status, and any open service issue before scheduling a message.
Evidence: eligibility review. Gate: no supported basis or an active stop condition means no scheduled email.
Email-only sequence runs
Approved drafts are scheduled inside one supported workflow, with one accountable human owner and no SMS in the founding pilot.
Evidence: send event and message version. Gate: stop the remaining sequence immediately on reply or opt-out.
Human decision handoff
A person reviews replies, questions, changes, objections, acceptance, and disqualification. Automation does not negotiate or infer the outcome.
Evidence: reply and assigned next action. Gate: no automated follow-up after a person replies.
Outcome verified separately
Open, accepted, lost, and no-decision statuses remain distinct. Accepted work, invoiced value, collected revenue, and verified payment are separate records.
Evidence: authoritative source-system event. Gate: a reply or accepted estimate is not verified revenue.
Illustrative cadence
A 14-day, email-only sequence
These purposes are examples, not messages for automatic use. Final copy, timing, eligibility, sending identity, and legal requirements must be reviewed and approved by the business before configuration.
| Timing | Purpose | Human-owned next step | Required control |
|---|
| Day 0 | Confirm estimate delivery and make the next step easy to understand. | Resolve a delivery failure or record confirmation. | Send only after approved estimate delivery. |
| Day 2 | Invite questions about scope, timing, or the decision process. | Route every reply to the assigned owner. | Stop the sequence on any reply. |
| Day 5 | Ask whether a specific blocker is preventing a decision. | Answer or escalate; do not manufacture urgency. | Recheck opt-out and suppression before send. |
| Day 8 | Clarify scheduling or an approved, fact-supported option when relevant. | Confirm any change with the estimator. | Do not invent availability, savings, or scarcity. |
| Day 11 | Offer a clear choice: continue, revisit later, or close the loop. | Record the stated next action and date. | Acceptance, loss, or disqualification stops the sequence. |
| Day 14 | Respectfully close the sequence while leaving a human contact path. | Record no decision unless the person states another outcome. | Include and honor the approved opt-out method. |
Universal stop ruleBefore every scheduled email, check for a reply, opt-out, suppression, acceptance, recorded loss, disqualification, delivery problem, or missing approved sending basis. If any stop condition exists, cancel the remaining scheduled emails and hand the record to its human owner.
Sample tracker specification
Measurement fields that preserve the evidence chain
The implementation uses the minimum fields the approved workflow needs. A neutral estimate ID should replace customer details in working views whenever possible.
estimate_idInternal non-personal reference used to connect authorized source records.
estimate_delivered_atTimestamp for actual delivery, kept separate from estimate creation.
email_basis_recordedWhether the approved sending basis is documented for this record.
owner + current_statusAccountable human and controlled state: open, accepted, lost, or no decision.
last_email_at + next_action_atWhat happened and what is scheduled, without assuming an outcome.
reply_at + opt_out_atIndependent stop events that immediately suppress scheduled follow-up.
accepted_at + accepted_job_valueApproved-work evidence; neither field proves collection or payment.
verified_payment_at + collected_amountPayment evidence from the business's authoritative financial record.
loss_reason + evidence_sourceKnown reason and the system or approved record supporting the status.
message_version + send_event_idThe approved copy version and provider event used for delivery tracing.
Privacy boundary: the public audit request should contain only business contact details and aggregate estimate volume. Do not send homeowner names, addresses, email addresses, phone numbers, claim details, or estimate documents through that form.
Founding pilot scope
What the exact $350 pilot delivers
Included
- Current estimate and follow-up workflow audit.
- Trade-specific 14-day email-only message sequence.
- Stop-on-reply, opt-out, suppression, and human-handoff rules.
- Quote-status and outcome tracker.
- Configuration guide for one supported workflow.
- 14-day measurement review.
Delivery boundaries
- The audit does not contact homeowners or send messages.
- The business approves copy, authorization, tools, and sending rules before any implementation.
- SMS, paid ads, new lead generation, CRM migration, platform fees, and advertising spend are not included.
- Access, data handling, responsibilities, delivery window, and the supported workflow are agreed before work begins.
- No specific reply, job, revenue, payment, contribution, or profit outcome is promised.
The sample is a structure, not a prescription.
An actual deliverable changes with the client's confirmed facts, approved tools, recipient permissions, service process, and source-of-truth records. Arbor does not treat a public observation as proof of an internal failure, and it does not report an outcome without authoritative evidence.
First three verified pilots
Request the Quote Recovery Audit first.
$350One-time founding pilot. Advertising and platform fees are not included.
The fixed pilot includes the documented audit, email-only workflow, approved template set, tracking specification, one supported configuration guide, and 14-day measurement review. It does not guarantee replies, accepted jobs, revenue, payment, contribution, or profit.
Delivery guarantee: if Arbor does not provide the documented workflow, templates, tracker, and handoff plan within the agreed delivery window after receiving the required information, the pilot fee is refunded.
Request the auditDownload the sample PDF
Audit requests are reviewed during U.S. Eastern business hours. Submit only public business details and aggregate estimate volume; do not include customer data.