Answer the enquiry. Chase the invoice.
Enquiry follow-up with lead scoring, invoice reminders, and the owner's weekly summary and dashboard, for a renovation contractor.
Enquiry follow-up and lead scoring
Every quote request from the website gets a reply within minutes, and a score with the reason beside it, so the owner knows who to call first.
A bathroom quote at 10:14 pm
Request sent.
Hi Jordan, thanks for getting in touch. We have your message and will reply shortly.
Grainline Renovation. Reply STOP to opt out.
10:15 pm
New enquiry: Jordan Reyes, score 90 (reachable by phone, wrote a detailed message, gave a name, came from the website form). +15195550194. They wrote: "Looking to redo our main-floor bathroom: tub out, walk-in shower in, new vanity and tile. Hoping to start in the spring if you have room."
10:15 pm
- 10:14 pmChecked the form's own key, so only Grainline's website can send enquiries for Grainline.
- 10:14 pmRecorded Jordan with implied consent from the web form, valid for two years.
- 10:14 pmScored 90: reachable by phone, wrote a detailed message, gave a name, came from the website form.
- 10:14 pmA phone number was given, so the reply goes by text.
- 10:15 pmPlaced at the top of the owner's call list on the dashboard.
- 10:15 pmTexted the owner too, who asked to hear about each enquiry as it lands.
Where it stops. The score counts only what the form collected, and the reason is shown so the owner can disagree. The owner is texted about each enquiry only if they ask to be; either way it waits on the dashboard.
An email-only enquiry
Request sent.
- From
- Grainline Renovation
- Subject
- Grainline Renovation
- Received
- 10:32 p.m.
Hi Taylor, thanks for getting in touch. We have your message and will reply shortly.
-- Grainline Renovation (business mailing address), London ON To stop these emails, reply with UNSUBSCRIBE.
- 10:31 pmScored 55: has email, wrote a message, gave a name, came from the website form.
- 10:31 pmNo phone number was given, so the reply goes by email.
Where it stops. Replies go by text when a phone number is given and by email otherwise. Someone who has opted out is still recorded, but gets no reply.
Invoice reminders
Overdue invoices get a reminder at 3, 14 and 30 days, a little firmer each time, and the reminders stop the moment the invoice is paid.
INV-1042, from overdue to paid
- From
- Grainline Renovation
- Subject
- Grainline Renovation
- Received
Hi Morgan Ellis, a quick reminder that invoice INV-1042 for $4,850.00 was due on . If it is already on its way, please ignore this.
-- Grainline Renovation (business mailing address), London ON To stop these emails, reply with UNSUBSCRIBE.
- From
- Grainline Renovation
- Subject
- Grainline Renovation
- Received
Hi Morgan Ellis, invoice INV-1042 for $4,850.00 is now two weeks past its due date of . Could you let us know when we can expect payment?
-- Grainline Renovation (business mailing address), London ON To stop these emails, reply with UNSUBSCRIBE.
- Imported INV-1042 from the accounting export: $4,850.00 for Morgan Ellis, due .
- Daily 9:00 am sweep: 3 days overdue. Claimed the gentle reminder.
- 14 days overdue. Claimed the firm reminder; the gentle one can never repeat.
- Payment recorded. The final notice for INV-1042 will never be sent.
Where it stops. Invoices come from the accounting tool's export; there is no live accounting sync and no payment collection. When a backlog is loaded, only the most overdue stage goes out, never three reminders at once.
Weekly summary and dashboard
Every Monday the owner gets the week in one email, and the dashboard shows who to call next, what is owed and every message sent or held back.
Monday's email
- From
- Grainline Renovation
- Subject
- Your week at Grainline Renovation
- Received
Here is what your automations did over the last seven days. Messages sent: 14 - speed to lead: 9 - invoice reminder gentle: 3 - invoice reminder firm: 2 Replies received: 4 Held back (opted out or rate limited): 1 Appointments booked: 0 Appointments cancelled: 0 Usage this week: - sms segment: 7 - email: 7
-- Grainline Renovation (business mailing address), London ON To stop these emails, reply with UNSUBSCRIBE.
- 8:00 amRolled up the week from the platform's own records, so the numbers match the message log exactly.
- 8:00 amA week with no activity sends nothing, so this email never becomes a row of zeroes.
Where it stops. It reports what the modules recorded and nothing else. Held-back messages are shown rather than hidden, as proof that opt-outs were honoured.
The dashboard
Who to call next
Ranked by how reachable and how interested each enquiry looks. The reason is shown so you can disagree with it.
| Name | Score | Why | Phone | Arrived | |
|---|---|---|---|---|---|
| Jordan Reyes | 90 | reachable by phone, wrote a detailed message, gave a name, came from the website form | +15195550194 | ||
| Chris Allen | 60 | reachable by phone, gave a name, came from the website form | +15195550146 | ||
| Taylor Brooks | 55 | has email, wrote a message, gave a name, came from the website form | taylor.brooks@example.com |
Waiting to be paid
Stage shows how far the reminders have already gone, so you know the tone before you pick up the phone.
| Invoice | Who | Amount | Due | Overdue | Stage |
|---|---|---|---|---|---|
| INV-1037 | Sam Whitfield | $12,640.50 | 34 days | final | |
| INV-1042 | Morgan Ellis | $4,850.00 | 6 days | gentle | |
| INV-1049 | Priya Nair | $2,310.00 | 2 days | not chased |
Messages we did not send
People who opted out, or were already messaged recently. This is your record that their choice was honoured.
| Who | Why | Automation | When |
|---|---|---|---|
| +15195550133 | They opted out | speed to lead |
Recent messages
| When | Who | Automation | Status | Message |
|---|---|---|---|---|
| Taylor Brooks | speed to lead | sent | Hi Taylor, thanks for getting in touch. | |
| Jordan Reyes | speed to lead | sent | Hi Jordan, thanks for getting in touch. | |
| Morgan Ellis | invoice reminder gentle | sent | Hi Morgan Ellis, a quick reminder that invoice INV-1042 |
- Ranked the enquiries by score, with the reason beside each, so the owner can disagree.
- Showed the stage each invoice has reached, so the owner knows the tone already used before calling.
- Listed the message it held back, as the record that an opt-out was honoured.
- Kept every message, for the day a customer says they never got one.
Where it stops. The dashboard only reads what the modules already recorded, and it cannot send anything. It is not a CRM; the business's existing customer records stay where they are.
Start with your own website form.
We connect your enquiry form and your accounting export, and walk through the dashboard with you before launch.
Talk to MareCraftAI