The system
The Customer Acquisition & Automation System
A structured system that converts incoming leads into booked work. Leads from advertising and social get answered quickly, qualified properly, and guided toward becoming paying clients. Without it, leads go cold and opportunities are lost.
The opportunity
Most businesses we meet are already generating interest. What they don't have is fast response times, consistent follow-up, real qualification and someone guiding the client before the estimate conversation.
Without those steps, most leads never convert. One client's tracker showed nearly $200,000 of quotable work sitting unattended in two months. The system replaces the inbox, the DM folder and the notebook with a single pipeline — every enquiry captured, tiered and worked the same way.
How a lead moves
From inquiry to booked — in tiers.
Tier 1
Inquiry
Basic interest or incomplete information — captured, never left in an inbox
Tier 2
Qualified
Project type, scope, timeline and budget gathered by our team
Tier 3
Sales ready
Client understands their options and is ready for an estimate
Booked
Booked job
Deposit taken and handed to you — even if the work starts later
Closed
Not qualified
Filtered out with a reason logged, so the pipeline stays honest
Every lead is tracked instead of lost, and every lead carries its own conversation log — date, who they spoke with, platform, status and next step — so you have full transparency into every conversation happening in your name.
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Qualifying leads tracker — screenshot slot
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Client conversation log — screenshot slot
What we handle
Four roles you'd otherwise hire
Lead intake — equivalent of an administrative assistant
- —Responding to Meta ad leads, DMs and website inquiries
- —Collecting missing details: project type, scope, location
- —Timeline and budget capture
- —Logging every lead into the tracker
- —Coordinating follow-ups
Lead qualification — equivalent of a sales manager
- —Filtering leads into tiers
- —Confirming project details and budget
- —Flagging strong opportunities
- —Pricing and negotiation support
- —Moving qualified leads toward booking
Client guidance — equivalent of a client relationship manager
- —Explaining options, materials and packages
- —Setting realistic pricing expectations
- —Assessing project feasibility
- —Answering questions before the estimate
- —Reducing confusion and back-and-forth
Sales preparation & reporting
- —Preparing leads for estimates
- —Clarifying scope before the call
- —Conversation logs on every lead
- —Follow-up sequences and reminders
- —Dashboards on cost per lead and close rate
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Notion pipeline board — screenshot slot
What stays yours
You stay the decision-maker.
We only take on the parts of the business that slow you down, create back-and-forth or cause missed opportunities. Nothing is signed until you say so.
Project selection
You decide which jobs to take. Nothing moves forward without your approval.
Craft & execution
Quality, materials and build approach stay entirely with you.
Client authority
Final say on pricing and scope, and on any client-facing decision.
Vision of the business
You define what the company becomes known for. We execute it.
Who it's for
Built for service businesses that quote.
- —You run paid ads, or you're about to, and want the leads to go somewhere structured.
- —Your enquiries arrive across DMs, email and forms and nobody has a single view.
- —You quote work and need to know which quotes are still live.
- —You're the bottleneck: every follow-up waits on you personally.
- —You want reporting that shows cost per lead and close rate, not just impressions.
Included every month
- Responding to incoming leads across ads, DMs and your website
- Qualifying potential clients and confirming budget
- Maintaining the lead tracking system and conversation logs
- Preparing leads for estimates so the scope is already clear
- Follow-up communication and project price negotiation
- Monthly reporting on cost per lead, close rate and pipeline value
Add-ons
- Design and selection packages (materials, options, spec)
- Coordinating with subcontractors and suppliers as needed
- Project documentation, photography and videography
- Mid- and post-project follow-up for reviews and feedback
- Referral offers, discounts and upsell outreach
Proposed structure
Three ways to run it.
Option one
Basic lead management
Monthly retainer + commission on booked projects
- Full access to the client acquisition system
- Light website management
- Basic ad management
- Lead intake, tracking and qualification
- Basic client communication
Option two
Enhanced lead management
Higher monthly retainer + lower commission on project profit
- Everything in basic lead management
- Enhanced ad management with location targeting
- Enhanced client communication & post-job follow-up
- Website, promotional email and blog management
- Google Business Profile & review management
- Discounted project filming, subject to availability
Alternative
Brand awareness only
One-off project fee
- Basic ad management
- Lead intake sent straight to you
- Basic lead tracking, then you take it from there
- No administration or calls handled by our team
Commission is added on top of your estimated project price, and we only take commission on work negotiated through the system — never on your own direct calls, referrals or contract jobs. Exact retainer and commission figures are quoted per business after a walkthrough.
Expected results
Interest becomes booked work.
Faster response
Leads hear back while they're still interested.
Better qualified
Only real projects reach your estimate calls.
Fewer missed
Nothing sits unanswered in an inbox or DM folder.
Higher conversion
Deposits taken, so later starts still count.