If you’re writing quotes at night after a full day on the tools, you’re not alone. Most trade admin follows the same pattern every week, which makes it a good fit for automation.
Here are five jobs to hand over first, in the order we’d do them.
1. Collect the right details up front
Half the back-and-forth on a quote is asking for details the customer could have given at the start. A quote form on your website can ask for them:
- the address and the type of job
- photos of the problem or the area
- access details and the best time to call
- how soon they need it done
2. Reply instantly, even when you’re on a roof
A quick reply tells the customer you’re real and you’re on it. An automatic message can confirm you’ve got their request, say when you’ll be in touch and set expectations, so they don’t keep ringing around while you’re busy.
3. Follow up quotes automatically
Plenty of quotes go quiet simply because nobody followed up. A short, friendly reminder a few days after you send a quote, which stops as soon as the customer replies, wins back work without you having to remember.
4. Keep job details with the job
Digital job sheets and checklists on your phone mean the notes, photos and sign-offs live with the job, not in texts, notebooks and your camera roll. Your team fills them in on site, and the office (or you, later) can find everything in one place.
5. Get your week’s numbers without a spreadsheet
Quotes sent, jobs booked and money in can arrive as a simple Friday summary, pulled from your job or accounting software where it allows it. You see what’s working without building a spreadsheet after hours.
Keep it simple
Start with one job, usually the quote form and instant reply, and use the software you already have wherever you can. If you advertise, check your state’s rules on showing your licence number in ads and on your website.