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Automation & AI operations

Automation projects for contractors already running a CRM.

The call assistant handles the phone. This is the work around it: capturing every lead from every source, drafting the follow-up, turning site visits into estimate briefs, and giving the office enough shared context to act without waiting on the owner.

Scoped as independent phases, and plenty of shops only ever need one. Every stack and workload is different, so each phase is priced after we see yours and quoted in writing before any work starts.

See plans and start a trial Or talk to our assistant about your setup: (415) 949-2785

Priced per project after the workflow review.

The system drafts. A person approves.

This is the operating principle behind every phase, and it is the part worth reading twice. The system captures, organizes, routes, and notifies. It writes drafts. It does not send client-facing messages, price an estimate, or commit you to a schedule on its own.

Automation that emails your clients unsupervised is a reputation problem waiting for a slow week. Every client-facing step in these buildouts stops and waits for a human to say yes, the same way the call assistant already waits for your text before it dispatches an emergency.

How an engagement runs.

  1. Step 1

    Workflow review

    A 30-minute call about where leads come from, what falls through, and how much of the week the owner spends on admin.

  2. Step 2

    Baseline

    We record where you actually stand before anything changes: leads per week by source, how many are missed or delayed, real business-hours response time, and how long a site visit takes to become an estimate.

  3. Step 3

    Scoped proposal

    A written scope per phase with the price, an estimated timeline, acceptance criteria, and an explicit list of what is out of scope.

  4. Step 4

    Build, then decide

    After the first operating period we review the same measures from the baseline together. Many shops are done at that point. More work happens only if that review earns it.

The work we build most often.

This is not a package, and it is not a sequence you sign up for. The first phase delivers the lead-response value and establishes the measurement baseline, and for a lot of shops that is the whole engagement. Anything after it is a separate agreement, written only once the results and the next priority are clear. Your scope may be one of these, part of one, or something the review turns up that is not listed here.

  1. 01

    Lead capture and approved follow-up

    2–4 weeks

    Every lead from your connected sources is captured, deduplicated, routed, drafted, and visibly owned.

    • We connect the lead sources you agree to in the scope: missed-call capture, website form, booking intake, and CRM lead notifications.
    • We configure and test the path that creates a lead in your CRM, including duplicate protection and source attribution.
    • We set up one booking link in your calendar tool that checks live availability before it offers a time.
    • We build context-aware draft replies in your stack that wait for your explicit approval before anything reaches a client.
    • We stand up a lightweight lead, follow-up, and exception queue, plus a morning digest of new leads, stale follow-ups, and response-risk exceptions.
    • We validate the supported one-way sync into your accounting system, confirm the mapping, and document the exceptions.

    Approval boundary
    Nothing client-facing auto-sends in this phase. Every draft is logged and requires an explicit approval.

  2. 02

    Meeting and site visit to estimate brief

    1–2 weeks

    Job-site and client-meeting detail becomes a structured, review-ready estimate brief.

    • We set up a capture path for in-person meetings and site visits that produces a transcript and summary while the detail is fresh.
    • We configure extraction into a consistent brief: project type, scope, dimensions, materials, budget cues, schedule, contacts, and next steps.
    • We map your common line items and cost codes, with two or three project types configured as the starting template set.
    • We build a repeatable place for measurements and takeoff output to feed the estimate.

    Approval boundary
    The brief is a handoff, not a quote. Nothing is auto-priced, auto-sent, or pushed into an existing CRM record.

  3. 03

    Team visibility and tuning

    1–2 weeks

    Clear follow-up ownership and a system tuned against the first phase baseline.

    • We refine lead ownership and follow-up visibility so a new office hire can act without digging through the owner's personal text history.
    • We review the baseline against real response time, captured-lead volume, and admin time saved, then tune the biggest remaining bottleneck.
    • We write a short operational guide: what is automated, what needs approval, and how to request a change.

    Approval boundary
    This works from the records created after implementation. Importing historical estimates, invoices, files, or subcontractor records is a separate project.

Software costs are separate, and yours.

The implementation fee covers the buildout. Your CRM, automation orchestration, and any meeting-capture tool are billed to you directly by those vendors, on accounts you own. We do not resell them or mark them up, and if you end the engagement the stack keeps running without us.

A TenFour Pro subscription is part of the monthly stack. Most shops at this size land on Standard at $99/month, which covers 100 answered calls; past that we move you up to the plan that covers your usage, prorated. The assistant is what feeds the lead capture in Phase 1, so budget for the call volume this work is meant to produce.

After launch, support, training, and approved changes are quoted as you need them. There is no required support retainer.

What this is not.

Worth being blunt about up front, because these are the four things people assume are included.

  • Two-way CRM sync. We use the integration actions your CRM actually exposes, and we say plainly which ones those are before you sign.
  • A migration of historical estimates, invoices, files, or subcontractor records. That is a separate project, scoped after we review source quality and access.
  • A content-heavy website rebuild, photo or video production, paid advertising, or guaranteed search rankings.
  • A native iPhone or Android app. The field capture is mobile-first, but it runs in tools you already have.

Start with the call assistant.

Every engagement starts on the subscription, so the assistant is the first thing to put in place either way. Start there, and reach us on the number below when you want the rest of the office wired up.

See plans and start a trial Talk to our assistant about your setup: (415) 949-2785