FAQ

Frequently Asked Questions

General Questions 

1. What exactly does your automation service do?
Our service automatically contacts your leads, collects their information via a form, generates an accurate estimate using AI, lets you review and approve the estimate, and then sends a professional quote to your customer. Once approved, the system helps schedule appointments automatically.

2. How can this service help my business save time and increase leads?
By automating lead follow-up, estimate generation, and scheduling, you spend less time on administrative tasks and more time on actual business. This speeds up the sales process and reduces missed opportunities.

3. Do I need any technical knowledge to use this service?
No technical expertise is required. The system is designed to be easy to set up and use, with intuitive forms and automation handling most of the work.

Lead Handling & Form Submission

4. How does the system contact leads automatically?
Once a lead comes in from your lead source, our system sends messages via email or SMS to initiate contact and guide them to fill out a form.

5. What happens if a lead doesn’t fill out the form?
The system can automatically send follow-up reminders to encourage form completion, ensuring fewer missed leads.

6. Can I customize the form that leads fill out?
Yes! You can tailor the questions to collect the information most relevant to your business and services.

7. How secure is the data collected from leads?
All lead data is handled securely. We use encryption and privacy-focused practices to ensure sensitive information is protected.

AI Estimate & Owner Approval

8. How does the AI generate estimates for leads?
The system uses OpenAI to analyze the form responses and generate an accurate estimate based on the information provided by the lead.

9. Can I review or edit the AI-generated estimate?
Absolutely. You’ll receive the estimate in a review form. You can approve it as-is or edit it before sending the official quote.

10. What happens if I disagree with the AI’s suggested estimate?
You can easily edit the estimate in the form. The updated value is then sent for final approval and used to create the official quote.

11. How accurate are the AI-generated estimates?
The AI is trained to evaluate lead data carefully. While no system is perfect, the estimates provide a highly reliable starting point that you can adjust as needed.

Quote Process

12. How is the official quote created after approval?
Once you approve (or edit) the estimate, the system automatically populates your official quote template and sends it to the customer.

13. Can I customize the quote template to match my branding?
Yes. You can adjust logos, colors, and text so your quotes look professional and on-brand.

14. How does the customer receive the quote?
The quote is sent via email or a secure link, making it easy for the customer to review and respond.

15. What happens if the customer disputes the quote?
If a customer disputes a quote, the system notifies you immediately so you can follow up and resolve any issues directly.

Scheduling & Customer Interaction

16. How does a customer schedule an appointment after approving a quote?
Once the customer approves the quote (by texting “APPROVE”), the system provides a link to your calendar for easy scheduling.

17. Can customers approve or dispute quotes via text message?
Yes. Customers can text “APPROVE” to accept the quote or “DISPUTE” to contact you directly.

18. Does the system update my calendar automatically?
Yes. Approved appointments are automatically added to your calendar with all the lead’s information included.

19. Can I set availability or blackout dates for appointments?
Yes. You can control your calendar settings so customers can only book during available times.