Automation Opportunities
Purpose: The ranked list of automations Summit should build next, with what each one needs before it can go live. This is the working backlog Dave and Rosa review monthly. Ranking weighs revenue leakage stopped against build effort and risk; everything here follows the permission posture in Human Approval Rules (drafts and internal alerts can automate freely; anything customer-facing automates only from approved templates, and nothing changes CRM stages without a human).
Ranked candidates
1. Missed-call text-back
What: When the office line rings out or goes to voicemail during business hours, GHL immediately texts the caller: acknowledgment, promise of a callback, and the emergency-line pointer for urgent issues.
Why first: Missed calls are the most expensive silent failure in the business. A caller who gets an instant text usually waits; one who gets voicemail calls the next roofer. Directly serves the 15-minute speed-to-lead target on the worst-case path.
Prerequisites:
- Approved message template written in brand voice and signed off by Marcus and Rosa (template exists, needs final sign-off).
- GHL call tracking confirmed as the path for all office-line calls, so the trigger actually fires.
- A rule excluding known vendor and personal numbers so suppliers don't get lead texts.
- Rosa's callback queue process updated so the promised callback actually happens within the 15-minute window.
2. Estimate follow-up sequence
What: When an opportunity enters Estimate Sent, a timed GHL sequence runs: day 2 check-in text, day 5 email restating scope and the estimate's key numbers, day 9 call task for the rep, then the transition into the Follow-Up cadence from Estimate Follow-Up.
Why second: Estimates go quiet because follow-up depends on rep memory. The sequence makes the floor automatic while keeping the personal touches human.
Prerequisites:
- The Estimate Follow-Up cadence formally approved as the template source, so automation and playbook can't drift apart.
- Reliable stage hygiene: the trigger fires on Estimate Sent, so the stage must mean "actually delivered" every time (see GoHighLevel CRM Rules).
- Suppression rules: sequence stops the moment the customer replies, books, or the stage changes.
- Message templates approved by Marcus; no automated message may quote firm prices.
3. Review requests
What: After a job is marked Won and Pete's final walkthrough is logged, a request goes to the customer with the Google Business Profile review link. One follow-up nudge a week later if no review appears, then stop.
Why third: Reviews compound; the ask is cheap. But it fires on job completion, which today Pete logs manually, so the trigger is only as reliable as that habit.
Prerequisites:
- A consistent "walkthrough complete" signal in GHL (checkbox or tag Pete's team actually sets, tied to Quality Control SOP).
- Template approved against the Review Response Guide tone rules; ask honestly, never incentivize, never gate by sentiment.
- Exclusion rule for jobs with open complaints or unresolved punch lists.
4. Weekly owner brief
What: Every Monday morning, Dave gets a one-page brief: pipeline by stage with week-over-week movement, stale-stage violations, estimates outstanding past 3 business days, emergency calls handled, and leads by source. Drafted by the Hermes agent from GHL data, delivered internally.
Why fourth: High value but zero customer risk, and it depends on the hygiene rules being enforced first; a brief built on a dirty pipeline is confidently wrong.
Prerequisites:
- Rosa's Friday hygiene sweep running consistently, so the numbers mean something.
- Agreed brief format (one page, same sections every week) signed off by Dave.
- Agent read access to GHL reporting confirmed; the brief is internal-only, so it can send without per-message approval once the format is approved.
Parked (not ranked yet)
- Attribution cleanup reporting: weekly exception list of leads with missing or suspect source tags. Waits on the agency UTM cleanup in the Knowledge Gaps Report.
- No-show rescue sequence: automated re-offer of slots after a first no-show. Waits on the No-Show Process template approvals.
- CompanyCam-to-GHL job linking. Manual matching by address works; automation is nice-to-have.
Ground rules for anything we automate
- Every automated customer message comes from an approved template. No generated free-text to customers.
- Automations never move pipeline stages. They react to stages; humans set them.
- Every sequence has a suppression rule (reply, booking, stage change stops it) and an owner who reviews it monthly.
- Launch one at a time, watch it for two weeks, then start the next.
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