You're spending hundreds monthly on a CRM like Buildertrend, yet it may be barely more than a glorified address book. Leads vanish, estimates go unanswered, and you're still texting quotes from your phone at 9 PM. Sound familiar?
The gap between closing 20% of leads and 35% isn’t luck or charm—it’s a CRM that works for you. Here are five fixes you can implement today to stop losing winnable deals. Each takes less than an hour and targets the pain points remodelers, design/build firms, and landscape architects face daily.
1. Activate Speed-to-Lead SMS Alerts
The Leak: Leads pile up in your inbox while you’re on-site. By the time you call back, they’ve booked two other contractors.
The Fix: Set up SMS alerts that ping your team instantly with the lead’s name, number, and project type. Most CRMs (Buildertrend, CoConstruct) have this in notification settings—dig through and enable it.
Why It Works: Data shows a 5-minute response time boosts close rates by 50% compared to waiting an hour. Get this right, and you’ll outpace competitors before they pick up the phone.
How: Go to your CRM’s notification settings, enable SMS for new leads, and assign to your on-call closer. Test it to ensure details like project type show up.
2. Automate Estimate Follow-Ups
The Leak: You send an estimate, then it’s radio silence. You’re tracking 20+ quotes in your head, forgetting who needs a nudge.
The Fix: Create a simple automation for “Estimate Sent” status:
- Day 2: Assign a follow-up task.
- Day 3: Send a check-in email (“Did you receive the proposal?”).
- Day 5: Flag for a call if no reply.
Why It Works: This uses basic CRM features you’re already paying for, cutting mental clutter and keeping deals alive. Our clients see a 15% lift in conversions from consistent follow-ups.
How: In your CRM, set triggers for “Estimate Sent.” Link to prewritten email templates and task assignments. Keep it simple—overcomplicated sequences waste time.
3. Stop Ghosting with a 3-Touch Sequence
The Leak: You nail the estimate meeting, but the client disappears. No reply, no closure, just crickets.
The Fix: Build a 3-email sequence for unresponsive estimates:
- Day 3: “Checking if you got the proposal—any questions?”
- Day 7: “Here’s a tip for your project [insert value]. Thoughts on scope?”
- Day 14: “Should we pause this or move forward?”
Why It Works: Value-driven, non-pushy emails rekindle 20% of “dead” leads. Add a project photo or deadline nudge to spark engagement.
How: Use your CRM’s automation tool to trigger emails based on “Estimate Sent, No Reply.” Write concise, contractor-friendly messages. Test and tweak timing.
4. Track Lead Sources (The Easy Way)
The Leak: You’re dropping $2K-$5K monthly on marketing but can’t tell if Google Ads or referrals drive your best jobs.
The Fix: Add a mandatory “Lead Source” field with simple options:
- Referral (Client/Trade)
- Website
- Other
Run a monthly report on close rates by source.
Why It Works: Clarity on what works saves thousands. One client ditched a $1,200/month ad spend with a 4% close rate after seeing referrals hit 45%.
How: Update your CRM’s lead form to require source selection. Set up a basic dashboard to track conversions. Takes 10 minutes, max.
5. Monitor Pipeline Velocity
The Leak: Deals stall in “Estimate Delivered” for weeks. You don’t know if they’re alive or lost to a competitor.
The Fix: Enable stage duration alerts:
- Estimate Sent > 7 days: Notify for follow-up.
- Proposal Viewed > 5 days: Create a task.
- Verbal Commit > 3 days: Flag for a call.
Why It Works: This recovers 15-20% of stuck deals by prompting action. It’s like having a sales assistant who never sleeps.
How: In your CRM, set stage timers under pipeline settings. Assign alerts to your team. Check weekly to spot bottlenecks.
The Hard Truth
These fixes can add $10K-$30K to your revenue this quarter—real money from tools you already own. But they’re just scratching the surface. A fully optimized CRM doesn’t just store data; it:
- Qualifies leads automatically.
- Nurtures prospects 24/7.
- Pinpoints ready-to-buy clients.
- Guides you on which jobs to chase.
You’re too busy running crews and managing projects to unlock this yourself. That’s where we come in.
Discover Your CRM’s Hidden Power
We’ve transformed CRMs for hundreds of remodelers, design/build firms, and landscape architects, turning contact lists into deal-closing machines. The best part? You’re already paying for most of the features—they’re just dormant.
Get a Free Pipeline Inspection
In 30 minutes, we’ll dive into your CRM and reveal:
- Your top 3 revenue leaks.
- Unused features costing you money.
- One automation to boost conversions fast.
No pitch, no pressure—just a clear look at what’s broken and how to fix it. Your CRM should be sealing deals, not collecting dust.
