1️⃣ NEW LEAD

Definition:
Lead has entered system. Comfort Advisor has not yet gone to the site.

Ownership: Office

Automation Triggered:
None.

Purpose:
Office reaches out and schedules appointment. Lead remains here until appointment is completed.

2️⃣ ESTIMATE SENT

Definition:
Comfort Advisor has presented solution and estimate has been delivered.

Ownership: Comfort Advisor

Automation Triggers (Immediately Upon Status Change):

🔹 24-Hour Follow-Up Task

• Task reminder for Comfort Advisor
• Call to confirm they received the estimate
• If no answer → leave voicemail + send text

🔹 3-Day Follow-Up Text

• Automated check-in
• “Just checking in to see if you have any questions about your proposal.”

🔹 7-Day Final Phone Call Task

• Reminder for Comfort Advisor
• Stronger closing conversation
• Address objections and attempt to secure next step

These are TASK automations that remind the Comfort Advisor.
They are not passive marketing emails.

3️⃣ HOT LEAD

Definition:
Client is highly engaged and close to moving forward.

When to Use:

• Positive follow-up conversation
• Asking about scheduling
• Requesting minor revisions
• Verbal commitment pending payment

Automation:

• Manual follow-up required
• High-touch personal communication
• No long drip sequences

Goal:
Move to “Won” status quickly.

4️⃣ WARM LEAD (Day 8–28)

Definition:
Client has not committed after 7-day follow-up but has not declined.

Timeline: Day 8–28 after Estimate Sent

Purpose:
This is the “decision window” before moving to Cold.

Automation & Tasks:

🔹 Day 14 Email

• Educational
• Reinforce value
• Remind them of scope and next steps

🔹 Day 28 Phone Call (Final Attempt Before Cold)

• Confirm interest
• Ask directly:
  • “Would you like to move forward?”
  • “Would you prefer to stay on updates?”
  • “Should we close this out for now?”

Warm Leads may sit longer if needed, but must always have a task assigned.

5️⃣ FOLLOW-UP (Custom Date Requested)

Definition:
Client specifically asks you to reconnect on a certain date.

Process:

• Set reminder directly in Workiz schedule
• Assigned to Ambrose (or appropriate team member)

Automation: None
This is a manual scheduled follow-up.

6️⃣ COLD LEAD (60+ Days)

Definition:
Client has not moved forward and did not commit during Warm phase.

Process Before Moving to Cold:

• Final call by Trey (60-day quick check-in)

After Call:
Move to Cold Lead status.

🔄 What Happens When Moved to COLD:

Ownership transfers to Office.

Automations Begin: 3-Month Nurture Sequence

• Quarterly IAQ / HVAC health tips
• Seasonal tune-up reminders
• Holiday specials
• “We haven’t heard from you” check-ins

This keeps your company top-of-mind without sales pressure.

7️⃣ LEAD LOST

Definition:
Client has clearly declined or chosen another company.

Automation (1 Hour After Status Change):

• Email thanking them for the opportunity
• Reinforce that you would love the chance to serve them in the future
• Leave door open for reconsideration

Tone: Professional, confident, non-desperate.

IMPORTANT PIPELINE RULE

🚨 Cold Leads and Won Leads transfer to the OFFICE side.

This means:

• No need for Comfort Advisor quarterly drip campaigns
• No need for sales-side nurture after “Won”
• Office marketing automation takes over

Sales focuses only on active pipeline movement.