Example Workflow · Proposals & Follow-up

Turn open estimates into Clear Proposals

Your CRM tracks the job. We help turn the estimate, tech notes, photos, and customer context into a proposal packet that's easier to understand, easier to approve, and easier to follow up on.

Works around Jobber · Housecall Pro · ServiceTitan · FieldEdge · Workiz · your CRM

Proposal packet · Example

Clear options. Easy next step.

Plain English. Three clear paths. No surprise math.

Prepared by

Hillside Heating & Cooling

License #HVA-12345 · Columbia, MD

Prepared for

Miller Residence

1234 Old Pine Court

Visit Tue, Jun 4

Situation

What we found at the visit

Your outdoor AC unit is 12 years old. The compressor is showing early failure signs and the system is low on refrigerant — likely a slow leak in the coil. It can be patched once more, but at this age each repair buys less time than the last. Here are three honest paths forward.

Your three options

Pick one · No pressure

Essential

~1–2 yrs life

Repair the current unit

$1,250

Out the door · payable on completion

· Replace failing compressor capacitor
· Top up refrigerant & seal leak point
· Full system flush & test
· 90-day workmanship warranty

Best if: you need cool air this week and want to defer the big spend.

Recommended

BALANCED

~8–10 yrs life

Replace the outdoor condenser

$4,800

Installed · financing available from $94/mo

· New 16-SEER outdoor condenser
· Keep existing indoor air handler
· New line-set fittings & pad
· 10-year parts warranty

Best if: the indoor unit is still healthy and you want a long-term fix at a fair price.

Complete

15+ yrs life

Full system replacement

$9,200

Installed · financing available from $164/mo

· Matched 18-SEER condenser + air handler
· Smart thermostat + setup
· 10-year parts & labor warranty
· Annual maintenance plan (2 yrs included)

Best if: you plan to stay 5+ years and want lower bills + peace of mind.

What happens next

1. Pick an option (or call with questions)
2. We schedule install within 5 business days
3. Payment due on completion or via financing

Timeline

Essential — same week, ~3 hours on site
Balanced — 5–7 days out, full day install
Complete — 7–10 days out, 1–2 day install

Warranty & maintenance

All replacements include manufacturer parts warranty and our labor guarantee. Maintenance plans available to keep coverage active and bills predictable.

Example only · Numbers and shop name are placeholder. The packet is rendered from your template, your pricing, and your CRM data.

How it works

Three steps. The CRM still drives the job.

01 Pulled from CRM

Estimate + job notes go in.

›
Customer — Miller residence, Ellicott City
›
Job — 12-yr AC, compressor failing
›
Tech notes — repair possible; replacement recommended soon
›
Customer concern — budget, timing

3 photos attached

Compressor

Coil leak

Nameplate

02 Generated

A proposal packet, drafted.

EssentialRepair now

BalancedReplace outdoor condenser

CompleteFull system + maintenance plan

· Plain-English scope, no jargon
· Timeline & warranty notes
· Payment / financing note
· Clear approval language

03 Queued

Follow-up, already written.

→
Customer email
Recaps the visit, links the packet.
→
SMS reminder
Sent on day 3 if no reply.
→
Owner summary
One-paragraph brief for the office.

Objection notes

budget timing trust

Where the open estimate goes cold.

Your CRM is fine. The handoff between the truck and the customer is where the money leaks. Here's the same week, on repeat:

Day 0

Estimate created in CRM

Tech wraps the visit. A line-item estimate is entered. One price, no options.
Day 2

"I'll think about it."

The customer can't compare what they're paying for. No good, no better, no best — just a number.
Day 7

Follow-up gets buried

Owner means to call. Truck breaks down. The reminder slides off the board.
Day 14

Office rewrites from scratch

Same explanations, every customer. Inconsistent tone, no template the techs trust.
Day 30

Job goes to the next shop

A competitor sent a clearer proposal. The customer says yes to them.

We don't replace your CRM. We sit beside it and fill the gap between estimate created and customer says yes.

What the shop gets back.

Estimates customers actually understand

Three options, plain language, what's included spelled out. No more "is this a good price?" calls.

Follow-up before the lead goes cold

Email and SMS go out on a schedule the shop sets, not when someone remembers.

Clear options without rewriting from scratch

Good-Balanced-Best, drafted from the tech's notes and your pricing — every time, the same way.

Office staff stay consistent

One template, one voice. New hires aren't reinventing the proposal email on day one.

Tech notes become customer language

"Cap shorted, R-410A low, recommend full RPL" becomes a paragraph a homeowner can read.

Keep the CRM. Improve the handoff.

Jobber, Housecall Pro, ServiceTitan — your system still drives the job. We just clean up what leaves the shop.

Want this around your current CRM?

We'll look at how your estimates are created today, where follow-up breaks down, and what proposal packet would help customers say yes faster.

Free 30-minute call · No pitch deck

This is an example workflow. Serenus Tech custom-builds automations around your tools, templates, and approval process.