Home-service businesses can lose good opportunities quietly. The leak is often not a single broken tool. It is a missed call without an owner, a form that arrived after hours, an estimate with no reminder, or an old CRM record that nobody reviewed.
This checklist is meant for a human operator to run before adding more ad spend or hiring more admin help. It does not require automated outreach.
Start with the visible intake points
- Review missed calls from the last two weeks and mark whether each one has an owner.
- Review website form submissions and note whether each received a real next step.
- Review quote or estimate requests and mark which ones are waiting.
- Review after-hours inquiries and weekend requests separately.
- Review seasonal service spikes where lead volume outpaces the team.
Look for estimate follow-up gaps
An estimate is not complete just because it was sent. A useful review asks whether the business knows the current status.
- Was the estimate delivered?
- Was a follow-up task created?
- Is there a clear owner?
- Is the opportunity still worth reviewing?
- Is any message customer-facing and therefore approval-required?
Check the CRM or spreadsheet
Old records often hide real opportunities. Review records with no next task, no owner, no recent activity, or unclear stage.
- Leads with no next action.
- Open estimates without a follow-up date.
- Contacts marked interested but not assigned.
- Duplicate records that split the activity history.
- Opportunities that were never closed or revived.
A sheet to print and fill in
Print this page, or copy the table into a spreadsheet. Fill one row per record you find. The aim is that every row ends with an owner and a next action, or with a decision to close it.
| Record | Source | Owner | Next action |
|---|---|---|---|
| Missed call: name or number, date | Call log or voicemail | One named person | Call back, text, or close |
| Web form: name, date received | Form inbox | One named person | Reply today, or close |
| Estimate: customer, amount, date sent | Estimating tool or spreadsheet | One named person | Follow up on a set date, or close |
| Old lead: name, last activity | CRM or spreadsheet | One named person | One follow-up, or close |
| Duplicate: both records | CRM or spreadsheet | One named person | Merge, then keep one history |
| After-hours or weekend request | Voicemail, form, text | One named person | Reply first thing, or close |
To put your own numbers against these categories, use the roofing revenue leak worksheet. It is free, needs no email address, and runs in your browser without sending anything.
Decide what may be prepared before anyone contacts a customer
Whoever does the follow-up should prepare the work for review before contacting anyone. A simple order keeps it safe:
- Find the opportunity.
- Draft the follow-up.
- Have the owner approve anything a customer will see.
- Update the record after approval.
- Write down what happened.
Next step
If you would like a written second opinion, the Free Lead Leak Check reviews what you submit and your public website. It says what it could verify, what is only a possible risk, and whether the founder-led 30-day pilot looks like a fit. It does not send anything to your customers.