The 30-Day Roadmap

Automate Your Home
Service Business.

A tactical guide to eliminating admin chaos, booking more jobs, and getting your nights back. Expanded Edition.

I didn’t write this guide to sell you software. I wrote it because I’ve seen too many skilled tradespeople trapped in admin hell. You built a business to build things—houses, pipes, wiring—not to wrestle with spreadsheets at 9 PM.

The tools in this roadmap aren't theoretical. They are the exact infrastructure I build for clients every day. Whether you're a one-truck operation or scaling to ten, the principle is the same: eliminate the robotic work so you can focus on the human work.

Don't try to do all 30 days in a weekend. Build one system at a time. Test it. Trust it. Then move to the next.

Let's build.

— David Flynn, Founder of HomeOps
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The Cost of Chaos

You can't fix what you don't measure. Before we start building, we need to know exactly how much "doing it yourself" is costing you.

The Cost of Chaos Audit

Fill in your own numbers to see the monthly cost of manual work.

Missed Calls Per Week
Average Job Profit
x $
Weekly Revenue Lost = $0
Total Yearly Waste (Weekly x 52) = $0
Week 01

Foundation & Data Centralization

You cannot automate what you cannot see. The first step is moving from "Pen & Paper" to a "Digital Command Center." This creates the foundation for everything else.

Day 1: Audit Your Current Chaos

Theme: Understand Your Starting Point
Time Estimate: 60-90 minutes

Why It Matters: You can't fix what you don't measure. Before you can automate, you need a clear, honest picture of where your time, money, and leads are currently going.

Action Steps

  1. Track Missed Calls: Log every single missed call for 24 hours.
  2. Calculate "Cost Per Missed Call": Avg profit per job × Number of missed calls.
  3. Map Your Process: Draw out lead-to-cash steps on paper. Identify manual touchpoints.
  4. Time Admin Tasks: Use a stopwatch for invoicing, quoting, and scheduling for one day.

Pro Tip: Record a few customer calls (if legal) to analyze your own communication. Do you sound rushed?

Day 2: Choose & Set Up Your CRM

Theme: Create Your Digital Command Center
Time Estimate: 45-60 minutes

Why It Matters: Your CRM is the "brain" of your operation. Moving away from notebooks to a centralized CRM is the single most important step in building a scalable business.

Action Steps

  1. Choose Your CRM: Jobber (1-5 trucks) or ServiceTitan/HCP (5+ trucks).
  2. Create Account: Use a business email address.
  3. Configure Settings: Add company branding, address, and time zone.
  4. Set Up Users: Add yourself and team members with appropriate roles.
Starter Jobber Best for simplicity and affordability.
Growth ServiceTitan Best for complex operations and reporting.

Day 3: Migrate Customer Data

Theme: Populate Your Digital Brain
Time Estimate: 1-3 hours

Why It Matters: An empty CRM is useless. Consolidating scattered data into one central database paves the way for automation.

Action Steps

  1. Gather Data: Phone contacts, spreadsheets, QuickBooks, old invoices.
  2. Export to CSV: Get everything into a spreadsheet.
  3. Clean Data: Fix typos, label columns (First Name, Last Name, Email, Phone).
  4. Import: Upload to your CRM and map fields. Spot-check for errors.

Day 4: Set Up Business VoIP

Theme: Separate Business from Personal
Time Estimate: 30-45 minutes

Why It Matters: Using your personal cell is unprofessional and unsustainable. A dedicated business line (OpenPhone, RingCentral) allows you to route calls and set business hours.

Action Steps

  1. Choose Provider: OpenPhone is great for small teams.
  2. Select Number: Choose a local number to build trust.
  3. Record Greeting: Professional voicemail with company name.
  4. Set Hours: Define when you are available and when calls go to voicemail.

Day 5: Missed Call Auto-Response

Theme: Plug the #1 Leak in Your Funnel
Time Estimate: 15-20 minutes

Why It Matters: 60% of leads choose the first business to respond. An automated text-back ensures every lead gets an instant acknowledgement.

Action Steps

  1. Enable Auto-Reply: Find "Missed Call Text" in your VoIP settings.
  2. Customize Script: Friendly, personal, with a next step.
  3. Test It: Call your business number from a different phone to verify.
Copy-Paste Script
"Hi, this is [Name] from [Company]. Sorry I missed your call, I'm on a job. I'll get back to you ASAP.

In the meantime, you can text me your question here. Thanks!"
AI Level-Up The Booking Agent
Instead of a static text, an AI agent engages the customer immediately, asks qualification questions, and books the slot directly on your calendar.

Day 6: Create Service Catalog & Pricing

Theme: Standardize Your Offerings
Time Estimate: 2-4 hours

Why It Matters: Standardized pricing enables accurate estimates and professional invoices. Stop quoting off the top of your head.

Action Steps

  1. List Services: Everything you offer.
  2. Define Pricing: Flat-rate is often better than hourly for home services.
  3. Calculate Costs: Factor in labor, materials, and overhead.
  4. Input to CRM: Enter into "Products & Services" or "Price Book".

Day 7: Performance Dashboard

Theme: Visualize Your Business Health
Time Estimate: 45-60 minutes

Why It Matters: Move beyond guesswork. A dashboard gives you a real-time view of your performance.

Action Steps

  1. Identify KPIs: Leads, Jobs Booked, Conversion Rate, Revenue, Avg Job Value.
  2. Create Dashboard: Use your CRM's reporting features.
  3. Schedule Review: Block 30 mins weekly to review these numbers.
Week 02

Lead Capture & Scheduling

Stop playing "Calendar Tetris." Your goal this week is to let the customer do the work of booking the appointment.

Day 8: Set Up Online Booking

Theme: Let Customers Book Themselves 24/7
Time Estimate: 60-75 minutes

Why It Matters: Empower customers to schedule directly from your website. Captures leads after hours and reduces phone tag.

Action Steps

  1. Activate Feature: Enable online booking in your CRM.
  2. Configure Availability: Set specific hours and buffers.
  3. Link Services: Connect services from your price book.
  4. Customize Form: Keep it simple (Name, Address, Phone, Issue).

Day 9: Optimize Google Business Profile

Theme: Turn Searchers into Customers
Time Estimate: 45-60 minutes

Why It Matters: Your most important marketing asset. An optimized profile with a clear "Book Online" button drives leads.

Action Steps

  1. Claim & Verify: google.com/business.
  2. Add Booking Link: Paste your online booking URL into the "Appointment" field.
  3. Update Info: Ensure services and hours match your CRM.
  4. Add Photos: Upload at least 10 high-quality images.

Day 10: Booking Confirmation Workflow

Theme: Lock In the Appointment
Time Estimate: 30-45 minutes

Why It Matters: Instant confirmation reassures the customer and reduces no-shows.

Action Steps

  1. Create Workflow: Trigger on "New Booking".
  2. Email Action: Send confirmation with Date, Time, Service, Address.
  3. SMS Action: Send brief text confirmation.
  4. Test: Book a fake job to verify receipt.

Day 11: Appointment Reminders

Theme: Eliminate Forgetful No-Shows
Time Estimate: 30-40 minutes

Why It Matters: Customers forget. Automated reminders protect your revenue.

Action Steps

  1. 24-Hour Reminder: Email/SMS one day before. "Reply to reschedule."
  2. Day-Of Reminder: SMS on the morning of the job.
  3. Include Details: Date, time, and tech name if possible.

Day 12: "On My Way" Notifications

Theme: Improve Day-of-Service Experience
Time Estimate: 30-45 minutes

Why It Matters: Reduces customer anxiety and "Where are you?" calls. Provides a professional, Uber-like experience.

Action Steps

  1. Trigger: Job Status = "Dispatched" or "En Route".
  2. Action: Send SMS to customer.
  3. Content: "Hi [Name], [Tech] is on the way! ETA 20 mins."
  4. Tracking: Include GPS link if your CRM supports it.

Day 13: Route Optimization

Theme: Maximize Billable Hours
Time Estimate: 20-30 mins daily habit

Why It Matters: Drive time is wasted time. Efficient routing fits in more jobs per day.

Action Steps

  1. Use Route Tool: Most field CRMs have this built-in.
  2. Visualize Schedule: Look at the map view.
  3. Optimize: Group jobs by location/zip code.
  4. Daily Habit: Do this every afternoon for the next day.

Day 14: Sunday Night Protocol

Theme: Prepare for a Profitable Week
Time Estimate: 30 mins weekly

Why It Matters: Start Monday with a plan, not chaos.

Action Steps

  1. Review Schedule: Check dispatch board for next week.
  2. Unscheduled Jobs: Plan to call pending leads Monday AM.
  3. Audit Invoices: Who owes you money?
  4. Inbox Zero: Clear non-essential emails.
Week 03

Sales, Estimates & Conversion

Speed wins deals, but options increase profit. Let's modernize your bid process.

Day 15: "Good, Better, Best" Templates

Theme: Engineer Higher Profits
Time Estimate: 60-90 minutes

Why It Matters: Giving options allows the customer to choose. Most will pick the middle option, increasing your ticket value.

Action Steps

  1. Select Service: Pick a common repair/replace scenario.
  2. Good: The Band-Aid (Quick fix).
  3. Better: The Repair (Comprehensive fix + warranty).
  4. Best: The Solution (Full replacement).
  5. Build Template: Create this in your CRM quoting tool.

Day 16: Digital Estimate System

Theme: Professionalize Proposals
Time Estimate: 45-60 minutes

Why It Matters: Handwritten quotes are unprofessional and hard to track. Digital quotes are trackable and signable.

Action Steps

  1. Customize Template: Add logo and terms.
  2. Test: Send a quote to yourself.
  3. Mobile Check: Ensure it's easy to sign on a phone.

Day 17: Photo-to-Estimate Workflow

Theme: Let Techs Be Your Sales Force
Time Estimate: 60 minutes

Why It Matters: Techs shouldn't be typing complex quotes. They should capture data so the office can close the deal.

Action Steps

  1. SOP: Tech takes photos + voice note of issue.
  2. Process: Sends to office (email/app).
  3. Quote: Office builds "Good, Better, Best" quote immediately.
  4. Goal: Send quote before tech leaves driveway.
AI Level-Up The Instant Estimator
Your tech uploads a photo and voice note. The AI analyzes the image, identifies parts, checks your price book, and drafts a complete quote for review in 30 seconds.

Day 18: Automate Quote Follow-Up

Theme: Never Let a Lead Go Cold
Time Estimate: 45-60 minutes

Why It Matters: 40% of quotes are ignored. Automated nudges close more deals without manual effort.

Action Steps

  1. Wait 3 Days: If status is still "Sent".
  2. Follow Up 1: Friendly check-in. "Any questions?"
  3. Wait 4 Days: If still pending.
  4. Follow Up 2: Final nudge. "Availability opening up next week."

Day 19: Objection Handling Scripts

Theme: Prepare for the "Price" Question
Time Estimate: 45-60 minutes

Why It Matters: Confidence closes deals. Have prepared answers for "It's too expensive."

Action Steps

  1. Identify Objections: Price, Timing, Competitor.
  2. Write Scripts: Focus on value/safety, not discounting.
  3. Document: Save in a shared team doc.
Objection Handler
"I understand price is a factor. My concern with the cheaper option is we'll be back in 6 months fixing the next part. I'd rather fix it right once. Does that make sense?"

Day 20: Proposal Tracking (Pipeline)

Theme: Visualize Your Pipeline
Time Estimate: 30-45 minutes

Why It Matters: You can't manage what you can't see. Track every active deal.

Action Steps

  1. Define Stages: Lead > Quote Sent > Negotiation > Won > Lost.
  2. Create Deals: Every quote gets a deal card.
  3. Update: Drag and drop as they progress.

Day 21: Win/Loss Analysis

Theme: Learn from Every Quote
Time Estimate: 30 mins setup

Why It Matters: Understand why you lose so you can fix it.

Action Steps

  1. Configure Reasons: Price, Competitor, Ghosted, Timing.
  2. Mandatory: Require a reason when marking "Lost".
  3. Review: Check weekly for patterns.
Week 04

Payment, Reviews & Retention

The job isn't done until the money is in the bank and the review is posted. Optimize the "Gratitude Window."

Day 22: Automated Invoicing

Theme: Get Paid Immediately
Time Estimate: 45-60 minutes

Why It Matters: Delaying invoices delays payment. Send it the moment the job is done.

Action Steps

  1. Template: Ensure it matches your quote.
  2. Online Payments: Connect Stripe/Square. Essential.
  3. SOP: Tech sends invoice from driveway upon completion.

Day 23: Payment Reminders

Theme: Automate Accounts Receivable
Time Estimate: 30-45 minutes

Why It Matters: Chasing money is awkward. Let the robot do it.

Action Steps

  1. Due Date: Friendly reminder.
  2. 3 Days Late: Firm reminder.
  3. 7 Days Late: Overdue notice.
  4. Action: Include direct payment link in all.

Day 24: Review Request Automation

Theme: Autopilot Reputation
Time Estimate: 30-40 minutes

Why It Matters: Reviews drive SEO and trust. Ask when they are happiest.

Action Steps

  1. Trigger: Job Paid.
  2. Delay: 1 Hour (The Gratitude Window).
  3. Action: SMS with direct Google Review link.
AI Level-Up The Reputation Manager
When a review comes in, the AI drafts a personalized response based on the customer's specific comments and posts it for your approval.

Day 25: Review Monitoring

Theme: Listen to Customers
Time Estimate: 30-45 minutes

Why It Matters: Responding shows you care. Address negative feedback fast.

Action Steps

  1. Alerts: Google Alerts for business name.
  2. Owner Role: Designate a "Response Captain".
  3. Templates: Have ready-made responses for positive and negative reviews.

Day 26: Customer Satisfaction (NPS)

Theme: Measure What Matters
Time Estimate: 45-60 minutes

Why It Matters: Catch issues before they become bad reviews.

Action Steps

  1. Survey: "How likely are you to recommend us? (0-10)"
  2. Automate: Send 24 hours after job.
  3. Feedback: Ask "Why?" to get qualitative data.

Day 27: Repeat Customer Nurture

Theme: Lifetime Value
Time Estimate: 30-45 minutes

Why It Matters: Cheaper to keep a customer than find a new one.

Action Steps

  1. Identify Service: Annual maintenance/tune-up.
  2. Long Delay: Wait 10-11 months after job.
  3. Reminder: "Time for your annual service. Book here."

Day 28: Referral Requests

Theme: Best Customers = Sales Team
Time Estimate: 30-40 minutes

Why It Matters: Referrals are high-trust, high-close leads.

Action Steps

  1. Target: Only ask "Promoters" (NPS 9-10).
  2. Delay: 24 hours after survey.
  3. Ask: "Know anyone else who needs help? We'd love to serve them."

Day 29: Performance Analysis

Theme: Inspect What You Expect
Time Estimate: 60-90 minutes

Why It Matters: Optimization is continuous.

Action Steps

  1. Compare: Review Day 7 dashboard vs Day 1 baseline.
  2. Deep Dive: Which automation worked best? Which failed?
  3. Plan: Decide what to fix next.

Day 30: 90-Day Growth Plan

Theme: What's Next?
Time Estimate: 60-75 minutes

Why It Matters: Don't stop here. Scale.

Action Steps

  1. Identify Bottleneck: Hiring? Marketing? Cash flow?
  2. Pick Initiatives: Choose 1-3 focus areas for next quarter.
  3. Break Down: Set monthly goals.

Ready to Build the Machine?

You've built the foundation. But connecting these tools, setting up the API integrations, and orchestrating the AI agents takes time.

We build this for you.

At HomeOps, we don't just give advice—we build the infrastructure. We implement the CRM, the AI phones, and the automation infrastructure so you can focus on the work.

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