PipeStitchGet help
Follow up

No lead waits past Monday

Every lead gets a next step each week.

The short version

  • Who runs it: Whoever answers the phone, Monday at 8, for 15 minutes.
  • Set it up once: about 30 minutes
  • Check it’s working: Zero rows with Last contact older than 7 days and Status still Open. Look at the sheet Friday at 4.

What it costs you today: Every quiet lead is money you already spent on ads and referrals, walking out the door.

What you’ll use

  • Google Sheetsfree
  • Gmailfree
  • Your AI assistantfree plan works

Set it up once

about 30 minutes

  1. Make one sheet called Leads with five columns: Name, Where they came from, Last contact, Status (Open, Won, or Lost), and Next step.

  2. Set one rule: every call, text, or form that could become a job gets a row the same day, even a one-word row.

  3. Save the prompt below as a saved chat or project in your assistant, so you don’t have to find it every week.

  4. Put a 15-minute block on your calendar, Monday at 8, called Leads.

Run it every time

  1. Copy the rows whose Status isn’t Won or Lost.

  2. Paste them under the saved prompt. You get three lists: call today, send a nudge with the message written, and let go.

  3. Make the calls and send the nudges. Then update each row’s Last contact and Next step.

  4. Mark everything on the let-go list as Lost, so it stops coming back.

Copy this prompt

Paste this, then your lead rows underneath.

You are my follow-up assistant. Below I’m pasting rows from my lead list. Each one has a name, when we last talked, and where things stand. Give me three short lists: 1) Call today: people who are warm but waiting on me. 2) Send a nudge: people who’ve been quiet more than a week; for each, write a friendly two-sentence check-in I can copy and send. 3) Let go for now: people who’ve gone cold, so I can stop carrying them around in my head. Keep everything plain and short. Here are my leads:

The number to check

Zero rows with Last contact older than 7 days and Status still Open. Look at the sheet Friday at 4.

When not to use it

  • You get more than 20 new leads a week. That’s past a spreadsheet; use your job software’s lead list and its reminders.
  • Your leads come through a booking site that already times your replies for you.
  • Nobody in the shop will keep the sheet up. The playbook is only as good as the rows.

Privacy: Use first names and a job type. Leave out phone numbers, emails, and addresses when you paste.

When you outgrow this
If you pay for Jobber or Housecall Pro, keep leads there instead of a sheet and use its reminders. The prompt still writes the nudges.

Next playbook: Nothing stays unpaid past 30 days →