Follow up every lead for 45 days. Bill every change on the next draw.
A remodel or a new home is sold over weeks, not on the first call. The inquiry from your website, Houzz or the model home needs a dozen touches before it becomes a design consult, and the proposal you sent needs more than one “just checking in.” We build the follow-up, the reactivation and the handoffs inside HubSpot, JobNimbus, your builder software or the tools you already run.
Where remodeling & home building companies lose the most
Where jobs slip
Where remodeling & home building companies lose work.
Design consult requests get one call, then silence.
A homeowner fills out your form on Sunday night about a kitchen, or walks the model home on Saturday and leaves an email. The first reply goes out, the second one is a newsletter, and by the time someone calls again they have met two other companies.
With a system: A 45-day follow-up schedule on every inquiry, written as questions about their project rather than updates about yours. It books the design consult into your calendar and stops the moment they reply.Lead follow-up →
Proposals sit for weeks, then get forgotten.
A remodel proposal is a big number and a slow decision. The homeowner needs to talk it over, the next consult takes over the week, and the estimate folder fills with jobs nobody has called in a month. Last year’s unsigned proposals are still in there.
With a system: Follow-up on every open proposal on a schedule you approve, the financing you already offer, and a reactivation pass through last season’s estimates, cleaned and consent-checked before anyone is texted.Estimate follow-up →
Selections and the deposit stall the start date.
The contract is signed, and now the job waits on tile, cabinets, fixtures and a deposit someone has to chase. If selections live in email threads, the production manager finds out what is missing the week the crew is supposed to start.
With a system: A selections list with deadlines on the job record, reminders to the homeowner as each one comes due, and a start date held until the selections and the deposit are in.Job handoffs & scheduling →
Change orders get built and never billed.
The homeowner asks for a second outlet, a deeper niche, a different trim, and the lead carpenter says yes on site. On a draw schedule, an approved change that is not on the next draw request is money you may never see.
With a system: Every approved change recorded against the job with its price the day it is approved, carried onto the next draw or the final invoice, and reminders on anything unpaid.Change orders & collections →
One job, start to finish
Kitchen remodel, signed after a quiet proposal.
A fictional example: a kitchen remodel inquiry that goes quiet after the proposal, then signs in week five. This is the record your office would see.
JOB #3308
Kitchen remodel, signed after a quiet proposal
Signed
Customer
Dana Whitfield
Source
Website form
Saved in
HubSpot
Inquiry
Consult
Proposal
Signed
Conversation track7 entries
Homeowner
Submitted the website form: kitchen remodel, “sometime next spring”
Office closed. Budget left blank.
AI assistant
Replied in under a minute with two questions
Whether the layout changes, and whether they have a date in mind. Offered three consult times.
System
Consult booked: Thu 4:30 PM at the house
Added to the designer’s calendar with the form answers attached.
Your team
Proposal sent: $68,400, two options
Homeowner said they needed to talk it over.
AI assistant
Followed up with a question, not a check-in
Asked whether the island or the pantry wall was the harder decision. Sent the financing you already offer.
Homeowner
Asked whether a spring start could hold if they signed in November
Handed to the designer with the whole thread.
Your team
Signed. Deposit requested, selections list opened.
Start date held until tile and cabinets are chosen.
Example remodeling & home building work order. Fictional names and times.
What we build
Systems for remodeling & home building companies.
Lead follow-up for a long sales cycle
Every website, Houzz, referral and model-home inquiry gets the same schedule: a reply in the first minute, then questions about their project spaced over 45 days. It books the consult into your calendar and hands any reply to the person who will run the meeting.
Open proposals get a follow-up schedule you approve. Last season’s unsigned estimates get cleaned, consent-checked and sorted by why they stalled before anyone is messaged. Signed work is the only result we count.
Selections with deadlines on the job record, reminders to the homeowner as each one comes due, and a start date that moves only when your office decides it should.
Approved changes recorded with a price the day they are approved, carried onto the next draw request or the final invoice, and reminders on anything unpaid. Your office reviews prices; the system keeps nothing off the bill.
Unsigned proposals from the last twelve months are already in your system, so there is nothing new to collect. A reactivation pass shows within a few weeks whether the build pays for itself, and it touches none of your phones. Lead follow-up for new inquiries comes next, before the spring rush of consult requests.
Price
Workflow builds $1,500–$5,000, AI calls and texts included where they fit. Pricing →
Built in
The CRM, phone system and calendar you already use.
Questions
What remodeling & home building owners ask.
Does it work with Buildertrend?
Beside it, not inside it. As of October 2026, Buildertrend has no public API or Zapier app, so follow-up runs in your phone and texting tools and your team logs the result, or we work from a scheduled export. Software with an API, like HubSpot, JobNimbus or Jobber, gets the follow-up written straight into the record. Our CRM comparison lists what each one allows, and we confirm yours before quoting.
How long should a home builder follow up a lead?
Longer than feels polite. Builder follow-up surveys find most online leads need several touches before they answer and recommend personal outreach for 30 to 45 days; see Do You Convert’s home builder follow-up survey. We build 45 days by default, with messages that ask about their project rather than announce yours, and the schedule stops the moment they reply.
Can it text last year’s estimates?
Only the ones that can be texted. We clean the list, check consent for each number, sort by why the job stalled and send a small batch first. A homeowner who said no stays no. Signed work is the measure, not replies.
Can the homeowner see selections and change orders themselves?
Yes. If your builder software has a client portal, we use it. If not, we build a customer portal where they see the selections due, approve a change order with its price and see the next draw. Approvals land on the job record either way.
What does it cost for a remodeler doing twenty jobs a year?
A workflow build is $1,500 to $5,000 depending on how many tools it connects. Proposal follow-up and reactivation usually sit at the low end because they use the records you already have. A Care plan, $1,500 a month, then keeps the schedules, wording and calendar current as your season changes.
Next step
Bring the proposals that never signed.
Book a free 20-minute call. Export your unsigned proposals from the last twelve months, and we will sort which to follow up first and what to say.