My website is www.therenoking.ca. I get contacts filling out their info on my website. I also get people calling me or emailing me requesting an estimate. What I want to do is have these contacts stored into an app that does the following:
Step 1: Store the contacts info.
If by phone or email, then i would enter all the prospects info into the application. If they filled out their info on the contacts page on my website, then their info would be automatically transferred into the app. The app then sends the info into the following softwares/webapps:
a) a custom contact manager website that was previously built for me which is also linked to a website called sendoutcards.com. You can work with the creator of this custom site as this is probably going to remain the foundation of this app on the web side of things.
b) I have a contact manager that syncs with ipad/iphone/desktop computer called Chaos Intellect http://www.chaossoftware.com/intellect.aspx. I want the contacts info automatically created on this software as well. This software operates online as well.
So the contact will automatically be added there as well, which would sync with my phone, so now I have the contact in my phone.
Step 2: Contact the prospect
a) If they filled out their info on my site, then the app would create a calendar event in the chaos intellect software to call them. That calendar event would be set for the next business day at a preset time... 8am, 12pm, or 5pm, which ever is soonest.
If they called in or emailed me then I enter their info into the app, and have already talked to them and 1a is skipped and goes directly to step 1b/c:
b) scheduled the estimate
c) set a follow up time to call back to set up an estimate
If "c" then I would set the time for the follow up in the app and it would put the contact back to step 1a
If "b" then they move into the next step of the application. The app basically is going to act as an assistant, following up with me and pushing the prospect through the process without letting anyone slip through the cracks.
Step 3: Set the follow up
If the prospect is booked for an estimate then the app will schedule a reminder call in chaos intellect 2 hours before the estimate. Also, an automatic email is sent to the prospect 24 hrs before the appointment to confirm. So the reminder pops up in my phone to call them to confirm. I click
a) "confirmed" or
b) "not confirmed."
If "b", another reminder pops up every 30 minutes until "confirmed" is selected.
If "confirmed" is not selected, then a window pops up asking to send an automatic email asking if they want to reschedule the appointment. I click "yes" or "no". If
a) "yes" then the app sends the email
b) "no" then the app creates a note in the contacts info stating that the appointment was set, but never confirmed with no response. Then the app sends one more email 3 days later asking them if they still wanted an estimate. If I open the contact and set another appointment the app restarts at step 3.
Step 4: Confirmed estimate
If "a" confirmed is selected, then the app pops up again 15minutes after the time of the estimate asking for:
a) "Estimate complete?"
b) "no show"
c) "turn down job"
If "a" is selected, then the app automatically
(ai) sends a preselected card from sendoutcards.com which is also set up in my custom web contact manager i mentioned earlier.
(aii) asks me to enter a date to complete the estimate, then creates a reminder 24 hours before, and another 1 hour before to complete the estimate
(aiii) sets a follow up call 2 days after the estimate is complete
(aiv) creates a new lead in my estimating software (which can be desktop or online) ... http://www.smartcontractor.com/
If "4b" is selected. Then the app sends an email asking the prospect to contact us if they decide to reschedule the appointment.
If "4c" is selected. The app automatically sends a preselected thank you card from send out cards.
Stage 5: New client
Once the estimate is accepted, I would open the contact and change their status to "New client". At this point, the app:
a) asks what template emails to send. I would check off which ones and the app will automatically send those emails.
b) Asks for a job start date and end date. It would then automatically create a calendar event in chaos intellect for the start date and end date.
c) On the end date, the app asks if the job is complete. If
ci) "yes" the app automaticaly sends a preselected thank you card from send out cards.
cii) "no" then the app asks for a new completion date and will pop back up on the new date to repeat question 5c. This process continues until 5ci is selected.
Stage 6: Follow up marketing
After the job is complete, the app will send a series of automatic emails to the client for marketing purposes. The emails will never end unless I have not added more marketing emails or the client opps out of the automatic emails.
I know this is hard to quote without researching the software I am using. I also realize that you may have a better way of creating this app and i am open to suggestions that will save time, complexity but accomplish the same things. Your quote can be based on certain assumptions. You can also quote what it would cost to research the software used so you can then provide a proper quote with a better understanding of the software I am using and if everything is compatible or not.
Please do not send me an email asking me my budget. I don't have one and am first looking to see how much this is going to cost as I have no idea. If the cost makes sense then I will proceed. I do understand this project is going to take some time and cost to complete.