No answer → work down the list above (1 → 1B → 2).
⛔ PAST 9 PM — DO NOT TRANSFER ANYONE. Log the call on this sheet; the team follows up.
✓
Booked!
The appointment is on the calendar and the details were sent to the team. Confirm the date and time with the caller. Need to reach someone? All the numbers are below. Then start a new call.
✓
Logged & team notified
The details were sent to the team. Let the caller know someone will reach out shortly. Need to transfer them or reach someone? All the numbers are below.
📝 How this sheet works
Pick why they’re calling below.
Fill it out while they’re on the line — name, phone, address, and what they need.
Hit submit. The next screen gives you who to call and every direct number, in the order to try them.
Nothing reaches the team until you submit, and the phone list stays hidden until then.
So even when the caller just wants a certain person — or is asking about a job already in progress —
fill this out first. It takes a few seconds, and their number is on the very next screen.
1
Why are they calling?
Pick the reason for the call.
2
Caller info
Name, phone, and the service address. Start typing the address — it will autofill.
3
What do they need?
Check everything they mention. No pricing here — the rep prices it on-site.
💵 Gutter Cleaning — Price It On The Phone
Work down the questions in order. The price updates as you go — read the green number at the bottom to the caller.
Question 1
How big is the house, roughly? (square feet)
Leave blank if they don’t know — it quotes the minimum.
Question 2
How many stories is it?
Question 3
How steep is the roof? — “Is it a normal roof, or is it a steep one?”
Question 4
Do they have gutter guards or covers on?
Do the guards need to come off to clean underneath?
Question 5
“Do you want to get on a maintenance plan? You save 5% on every clean and lock that rate in.”
How many cleans per year?
Lock that rate in for how long?
Question 6
“Do you want the outside of the gutters scrubbed too? They come out looking new instead of streaked.”One-time charge on the first visit — not added to every clean.
Question 7
“Do you want the roof cleaned while we’re there? That takes the black streaks and moss off the shingles.”One-time charge on the first visit — not added to every clean.
Question 8
Do they need it today or tomorrow? (emergency)
Question 9
Anything the crew should know? (optional)
Read This Price To The Caller
$0
💳 Collect The 50% Deposit
A 50% deposit is required before this job goes on the schedule.
Job subtotal
$0.00
Tax
$0.00
Job total
$0.00
50% deposit due now
$0.00
Card processing fee (3%)
$0.00
Charged if they pay by card
$0.00
Paying by bank transfer or check has no 3% fee — they would pay the deposit amount exactly.
Send the invoice again?
They will get a second email and text. The text can take up to two minutes to arrive — the email is usually faster, so give it a moment before sending again. Check the address and number on file if the first one never showed up.
Are you sure they turned it down?
This closes the job out as declined and tells the team. It cannot be undone from this screen.
Logged as declined — the team has it.
“No problem at all — I have got everything on file. If you change your mind just give us a call back and we can pick it right up where we left off.”
Invoice sent by email and text — say this now:
Once it actually shows as paid, hit Continue at the bottom to go to scheduling. Do not continue before it clears.
⚠️ Only the cleaning is priced above. Tell them the crew will look at it while they’re out and get them a price. It goes in the notes automatically.
4
Schedule it
Book the free in-person estimate now.
SuMoTuWeThFrSa
Pick a time
Internal tool — Roof Gutter Now, 4019 S. Main St, Akron, OH 44319.
Test runs: use phone 000-000-0000 — the booking still works, but no team notifications are sent.