Automation Expert for Restoration CRM

# Doctor Fix-It – JobSight + Zapier + Markate Automation Project ## Project Goal I need an experienced automation developer to build a **job-monitoring, follow-up, scheduling, production, and employee accountability system** for Doctor Fix-It Restoration & Reconstruction. We use **JobSight** for restoration/project management, **Markate** for CRM/billing/payment functions, and want **Zapier** used to connect and automate the workflow wherever technically possible. I am not looking for basic notifications. I want the system to monitor every active job, identify what needs to happen next, notify the correct employee, and continue following up until the required action is completed. This is a working draft. I want to review the actual workflow with the programmer over Zoom before the full build. ## 1. New Lead When the CSR creates a new job in JobSight under **Lead**, the estimator, PM, and specialty manager may be assigned. Immediately: - Email the assigned estimator. - Identify the customer/job. - Notify them that a new lead was assigned. - Notify the appropriate PM/manager when applicable. ## 2. Appointment Scheduled Once the CSR schedules the initial inspection/estimate: - Email the estimator again. - Include customer name, job, date, and time. - Confirm the appointment is on their schedule. ## 3. Appointment Completed – Sales Follow-Up Beginning the next business morning after the appointment, if the job remains unsold, email the assigned employee **Monday through Friday** until a decision is made. The reminder should ask: - Did we contact the customer? - Did we review the estimate? - Did we answer questions? - Did we discuss scope/job details? - Did we ask for the sale? - Did we collect the deposit? - What is preventing the sale? - Was the outcome entered in JobSight Notes? Stop these reminders when the job is: - Sold - Not Accepted - Lost - Declined - Closed If the customer declines and the job is closed, **all follow-up on that job stops**. ## 4. Two-Day Job Touch Rule Every active job must be touched at least **once every two days**. JobSight has a **Job Info → Notes** section. The system should check the most recent meaningful note. A job touch can include: - Customer call/update - Scheduling discussion - Material update - Estimate follow-up - Insurance/adjuster update - Customer question - Delay explanation - Next-step update If there has been no qualifying update within two days: - Email the assigned PM/employee. - Require the job to be touched. - Require an updated JobSight note. - Continue reminders until an update is entered. Customers should receive meaningful communication **at least twice per week**. ## 5. Job Sold Once a customer accepts the job: - Confirm deposit/payment arrangement. - Change job status appropriately. - Move the job into: - **Mitigation/Remediation**, or - **Production/Reconstruction** - Make sure billing/work-order information is handled appropriately in Markate. Once the job is sold, sales reminders stop and production reminders begin. ## 6. PM Introduction – 24 to 48 Hours Once a job enters Mitigation/Remediation or Production/Reconstruction, the assigned PM must contact the customer within **24–48 hours**. The PM should: - Introduce themselves. - Review next steps. - Answer questions. - Confirm availability. - Get the customer on the schedule for the next appointment/work date. - Document the conversation in JobSight Notes. Continue reminding the PM until customer contact and scheduling are documented. ## 7. Sold Job – Deposit and Scheduling Once sold, send a **business-day reminder every day until the job is scheduled**. The reminder should confirm: - Deposit collected - Customer contacted - Scope reviewed - PM understands the job - Job placed on schedule - Customer knows the schedule Once scheduled, this reminder stops. ## 8. Materials After scheduling, remind the PM/responsible employee to: - Review the scope. - Determine materials needed. - Order materials. - Confirm availability/delivery. - Make sure materials are ready before work begins. Basic workflow: **Sold → Deposit → Schedule → Materials → Production** ## 9. Active Production During production, continue monitoring: - Assigned PM - JobSight Notes - Scheduled dates - Customer communication - Outstanding issues The **two-day touch rule continues throughout production**. ## 10. Final Scheduled Day – Closeout On the last scheduled workday, remind the PM to complete: - Certificate of Completion (COC) - Final photos - PM final inspection - Scope verification - Customer satisfaction check - Punch-list items - Final paperwork - JobSight update - Final payment collection - Customer review request ## 11. Payment If final payment is collected: - Move the job to **Paid in Full/Completed**. If payment is not collected: - Move the job to **Receivables**. - Continue reminding the appropriate office/PM personnel until payment is resolved. Payment information should be reflected in Markate where appropriate. ## 12. Mitigation to Reconstruction A mitigation job may finish while reconstruction is still being sold. If reconstruction is sold, a **new reconstruction job/work order** may be created and the process starts again: **Lead/Sale → Deposit → Schedule → Materials → Production → Closeout → Payment** ## 13. JobSight + Markate + Zapier The goal is to connect: **JobSight + Zapier + Markate** wherever technically possible. The developer must determine: - What JobSight exposes through API/webhooks/Zapier. - Whether Notes can be monitored. - Whether status changes can trigger automation. - Whether employee assignments and schedules can be read. - What Markate exposes. - Whether payment status can be read. - What can run in real time versus scheduled checks. - How duplicate reminders will be prevented. Do not promise functionality until these systems have been verified. ## 14. Email Notifications Phase 1 will primarily use email. Emails need to go to the **correct person responsible for the job**, such as: - Es