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Daily Operations

Your morning-to-evening routine for keeping leads and jobs moving.

The whole daily routine takes about 5-10 minutes. Most of that time is checking what came in overnight. The system does the heavy lifting; you bring the human touch where it counts.

Your 5-minute morning routine

Every morning, in this order:

1. Open your RevStack mobile app

(That's the LeadConnector app from your phone's app store, logged into your Dynamic Group account.)

2. Check Conversations

Tap the Conversations tab.

  • Look at any yellow flagged messages — those are conversations the AI escalated to you because it couldn't handle them confidently
  • Reply to those first, in your own voice
  • Anything from a past customer (tagged lifecycle-customer-past) gets a personal touch — they remember you, return the favor

If everything is green / nothing flagged, the AI handled everything cleanly overnight. That's normal and good.

3. Check the Pipeline

Tap Opportunities → Sales Pipeline.

Three columns to scan:

Column What to check
New Lead Anything sitting here >24 hours? Call today.
Estimate Scheduled Today's appointments — show up to those.
Proposal Sent Anything sitting >7 days without a response? Follow-up call.

4. Check the Dashboard (web only, 30 seconds)

When you're at a computer, open app.revstackapp.com (or your custom RevStack URL) and look at the dashboard:

  • Leads this week
  • Conversion rate
  • Top lead sources
  • Where deals are stuck

You don't need to act on it daily — it's situational awareness.

When a new lead comes in

The system handles the first 5 minutes automatically:

  • Welcome email goes out
  • Contact created in your CRM
  • Opportunity created in "New Lead" stage
  • Tagged with the source (web form, Facebook, walk-in, etc.)

Your job: call them within 1 business hour.

The Fast 5 rule: the contractor who calls back fastest wins the lead 78% of the time. The data is unambiguous on this.

A starter script:

"Hi, this is [your name] from Dynamic Group. We got your message about [project type] — wanted to call and learn a bit more about what you're picturing. Is now a good time?"

After the call, in your RevStack mobile app:

  • Move the opportunity from "New Lead" → "Qualified" if you had a real conversation
  • Add notes about what you learned
  • Fill in custom fields: Project Type, Decision Timeline, Estimated Project Value
  • Schedule the next step (design consult, site measurement, showroom visit)

The more data you put in, the better the system tracks them — and the better your reports look at the end of the month.

When a message comes in

All messages — SMS, email, web chat, Facebook, Instagram — show up in your Conversations inbox in the RevStack mobile app.

Reply right from the app. The customer sees a normal text or email from Dynamic Group. They never see anything technical.

When the AI handles it

The Conversation AI handles common questions automatically:

  • Hours and location
  • What services you offer
  • Basic pricing ranges
  • Booking a consultation
  • "What's the status of my project?"

You'll see these conversations in your inbox marked as AI-handled. You don't need to do anything — but you can read through them to make sure the AI is doing the right thing.

When YOU need to step in

The AI flags conversations to you (yellow flag) when:

  • It can't answer confidently
  • The customer is asking pricing on a specific big project
  • The customer's tone changes — something feels off
  • The customer asks for a human directly

To take over: just type a reply. The AI stops once you've replied. You're back in control.

When an appointment is booked

Whether you booked it manually or a customer booked online:

  • The opportunity moves to "Estimate Scheduled" automatically
  • A confirmation email goes to the customer immediately
  • A reminder fires 24 hours before
  • (When SMS is approved: a reminder text fires 1 hour before)

Your job: show up to the appointment. That's it.

After the appointment, update the opportunity:

  • If you sent an estimate → move to Estimate Complete or Proposal Sent
  • If they want time to think → notes about what they're considering
  • If they said yes verbally → start preparing the contract

When a job is won

When the customer signs the contract:

  1. Update the opportunity to Won (Job Booked)
  2. Add the final contract value to the Final Invoice Total custom field
  3. Set the Job Status to "Pending Start"

When the job moves forward:

  • Job started → Job Status = "In Progress"
  • Job completed → Job Status = "Completed"
  • Customer paid → Job Status = "Paid in Full"

Why this matters: 24 hours after Job Status = Completed, the system automatically asks the customer for a Google review (in your voice, branded as Dynamic Group). Your Google rating climbs without anyone on your team remembering to ask.

When a job is lost

Move the opportunity to Lost. Add a note about why (price, timing, went with someone else).

Don't delete them. They go into the Long-Term Nurture sequence — an email every 2 weeks for 8 weeks reminding them you're here. About 8-15% of "lost" leads come back later, sometimes years later. Your competitors lose them forever. You don't.

Walk-in customers

Someone shows up at the showroom without booking ahead:

  1. Open the RevStack mobile app
  2. Tap the + button → New Contact
  3. Add their name, phone, email, what they want
  4. Set source to "Walk-In"
  5. Add them to the Sales Pipeline as Qualified (skip "New Lead" — you already talked to them)
  6. Schedule a follow-up appointment if they want one

Walk-ins are high-intent. Treat them accordingly.

End-of-day routine (2 minutes)

Before you log off:

  • Quick scan of Conversations — anything you missed during the day?
  • Move any opportunities that changed stages today
  • Add notes to anything you talked to a customer about

If you're consistent with this, your Friday morning report writes itself.

What NOT to do (let the system handle these)

Don't manually send any of these — the system does them automatically:

  • Welcome emails to new leads (fires within 5 minutes)
  • Appointment confirmations (fires when booked)
  • Appointment reminders (fires day before + day of)
  • Estimate follow-ups (fires 3-5 days after estimate if no response)
  • Review requests (fires when job marked Completed)
  • "Not now" nurture emails (fires every 2 weeks for past leads)

If you find yourself manually doing any of these — stop and tell us. That means we missed something in the setup.

What if I'm stuck?

Three most common stuck moments and what to do:

Stuck moment Fix
"I can't find this customer in the app" Use the search icon (magnifying glass). Search by phone, email, or partial name.
"I see a yellow flag but I don't understand what the AI was asking" Open the conversation. Read the last few messages. Reply directly to the customer — your reply takes over.
"I think the system sent the wrong email" Take a screenshot, send to Kevin. We'll figure out what fired and fix it.

For everything else, see Troubleshooting or Getting Help.

Video walkthrough

A short video walkthrough of the daily routine lives here once we wire it in.

Last updated: 2026-06-01 by Kevin / RevStack