Skip to content

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 moments automatically:

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

Then it pings you to reach out personally. The instant a lead comes in, you get an email — "New lead just came in — text them now from your cell" — with their name, phone number, and a ready-to-send suggested text. A task lands in your list at the same time so it can't slip.

Your job — within 10 minutes:

  1. Text them from your own phone (not the app). Paste or tweak the suggested message. A real text from a real person converts far better than an automated one — that's the whole point.
  2. Then call within the hour if they haven't replied.

The Fast 5 rule: the contractor who reaches out fastest wins the lead 78% of the time. Speed wins.

A starter text:

"Hi [name], this is Darek at Dynamic Group — thanks for reaching out about your project! Got a few minutes for a quick call so we can help?"

After you connect, 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 (Kitchen Design Consultation, 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

Today, live messages come in through email and website chat — they show up in your Conversations inbox in the RevStack mobile app. Facebook Messenger and Instagram DM activate the moment you connect those accounts, and they'll land in the same inbox once they're on.

Reply to those right from the app. The customer sees a normal message from Dynamic Group; they never see anything technical.

One rule on texting: when you want to text a customer's phone, send it from your own cell, not the app. That keeps it a real person-to-person text — which converts better and keeps us out of carrier texting-approval red tape. The app is for email and web chat (and social replies once those accounts are connected); your phone is for personal texts.

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
  • Reminders fire automatically — a reminder the day before, and again the morning of
  • (For a personal touch, text the customer yourself the day before — from your own phone.)

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

If they don't show: mark the appointment as No-Show (right on the appointment itself). That triggers the Appt No Show workflow, which follows up automatically. Don't move the opportunity to "Estimate Complete" — they never had the estimate.

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"
  • Job paused → Job Status = "On Hold" (a side-status for jobs that are temporarily paused — set it back when work resumes)

Why this matters: 24 hours after Job Status = Completed, the system automatically sends the customer a review-request email (in your voice, branded as Dynamic Group) asking them to leave a Google review. That review-request email is live today. Monitoring those Google reviews as they land — and drafting AI responses to them — turns on once your Google Business Profile is connected (we're setting that up now).

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 (a reminder the day before, and again the morning of)
  • Stale-lead follow-ups (the Stale Leads workflow nudges quiet estimates/leads automatically)
  • Review-request emails (fires when job marked Completed)
  • Long-term nurture emails (fires for lost / "not now" 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

Last updated: 2026-06-09 by Kevin / RevStack