enquiries wait a day for a reply.

the ads work and the form fills. but replies happen when someone gets to the inbox, and by then the household has booked a competitor's assessment.

sound familiar?

enquiries sit in an inbox until someone is free
households book a competitor before you call back
nobody owns a new lead until morning
you can't say how fast you reply

check my funnel see how i’d fix it

how i’d fix it · residential solar and battery installer · acquire

six steps, from the bottleneck to a system you own.

01
find where it stalls
i ask for one number at every stage and set it against where it should be. the stage furthest below its target is the bottleneck, and it's the only thing worth fixing first.
find the constrainta month of the funnel, against target · illustration
1. Rreach20,000people who saw an adtarget 20,000
2. Aacquire60booked assessments0.3% of the stage before · target 0.75%the bottleneck
3. Cconvert24signed installs40% of the stage before · target 35%
4. Eexpand6add-ons and referrals25% of the stage before · target 20%
600 people fill in the form each month, and only one in ten books an assessment. the rest go cold waiting for a reply.
02
break it down three ways
one angle hides things. i take the problem apart with three different methods, so the fixes come from the cause, not the first idea in the room.
journey teardownwalk the customer's path moment by moment and mark where they wait or leave.
1. 0 minfills in the form
2. 20 hourswaits for a replythey leave here
3. day 2gets a call back
4. days 2 to 4plays phone tag to bookthey leave here
5. week 2site assessment
2 moments where the household waits or walks.
the money formularesults = stated value × belief ÷ friction. find the factor that's dragging.
stated value
a quote for lower bills and a battery
×
belief
reviews, a real local team, a fast human reply
÷
friction
waiting a day, then playing phone tag to find a time
the drag
pull these levers
1. reply inside a minute, every time
2. offer real assessment slots in that first reply
3. ask for the power bill up front so the visit is useful
five whysask “why?” until the cause is something you can actually change.
1. problemonly one in ten enquiries books
2. why?replies arrive the next day
3. why?replies wait for someone to be free
4. why?there's no automatic first reply
5. why?the form drops into a shared inboxthe root cause
03
put every option on the table
the breakdowns turn into a long list of possible fixes. each one is plotted by how much it moves the number against how much work it takes.
every option on the tableimpact against effort · picked options in colour
less effort → more effort
more impact ↑
1. 1an instant reply with real assessment slots
2. 2a twice-daily unanswered check
3. 3follow-ups on days 1, 3 and 5
4. 4hire another salesperson
5. 5an ai voice receptionist
6. 6a longer qualifying form
7. 7new crm software
8. 8a live chat widget
04
pick what fits you
every option is scored on impact, effort and how much change it asks of your team. the top few go ahead; the rest wait, and i say why.
score every optionimpact counts twice · less effort and less change for your team score higher
impact ×2effortchange for your teamscore
1. 1an instant reply with real assessment slots19
2. 2a twice-daily unanswered check18
3. 3follow-ups on days 1, 3 and 517
4. picked above the line
5. 6a longer qualifying form13
6. 4hire another salesperson11
7. 5an ai voice receptionist11
8. 8a live chat widget11
9. 7new crm software6
what i’d pick, for youthe top scores, and why they suit your team
1. 1
  an instant reply with real assessment slots
  the household books while they're still on your site.
  your words, your calendar
2. 2
  a twice-daily unanswered check
  nothing waits more than a few hours, even on a busy day.
  a nudge, not a new process
3. 3
  follow-ups on days 1, 3 and 5
  catches the households who meant to book and forgot.
  drafted for approval
the 5 we’d leave for now, and why
1. 6a longer qualifying formadds friction at the step that's already leaking.
2. 4hire another salespersona new person still sleeps; the gap is overnight and weekends.
3. 5an ai voice receptionistworth testing later; text and email solve most of it first.
4. 8a live chat widgetmoves the waiting from the inbox to the chat.
5. 7new crm softwarethe crm you have can do this once it's wired up.
05
build it and hand it over
claude does most of the building, inside the tools you already use. every part runs on its own, and you keep the files.
the systemwhat runs, in order · illustration
1. datawebsite form
2. toolcrm record + owner
3. claudefirst reply
4. toolemail + sms
5. youbooked in the calendar
claude · the prompt behind it
when a new enquiry lands, read the form and any bill attached. write a two-line reply in australian english that names their suburb and what they asked about, include the booking link, and log it on the crm record. never quote a price.
runs without mein your own claude team account · yours to keep
1. every new enquiryacknowledge and offer a slotevent
2. 8:00 and 13:00is anyone unanswered?claude routine
3. dailyunbooked follow-ups, days 1, 3, 5sequence
client-workspace/
1. skills/first-reply/SKILL.md
2. routines/unanswered-check.md
3. sequences/unbooked-follow-up.md
4. evals/first-reply.csv
5. RUNBOOK.md
06
prove it, then repeat
we agree the numbers before we start and check them every week. when this stage is fixed, the next bottleneck shows up and we go again.
prove itbaseline → target, measured weekly · illustration
beforetarget
1. median time to first reply
  20 h
  3 min
2. enquiries that book
  10%
  25%
3. unanswered after two hours
  40%
  0%
evals ten runs of the same prompt, scored out of ten · names the suburb, never quotes a price, the link works, every merge field filled
998109899109
average 9.0 / 10 · rerun after every change and every new model

want these in your funnel?

an instant reply with real assessment slots
a twice-daily unanswered check
follow-ups on days 1, 3 and 5

check my funnel

what you get

fixed in your funnel, yours to keep.

instant acknowledgement and booking, on every enquiry
the first-reply skill and the unanswered check
a five-day follow-up for the unbooked
the runbook and eval set, yours to keep

1send the funnel check below. it takes a minute.
2i reply with your bottleneck and what i’d build first.
3you get a fixed scope and price in writing before anything starts.

questions

do we need new software?

usually not. i build into the crm, ad accounts and inbox you already use, and say up front if something has to change.

who owns what you build?

you do. the skills, routines, sequences and runbook live in your accounts, and they keep running if we stop working together.

what if my bottleneck is somewhere else?

then the check will show it, and i'll tell you before you spend anything. fixing the wrong stage doesn't move the number.

how is it priced?

fixed scope, priced in writing before we start. no hourly billing and no lock-in.

enquiries wait a day for a reply.

six steps, from the bottleneck to a system you own.

find where it stalls

break it down three ways

put every option on the table

pick what fits you

an instant reply with real assessment slots

a twice-daily unanswered check

follow-ups on days 1, 3 and 5

build it and hand it over

prove it, then repeat

fixed in your funnel, yours to keep.

is this your bottleneck?