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:

- Estimator
- Mitigation PM
- Reconstruction PM
- Specialty Manager
- CSR
- Office/Receivables
- Management for escalation

I do not want every email going to everyone.

## 15. Stop Conditions

Every automation needs a clear stop condition.

Examples:

- Unsold follow-up stops when Sold/Lost/Declined/Closed.
- PM introduction stops when customer contact and scheduling are documented.
- Scheduling reminder stops when job is scheduled.
- Materials reminder stops when materials are handled.
- Two-day touch resets when a qualifying note is entered.
- Closeout stops when required closeout items are completed.
- Payment reminders stop when paid or moved properly into Receivables.
- Closed/Not Accepted jobs stop generating normal reminders entirely.

## 16. Escalation

If an employee ignores required actions:

1. Reminder to assigned employee.
2. Follow-up reminder.
3. If still incomplete, escalate to management/owner.

The exact timing can be finalized with the programmer.

## 17. Testing

The project is not complete simply because Zaps were created.

Test the full workflow:

**Lead → Estimator → Appointment → Sales Follow-Up → Sold/Closed → Deposit → PM Contact → Schedule → Materials → Production → Two-Day Updates → Final Day → COC → Photos → PM Inspection → Payment → Review → Paid/Receivables**

We need to confirm:

- Correct employee receives the email.
- Timing is correct.
- Repeated reminders work.
- Status/activity is recognized.
- Reminders stop correctly.
- Duplicate emails are prevented.

## 18. Developer Requirements

Before hiring, I require a **Zoom meeting with cameras on**.

I want to:

- Meet the actual person doing the work.
- Share my screen.
- Walk through JobSight and Markate.
- Show our schedule and Notes section.
- Explain our workflow.
- Review what is technically possible.
- Agree on milestones, pricing, and timeline.

If you cannot meet by Zoom with your camera on and walk through the project, please do not take the job.

## 19. Ownership

Everything should remain under **Doctor Fix-It-controlled accounts** whenever possible.

I need:

- Access to all Zaps.
- Company ownership/control of integrations.
- Clear workflow names.
- Trigger/stop-condition documentation.
- Basic troubleshooting instructions.
- No critical automation dependent solely on a freelancer's personal account.

## Main Goal

I want the automation to chase the process instead of me chasing employees.

If a job needs to be sold, remind sales.

If a sold job needs to be scheduled, remind the PM.

If materials need to be ordered, remind the responsible employee.

If a job has not been touched in two days, remind the PM.

If the job is finishing, remind them about the **COC, photos, inspection, payment, and review**.

If the customer says no and the job is closed, **stop everything**.