WORKED EXAMPLE · FICTIONAL SERVICE BUSINESS

The follow-up desk, in practice.

A sample handoff for a small home-service team. This demonstrates the format and decisions; it does not claim customer results.

1. Source and owner map

Website requests → office coordinator → check location, job type, and timing.
Missed calls → office coordinator → confirm callback details and service fit.
Estimate conversations → assigned estimator → confirm scope and next step.

2. Three response scenarios

Accepted: in-area project with a clear scope

“Thanks for the details. This sounds within our service area. What dates would work for an estimate? We will confirm availability before scheduling.”

Clarify: location or scope is missing

“Could you share your general service area and the type of work you need? That will help us check whether we can help.”

Decline: outside the agreed area

“Thank you for considering us. We do not currently serve that location, so we cannot offer an estimate for this project.”

3. Exception queue and next actions

DP-example-01: availability missing → estimator confirms dates.
DP-example-02: location missing → coordinator asks for general area.
DP-example-03: no review date → owner records an agreed follow-up date.

4. Monthly review summary

Sample observation: two entries lack a next action. Review the source messages, assign owners, and record dates. No revenue uplift is inferred from this example.

Reusable tracker

Download the sample tracker (CSV)

Completion checks

Agree on channels, volume, and responsible people.
Give each handoff an owner and a next action.
Test accepted, ambiguous, and rejected scenarios before connecting automation.
Review the first handoff before repeat delivery.

Request a scoped pilot

A defined workload. A clear handoff.

$199 one-time setup

We map your inquiry channels and responsibilities, write three response templates, and build your follow-up tracker.

Setup within five business days after we receive all required information and confirm your project scope and availability.

$299 monthly review

We review up to 100 customer-supplied inquiry records per billing month, flag missing follow-ups, and deliver one monthly action report.

An inquiry record is one row in the agreed tracker. Any larger workload needs a separate quote before work begins.

Your team stays in control

You supply the inquiry records, contact customers, and record outcomes. This package is a manual workflow setup and review service. Automatic messaging, inbox management, advertising, and new lead acquisition are outside this package. Sales and bookings are not guaranteed.

Cancel any time

Email hello@dapplepilot.com to cancel. We will confirm the cancellation and stop the next renewal. Service continues through the current paid billing period; there are no partial-month refunds.

Setup refunds: the $199 setup fee is refundable until setup work begins. Setup work begins when we confirm the start date and start preparing your channel map, templates, or tracker. After that point the setup fee is nonrefundable.

Before paying: confirm the agreed scope, available start date, required inputs, and monthly report date in writing.