Client Background

A landscaping business based in Berlin, serving residential and small-medium commercial clients (gardens, maintenance, seasonal work, and one-off projects). Demand came through Google, referrals, local directories, and seasonal spikes — but the team’s ability to convert enquiries into booked jobs depended heavily on manual follow-up.

They didn’t need “more leads.” They needed a system that handled enquiries consistently and protected time during busy periods.

Challenge

The company’s bottleneck was the middle of the funnel: quoting and scheduling.

Symptoms:

• Enquiries arrived via phone, email, website form, and WhatsApp — scattered and inconsistently logged.

• Response time varied; during busy days, leads went cold.

• Quotes were created ad-hoc with no consistent template or next-step process.

• Site visits (when needed) were booked manually and often slipped.

• There was no reliable view of “how many quotes are pending” or “what’s likely to close.”

They couldn’t answer:

• “How many enquiries did we receive this week, and what happened to them?”

• “How many quotes are still open, and who needs follow-up?”

• “Which services close fastest, and which are time-wasters?”

In short: the business had work — but no predictable operating model for turning interest into booked jobs.

Solution

We installed a Quote & Booking Operating System built for a service business with site visits and seasonal demand.

The objective:

• capture every enquiry in one place

• standardise qualification

• systematise quoting and follow-up

• create a simple pipeline that the team can run weekly

• automate reminders and next actions (without losing the human touch)

We standardised:

• first-response scripts (short, helpful, confident)

• qualification questions (location, photos, scope, timeline, budget range)

• quote language (clear scope + clear next step)

• follow-up tone (professional reminders, not spam)

Service Descriptions (what we installed)

1) Unified Intake + Source Tagging (infrastructure)

We consolidated enquiries from:

• website form

• email

• phone/WhatsApp (captured consistently)

• referrals

Every enquiry was tagged by source and service type (maintenance / one-off / seasonal / commercial).

2) Qualification Rules (routing)

We installed a simple qualification model:

• Quick-win jobs (standard services, easy quoting)

• Site-visit required (complex projects)

• Low-fit (out-of-area, unrealistic budgets, unclear scope)

This prevented time waste and ensured the right next step happened automatically.

3) Pipeline Stages (single source of truth)

We implemented a 5-stage pipeline:

1. New enquiry

2. Qualified

3. Quote sent

4. Follow-up scheduled

5. Booked / Closed

Each stage had entry/exit criteria, so the pipeline stopped being “opinions.”

4) Quote System + Templates (conversion engine)

We standardised:

• quote format and scope clarity

• price presentation

• acceptance process (“approve quote → book start date”)

• “quote expiry” logic to prevent zombie quotes

5) Automated Follow-Up (governed automation)

We installed sequences that:

• confirm enquiry instantly (“we received this—here’s next step”)

• prompt for missing details/photos

• follow up after quote sent (Day 2 / Day 5 / Day 10)

• stop automatically when the customer replies or books

6) Scheduling + Handover (execution)

For site visits and job start dates:

• clear booking logic

• reminders

• internal handoff checklist so nothing gets missed

Client Testimonials and Success Stories

We captured proof around operational reality:

• fewer missed enquiries

• fewer quotes stalling

• clearer weekly view of what’s closing

• less admin chaos during peak season

Results

Immediate operational outcomes:

• 100% of enquiries captured and routed into one pipeline

• faster, consistent first responses

• quotes became standardised and trackable

• follow-up became reliable instead of memory-based

• weekly visibility into pending quotes and booked work

Commercial outcomes (typical after install):

• fewer lost jobs due to slow response or missed follow-up

• higher quote-to-book consistency (especially in seasonal peaks)

• reduced time wasted on low-fit enquiries

Testimonial

“Before, we were handling enquiries across messages and emails and losing track during busy weeks. Now everything goes through one pipeline, quotes don’t sit unanswered, and we know exactly what needs follow-up.”

Klaus H., Owner

This case study demonstrates…

…that for local service businesses, predictable growth is built on a predictable enquiry → quote → booking operating model. When routing, templates, follow-up, and pipeline stages are governed, the same demand produces more booked work — without extra admin burden.

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Start with an OS Diagnosis

If enquiries arrive but quoting and follow-up depend on memory, revenue will leak. We’ll map your system, close the gaps, and install an operating model that makes growth predictable.

Apply for OS Diagnosis

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