Booked Job Machine — Client Kickoff Checklist

This is the client-visible install sequence for Booked Job Machine — Core or Pro. It mirrors the Lead-to-Close System you can run DIY, but lists what Nef delivers and what you must provide for guarantees to apply.

At a Glance

• Go-live target: Tracking + CRM + campaigns within 14 days of kickoff
• Billing starts: Day 16 (after 15-day tuning window) — booked jobs only (calendar + address + source tag)
• Weekly rhythm: Monday 15-min huddle on four KPIs
• Core: GBP + LSA/Meta ops, tracking, CRM stages, scripts, Monday huddle, one fix/week
• Pro adds: Conversion Layer — AI callback, quote SMS, review SMS, call→CRM, owner digest
• DIY equivalent: 7-Day Quickstart + Printable Checklists

Pre-Kickoff — Client Obligations

Complete before day 1. Required for Performance Floor (Pro) and honest attribution.

• Weekly job capacity stated in writing (crews, trucks, bookable hours)
• Minimum ad spend confirmed on your cards ($800–$1,500/mo test range typical)
• Service metro / ZIP list agreed — single metro or defined territory
• Primary CRM named (Jobber, ServiceTitan, Housecall Pro, spreadsheet, or other)
• Queue owner named for business hours — or Pro Conversion Layer acknowledged as overflow
• GBP access — Manager invite to business Google account (not Owner unless required)
• LSA / ad platform access — admin or partner access on your Google/Meta accounts
• License + insurance documents current for LSA categories you run
• Tracking phone policy agreed — which number on GBP, site, LSA per platform rules
• Booked job definition acknowledged — calendar appointment with address + source tag

Days 1–7 — Foundation Sprint

Nef + client — align accounts and measurement before scaling spend.

• CRM pipeline created with seven stages: New lead → Contacted → Booked → Quote sent → Follow-up active → Won → Lost
• Required fields live: source, received time, first contact time, first contact method, booked Y/N
• Call tracking or dedicated line provisioned — logged in Tracking discipline
• Website forms and click-to-call tagged for source where applicable
• GBP audit complete — categories, services, photos, hours, service areas match reality
• LSA profile linked to GBP — license/insurance verified in dashboard
• LSA or Meta test budget set with weekly cap you can sustain 4+ weeks
• Lead notifications reach at least two people (phone + email/app)
• Missed-call text-back template pasted — target send within 60 seconds
• Inbound booking script from Scripts taped or saved in CRM
• After-hours policy documented — on-call vs next-day vs Pro AI overflow rules
• Baseline export: last 30 days leads by source if history exists

Days 8–14 — Go-Live Sprint

Campaigns live; conversion stack wired; Tracking Live guarantee checkpoint.

• LSA and/or Meta campaigns published with agreed offers and geo
• Google Ads call/form conversions verified if Search is in scope
• UTM or source rules documented for non-platform links
• Speed-to-lead test from each live source — median under 5 minutes on paid
• Quote follow-up cadence templates in CRM (day 0, 2, 5, 10, 14)
• Review SMS template + short link tested on mobile
• Field team briefed: written quote, plan pitch, review ask, CRM outcome before EOD
• Monday Lead-to-Close huddle scheduled — recurring 15 min
• Friday audits on calendar: unbooked leads, on-site close, reviews
• First weekly metrics sheet or CRM view — cost per booked job by source
• Dispute process for bad LSA leads understood — 30-day window
• Go-live sign-off: tracking + stages + campaigns confirmed live

Pro Only — Conversion Layer (Days 8–14)

Skip section if Core only. Detail: AI Conversion Tools.

• Instant callback or SMS intake live on missed calls and form leads (trade guardrails set)
• Quote SMS cadence triggers from CRM Quote sent stage
• Post-job review SMS within 30 minutes of job complete
• Call summaries or recordings log to CRM with source preserved
• Weekly owner digest scheduled — four KPIs + one recommended fix
• Emergency inbound policy confirmed — no fully autonomous voice on gas/flood/no-heat
• AI touch logged as first_contact_method where used — for attribution disputes
• Pro client test: one missed call → callback → booked path documented end-to-end

Days 15–30 — Tuning Window

Performance fees accrue after day 15. Optimize before scaling budget.

• Compare week-over-week: median response time, quote-to-book, written-quote %, review velocity
• One process fix per week implemented (not ten experiments at once)
• LSA disputes filed for wrong category, geography, or spam leads
• Search term / creative review if Search or Meta is live
• Scale winning channel 15–25% only if cost per booked is under target and capacity allows
• Pause or cut source with two weeks of rising CPL and flat bookings
• CRM hygiene: zero New lead rows older than 24 hours at Friday audit
• First attributed booked jobs reconciled — address + source tag present

Weekly Operating Rhythm (Ongoing)

Same habit as the free Lead-to-Close hub — Nef runs it with you on managed engagements.

• Monday huddle: queue owner named, four KPIs vs prior week
• Listen to one booked call + one lost call — one coaching note
• CRM export shared for dispute window on performance invoices
• LSA answered under 5 minutes during business hours
• Unbooked quote audit Friday — every open quote has next touch scheduled
• On-site close audit Friday — written-quote % on in-person estimates
• Reviews audit Friday — SMS within 30 min, replies within 24h
• New Google reviews counted — target 3–5/week once system runs
• Ad spend visible in your dashboards — no markup on media
• One fix shipped before next Monday (script, SMS, landing page, ride-along)

Days 31–90 — Performance Floor (Pro)

When client obligations are met: 12+ attributed booked jobs in days 31–90 or Nef works at $0 performance fee until 12 are hit. Terms in SOW.

• Weekly capacity check — pause spend if booked out 3+ weeks
• Minimum ad spend maintained per agreement
• Attribution disputes raised inside contract window
• Quote-to-book trend reviewed — target +5–15 pts in first 30 days of full stack
• Review velocity sustained — fuels GBP and LSA responsiveness
• Day 90 review scheduled — continue, adjust package, or month-to-month performance only

Day 90+ — Continuity

• Machine Maintenance ($500/mo) elected or waived when performance fees exceed $2,000 that month
• Creative refresh cadence for GBP posts and paid offers
• Annual GBP access audit — correct Managers, no stray Owners
• Re-run Leak Calculator if market or capacity shifts
• Month-to-month performance billing continues with 30-day notice if either side exits

How This Maps to Free DIY

Next Steps

• Work with Nef — Core vs Pro, pricing, guarantees
• Book a consultation — 15-min fit call
• Booked Job Machine case study — managed pilot composite
• Lead-to-Close System — operating system behind the Machine
• Partner & Referrals — refer an owner who needs this install