CrewFlow

Leads, instant quotes, follow-ups, visits, and bookings — everything your cleaning business needs, in one fast place.

Instant Quotes Follow-Ups Visit Pricing AI Calls

Open CrewFlow like an app

On iPhone or iPad, tap Share and choose Add to Home Screen. On Android, tap Install.

This only changes phone and tablet access. Your desktop CRM stays the same.

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⚠️

📈 Revenue Forecast

🎯 Win Rate by Lead Source

Recent estimates

Follow-ups needed

Incoming SMS Replies

📈 6-Month Trend

● Leads ● Visits ● Jobs Won

Monthly Input

Leads received

Estimate visits done

Lost jobs

Win goal

Sales goal ($)

Profit goal ($)

Lost job reasons

Goals

Conversion Graphic

Money Graphic

🏆 Jobs Won This Month

Lead	Contact	Status	Next step	Actions

Appointment	Customer	Address	Contact	Actions

Name	Phone	Address	Source	Jobs	Actions

⚠️

#	Customer	Type	Amount	Profit	Status	Follow-up	SMS	Actions

Estimate visit Recurring cleaning One-time cleaning Job install 💡 Drag a block to another day to reschedule

Customer	Job type	Date	Revenue	Expenses	Net Profit	Margin	Payment	Status

Invoice #	Customer	Amount	Due Date	Status	Actions

📞 New AI Call

Customer name *

Phone *

Reason for the call

Extra instructions for the assistant (pode escrever em português — a AI entende e executa)

📋 The report comes back in Português (follows your CRM language setting)

📈 Campaign ROI — Facebook/Instagram

No report yet. Click Generate today's plan — GrowthOS reads your leads, estimates, and revenue, then hands you today's highest-ROI moves, ready-to-post content, and follow-up priorities. It also runs automatically every morning at 7am.

⚡ Setup Status

📧 Connect Gmail

1. Go to Settings in the left menu
2. Scroll to "Gmail Integration" section
3. Click "Connect Gmail" button
4. Sign in with your Google account
5. Allow all permissions requested

✅ Used for: sending estimates, contracts, follow-up emails, and thank-you messages after jobs.

📱 Setup Twilio SMS

1. Go to twilio.com → create account
2. Get a phone number ($1/month)
3. Copy your Account SID + Auth Token
4. Add to your server .env file:

          TWILIO_ACCOUNT_SID=ACxxx...

          TWILIO_AUTH_TOKEN=xxx...

          TWILIO_PHONE=+1xxxxxxxxxx

5. Register A2P campaign in Twilio Console
✅ Used for: automated follow-ups, appointment reminders, estimate notifications.

🔗 Connect LeadConnector

1. Go to Settings → scroll to "LeadConnector"
2. Enter your Location ID
3. Enter your Private Token
4. Click "Connect"
5. Copy the webhook URL shown
6. In LeadConnector → Workflows → add webhook trigger pointing to that URL

✅ Used for: auto-importing new leads from your Facebook/Meta ads directly into First Call.

💳 Setup Hearth Financing

1. Go to gethearth.com → sign up free
2. Complete your contractor profile
3. Get your unique contractor financing link
4. Go to Settings → paste link in "Hearth Financing Link"
5. Save settings

✅ Used for: offering customers financing options directly from estimates and the customer portal.

💬 Ask a Question

Company info (used on PDFs)

Company name

Owner name

Phone

Address

City

State / ZIP

License #

💳 Hearth Financing Link

Offer financing to customers directly from estimates. Once you sign up at gethearth.com, paste your contractor link here — a 💳 Offer Financing button will appear on every estimate.

Hearth Contractor Link

💳 Credit Card Payment Link (SwipeSimple)

Paste your SwipeSimple payment link here — a 💳 Pay with Credit/Debit Card button will appear in the customer portal so they can pay online anytime.

SwipeSimple Payment Link

🗺️ Google Places API Key (for B2B Partner Search)

Enables searching for real estate agents, property managers, and other partners near you. Free up to $200/month.
Get key: console.cloud.google.com → Enable "Places API" → Credentials → Create API Key

Google Places API Key

⭐ Google Review Link

When a job is marked Completed, the customer automatically gets a thank-you SMS + email with this link asking for a review.

Google Review URL

Custom SMS message (use {name}, {company}, {link})

💡 Find your review link: Google Maps → your business → Share → Copy link. Or go to business.google.com

🤖 AI Phone Assistant (Retell)

Not connected

Auto-calls new leads within seconds, qualifies them, and books the estimate straight onto your calendar. Uses your existing Twilio number. retellai.com

① Setup (do this in Retell, once)

Create an account at retellai.com and connect your Twilio number.
Build an agent, paste the call script below into it, and add a custom function named book_appointment (params: appointment_date, appointment_time, notes) pointing at the Book URL below.
Set the agent's webhook URL to the Webhook URL below, then paste your API key + Agent ID here and Save.

Retell API Key

Retell Agent ID

Call from number (your Twilio #)

Enabled

Auto-call new leads?

Calling hours (Eastern)

Auto-call when a customer texts to schedule?

AI reads incoming texts; when one asks to schedule an estimate, it calls the customer back and books it.

AI call script / instructions

📚 Business facts the AI should know (hours, payment methods, cancellation policy, guarantee, sister companies — the AI uses these on every call and never contradicts them)

📞 Inbound agent (answers your phone)

Want the AI to also ANSWER calls? Create a second Retell agent for your inbound number and paste this prompt into it — it's generated from your real data, with a price table computed live from your rate card.

② Paste these into Retell

Webhook URL (agent → webhook settings)

Book URL (the book_appointment function)

📞 3-Day Sales Follow-Up Call

A few days after you give an estimate, the AI calls the customer to answer questions and help close the deal — then tells them to call your team with any questions. This uses a second Retell agent (a "closer") with its own script.
Setup: in Retell create a new agent, paste the follow-up script below into it, add an End Call function, then paste that agent's ID here.

Enable follow-up calls?

Days after estimate

Follow-up (closer) Agent ID

Team phone the AI tells them to call

Follow-up call script

Only fires for estimates still marked Sent or Follow-up (not won/lost). The AI reads the team phone above at the end of the call.

Company logo (for PDFs)

🖼️

Click to upload your logo

PNG or JPG, max 2MB

👷 Employee Logins

Create login accounts for your employees. They won't see Finance, Invoices, Monthly Control, or any money-related info.

🔥 Speed-to-Lead Alert

Instantly text this phone the moment a new lead arrives — with their name, number, and what they need. Calling within 5 minutes wins 3–4× more jobs.

Alert phone number

Enabled

💳 Warn me when Twilio / AI-call balance drops below ($)

You'll get a dashboard banner (and a text to the alert phone above) when your SMS or AI-voice credits run low.

⚙️ Invoice & Automation Settings

Control the knobs across the CRM — these apply everywhere.

Credit card fee (%)

Job reminder time (hour, 0–23)

Max work hours per day (calendar warns above this)

Offer recurring plan after one-time cleans

Default online payment link (auto-fills new invoices)

Auto-create invoice when job marked Done

Auto-request Google review after paid

💬 Lead Follow-up Texts

Messages sent automatically to new leads. Use {{name}}, {{company}}, {{owner}}, {{phone}} as placeholders. Leave a field empty to use the default (shown in gray). Keep texts in English — and never mention price here: the exact quote is only given on the AI call or in-home visit.

SMS 1 — welcome (sent ~3 min after the lead arrives)

SMS 2 — no reply yet

SMS 3 — still no reply

SMS 4 — final message (sequence ends)

Send SMS 2 after (hours)

SMS 3 after (days)

SMS 4 after (days)

Welcome email — subject

Welcome email — intro line 1

Welcome email — intro line 2

The sequence stops automatically when the customer replies, books a visit, gets an estimate, or the job is accepted.

💾 Data Backup

An automatic backup of all your CRM data runs nightly and is emailed to you. You can also run one now.

☀️ Daily Morning Briefing

Get a daily summary text + email at 7am Eastern with today's appointments, calls, jobs, and overdue follow-ups. Sent to the phone number in Settings.

📅 Google Calendar Sync

Sync your CRM appointments & job dates to Google Calendar. You'll get email reminders the night before each event automatically.

Twilio SMS

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Keys go in your .env file:

TWILIO_ACCOUNT_SID=AC...
TWILIO_AUTH_TOKEN=...
TWILIO_PHONE=+1...

📣 Meta / Facebook Ads

Connects your ads to the CRM: the lead form fires the Pixel + Conversions API on every lead, native Lead Ads flow straight into FIRST CALL, and GrowthOS reads your campaign results daily. Fill only what you have — each piece activates on its own.

Pixel ID

Conversions API Token

Ad Account ID

Ads Insights Token

Page Access Token (native Lead Ads)

Webhook Verify Token

Lead Ads webhook URL (paste into Meta → Webhooks)

LeadConnector / HighLevel

Not connected yet.

Location ID

Private integration token

Public webhook base URL

Manual import works right away. Automatic customer create/update is available through the webhook below when your CRM is reachable from the internet.

Google Gmail

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Automatic Follow-ups

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Automatic SMS and email follow-ups run every 15 minutes while this CRM server is running.

Customer	Estimate #	Status	Sent	Signed	Actions

⚠️ These contacts were automatically removed from First Calls and Customers because they replied with a negative message. Review each one — delete permanently or restore if needed.

No unlikely customers yet.

⭐ Enable review requests

Google review link

Send after (days from job completed)

Message — use {name}, {company}, {link}

🤝 Enable referral follow-up

Send after review (days)

Message — use {name}, {company}, {phone}

Referral SMS is always sent after the review SMS — never before.

Customer	Estimate #	Review SMS	Referral SMS	Status	Actions