Contractor CRM Software for Customer Records and Follow-Up
Keep customer details, notes, estimates, invoices and the next follow-up together. Core CRM starts with Solo at $19.99/month for one user.
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See the Web CRM Customer List
An existing product screenshot with demonstration records. The list shows customer type, status, last contact and next follow-up; the current interface and available tools depend on your account.
Start the Next Conversation with the Right Record
When a customer calls, bring their contact details, previous work and open questions into the same conversation. A CRM gives you a place to keep those records current between visits.
Missed Follow-Ups
Keep a next-contact date against the customer so an unresolved question has a place on your follow-up list.
Lost Customer History
Review associated documents and recorded interactions before discussing the next job.
Scattered Information
Store contact details and relevant notes against the customer instead of rebuilding the context for each call.
Lead Status
Use the recorded type, status and source to distinguish a new enquiry from an existing customer.
Open Decisions
Keep an estimate or appointment reference with the question that still needs an answer.
Repeat Work
Read the previous work and current request before preparing another estimate or arranging a visit.
Connect Customer Records to the Work
ThePocketBoss connects customer records with estimates, invoices and appointments. You keep the information and next action current; optional messaging and automation have their own settings and plan requirements.
Customer Details and Follow-Up
- Receive online booking requests with an Essentials-or-above booking page
- Review recorded lead types, statuses and estimated values
- Enable optional estimate email nudges under the configured follow-up rules
- Keep an internal customer rating separate from public reviews
- Record a lead source when you know it; missing source data stays a reporting limitation
- Save interaction notes and a next-follow-up date in the web CRM
History and Optional Follow-Ups
- Review customer-linked documents and recorded interactions in the profile
- Opt into win-back emails for customers meeting the configured inactivity rules
- Review appointment records and the notification settings you enable
- Enable review requests with a review link, selected trigger and delivery settings
- Keep the recorded customer source available for later review
- Create recurring visits separately when repeat work is agreed
Messages and Documents
- Prepare customer documents and review them before sending
- Text messaging requires Essentials or above and available messaging access
- SMS permissions, setup and included usage limits still apply
- Create estimates with the details and scope you enter
- Add notes for calls and conversations that happen outside the app
- Optional AI Receptionist receives calls you forward to its managed number; separate pricing applies
Read the Records Behind the Numbers
- Source information reflects the customer and revenue records available to the report
- Reports require Essentials or above; advanced dashboard widgets require Pro or Boss
- A booking request, an appointment and a paid invoice are different stages
- Compare recorded source revenue with your own acquisition costs before calculating return
- Check document statuses when reviewing outstanding decisions
- A source label or estimated job value is not proof of collected revenue
Which CRM Tools Are Included in Each Plan?
Core customer records are included in every plan. Choose the additional tools your workflow needs, then check the current pricing and allowances.
| Capability | Plan | How to use it |
|---|---|---|
| Customer records and history | Every plan, including Solo | Contact details, notes and associated customer documents; access depends on permissions. |
| Next follow-up date | Core web CRM | Save or clear a customer date and review overdue follow-ups. Contacting the customer is a separate action. |
| Appointments, estimates and invoices | Every plan, including Solo | Create the appropriate record and check its status. A customer reminder does not create a booking. |
| Online booking page | Essentials and above | Configure the page to receive requests. Review the request and use the applicable approval workflow. |
| Separate tasks and workflows | Essentials and above | Use a task for assigned work; a customer follow-up date is not an assigned task. |
| Text messaging | Essentials and above | Messaging access, setup, permissions and usage allowances apply. Marketing campaigns require Pro or Boss. |
| Reports and source information | Reports: Essentials and above; advanced dashboard widgets: Pro and Boss | Review recorded customer/source and revenue information. Source revenue alone is not profit or advertising return. |
A Repeat-Customer Follow-Up Workflow
Start with the existing record, check what is unresolved and choose the next action. This is a manual working sequence, not an automatic sales process.
Find the Record
Match the caller to the correct customer and service address. Review their linked documents and recorded interactions.
Record the Question
Write down what remains undecided and reference the relevant estimate, visit or conversation.
Set the Next Action
Save the next customer follow-up date. If someone needs assigned work, create a separate task on Essentials or above.
Update the Outcome
Contact the customer, record the response and update the date. Confirm any estimate or appointment in its own record.
Customer Context Across Service Trades
These are examples of information to record and review, not dedicated claims, warranty or compliance systems.
Roofers
Keep the customer contact, property reference and inspection conversation with the relevant estimate.
HVAC Contractors
Review the previous visit and the current service request before arranging the next appointment.
Remodelers
Record the customer discussion and reference the estimate version that still needs a decision.
Electricians
Check the customer and site details before preparing an estimate or confirming access for a visit.
Plumbers
Keep the contact and service address clear when the person arranging work is not at the property.
Landscapers
Review the property notes and agreed repeat work before creating or changing a recurring visit.
Example: A Past Customer Asks About Another Repair
In this fictional example, the customer has an open estimate for two repair options. Their next question is which option includes replacing the damaged trim. The useful next step is to check the estimate and answer that question, not mark the job as booked.
Customer record
Confirm the contact and property. Read the latest recorded interaction and relevant document.
Next follow-up
Record the open question and the date you promised an answer. Assign a separate task if another person needs to act.
After the reply
Update the conversation and date. Check estimate approval and appointment confirmation separately.
Use the handyman follow-up checklist to work through open decisions. For the trade-specific overview, see handyman CRM software. Review current plans and usage allowances before choosing additional tools.
Connected Tools to Manage Customers Like a Pro
Customer Records
Contact details, notes and linked documents in core CRM
Email Follow-Ups
Owner-enabled rules for eligible estimates, invoices and past customers
SMS Messaging
Essentials and above, subject to messaging access and usage
Online Requests
Booking page on Essentials and above; requests need the applicable review
Estimates & Invoices
Prepare customer documents and check their current status
Lead Records
Recorded type, status, source and estimated value
Review Requests
Optional configured link and triggers; SMS requirements apply
Customer Follow-Ups
A customer date and overdue view in the web CRM
Try the CRM with Your Customer Workflow
Review a customer record, linked documents and the next follow-up. Compare the plan table before adding tasks, online booking or messaging.
Credit card required • 14-day free trial • Cancel anytime
Blake McAmis
Founder and product builder of ThePocketBoss.