This board is the single place we both work from, instead of a project tool neither of us opens. What is live, what is open and who owns it, every app and its cost, and what ships when.
| Move | What ships |
|---|---|
| 1 · CatchShipped Jul 24 | Nothing gets lost. Your lead database is live. Every submission is saved with the ad or search that produced it, and alerts on arrival. |
| 2 · Work itAug 3 – Aug 8 | Every lead answered fast. Stages, automatic first reply, follow-up until a human connects, reminders. Plus the Katalyst audit and the move off it. |
| 3 · Ads upAug 10 – Aug 15 | Spend more, see what it bought. Pages on your own domain, open to Google. Ad source tracked to the won job. Local Services Ads sit outside your signed scope. |
| 4 · CompoundAug 17 – Sep 5 | Growth without more ad spend. The scorecard, plus re-inspection outreach to past customers. Map listings, reviews, SEO, QuickBooks and entity work sit outside your signed scope. |
The rules you set, now on the record: humans answer first. The phone rings for your team for about four rings, and the system only steps in when nobody picks up or it is after hours. The AI is the backup, not the receptionist. And JobTread stays for repairs and jobs only: calls and messages live on your lead board, and nothing writes into JobTread automatically.
| Item | Owner | By | Status |
|---|---|---|---|
| With you · these are the ones that unblock us | |||
| You can answer any of these right here. Tap Comment under a row and type your answer. It stays on the board where the item is, so it cannot get buried in a text thread, and anyone on your team can see it and add to it. Texting us still works if that is faster. | |||
| Two people messaged you on Facebook. Has anyone replied? One of the three boosted posts was set to messaging, so instead of visiting a page those two started a conversation in your Facebook inbox. They are the only people in any of this who are waiting on an answer right now, and they have been waiting since before the ads stopped on Jul 26. How: open Messenger on the Balcony & Deck page and look. Tell us what you find and we will handle replies from here. Takes: two minutes. | You | Open | Need you |
| The look is narrowed to one. Have a look and say yes or no. We built the same page ten ways, picked the strongest, and built a complete real page in it: the finished example is here. It is the design every landing page would be built in. Joseph has reviewed it on his phone; the final say on the look of your pages is yours. How: open it on your phone. If it looks right, comment or text one word. If something bothers you, say what. Takes: two minutes. | You | Open | Need you |
| The license record is read. One question left for your accountant. We read the full CSLB record for 1061967 with Gordon on Jul 30: registered to DTAG Inc, a corporation, at 13547 Ventura Blvd #171, Gordon as qualifying individual, current and active. No DBA appears on the record. Until the brand names are confirmed, anything we publish pairs the number with DTAG Inc. dba the brand name, which is safe either way. How: one question to your accountant or attorney: are LA Construction Consultants and Balcony & Deck Advisors filed as DBAs under DTAG Inc, and is the company the corporation the state shows or an LLC. Takes: one question. Also: the license expires 31 Oct. | You | Before any ad | Need you |
| Which of your two domains the pages live on. Fallon gave us both, balconyanddeck.com and laconstructionconsultants.com, and they are at GoDaddy, so the move is on us. The four pages are about balcony inspections, so they sit naturally under Balcony & Deck, unless you would rather keep everything on the one name. Either is fine. How: tell us which. Takes: a decision, not a task. | You | Before Move 3 | Need you |
| One business, or an entity per brand? Answered by Fallon Jul 27: two DBAs under one company, Balcony & Deck for inspections, LA Construction Consultants for repairs. That is what we needed for QuickBooks, so this comes off your list. It is folded into the license question above only because the state register says corporation and Fallon said LLC, and one answer settles both. We file nothing. | You | Answered Jul 27 | Answered |
| Your past-customer and building lists. Fallon sent the Mailchimp export Jul 27, thank you. Being straight about what it is: roughly 9,300 realtors, property managers and apartment owners, most loaded in rather than signed up. That is a good referral list and we will use it carefully, in segments, slowly. It is not the past-customer list, and that is the one the re-inspection drive runs on, because it needs buildings you have actually inspected and when. We pulled JobTread ourselves on Jul 28. It took nothing from your side, and what came back changed what we think the priority is. See the row below. Done. | Us | Move 4 | Done |
| With BMO set aside, the real pipeline is $4.9M across 60 customers. You told us on Jul 28: Jack moved those records, the whole BMO bank is on hold pending an ownership transfer, and it comes out of the picture. That settles what we could not tell from the data, and it changes the plan rather than just the number. Taking BMO out entirely: 91 proposals, $4,936,791, 60 customers, as of Jul 29. Every one already has a phone number or an email on file, and this is roughly fifteen phone calls, not 92. Fifteen covers 70% of the money. The shape is completely different once BMO is out, and this is the part worth knowing. With BMO in, one relationship was a third of everything and the ten biggest proposals belonged to five people. Without it, your largest single customer is 12%, the top six are 44%, and the ten biggest proposals belong to ten different people. So this is not one big conversation, it is sixty real ones, and the top fifteen are where the money is. ⚠ One thing to check with Jack: the move looks half finished. Twenty BMO proposals went to On hold. Eighty more, worth $3,000,781, are still sitting in Estimated Pending Approval: 46 under the Sirott Trust account and 34 under BMO Wealth Management. Until those move too, any pipeline total you read out of JobTread is about $3M higher than the work you can actually act on. Across all 291 of your jobs there are no notes at all, and only 2 scheduled tasks in the entire system. That is the one habit worth starting, and it is exactly what this week's build gives you. The refreshed list is ready whenever you want it, BMO removed, sorted by person to call rather than by proposal. | Us | Move 2 | Done |
| Ask Jack to finish moving the BMO records. Twenty went to On hold. Eighty more, worth $3,000,781, are still in Estimated Pending Approval: 46 under the Sirott Trust account, 34 under BMO Wealth Management. While they sit there, your pipeline reads about $3M higher than the work anyone can actually move, and they will keep showing up on every call list we build. How: Jack moves them the same way he moved the first twenty, and adds one line saying on hold, ownership transfer so the next person does not have to ask. Takes: a few minutes. | You | Open | Need you |
| The "3 impartial estimates" line on your Balcony & Deck site. Decided Jul 24 and still live there. Fallon cannot edit the site; an outside web developer manages it, so this one comes back to you. How: ask your developer to remove the line, or give us access and we do it. Takes: a five-minute text edit. | You | Open | Need you |
| Ten minutes with the Google Voice login, for the missed-call texts. Two settings inside Google Voice let us catch every missed call and voicemail the moment they happen, which is what makes the automatic text-back possible before the number moves. We drive, you type the password. How: a ten-minute screen share with Gordon, any day. Takes: ten minutes, once. | You | To start texts | Need you |
| With us · what we are doing next | |||
| Build the phone system. Fallon's full list, section above. The receiving side is live already; the missed-call connector is in build now; the AI answering waits on the number move, which starts when Gordon says go. | Us | In build | In build |
| $202,715 of approved work has never been scheduled. Found Jul 29, and it is the most useful thing we have found so far. Separate from the pending pipeline: this is work sitting in your own Approved (awaiting scheduling) stage. Nine jobs, six customers, $202,715 once the BMO accounts are set aside. Three calls cover 70% of it. The part that matters: one job at $79,940 has been waiting 125 days, and three of the six have been waiting more than four months. Nothing is scheduled against any of them and there are no notes, so nobody can tell which have been chased. This one is scheduling, not selling. The pending pipeline asks whether a customer will buy. This is work already approved on your side that has not been booked in. The list is ready, sorted by who to call rather than by job. | Us | Move 2 | Done |
| Get your ~10 Balcony & Deck funnel emails out of Katalyst. You told us about them on Jul 25. They are finished copy you already paid for, and they live inside the system we are moving you off, so they come out first. We copy them, we change nothing. | Us | Move 2, first | Next up |
| Read the rest of your Katalyst account. The read-only audit: contacts, live automations, funnels. It decides what the migration costs. | Us | Move 2 | Next up |
| Review your Mailchimp account. Runs with the Katalyst audit. May hold the past-customer list Move 4 needs. | Us | Move 2 | Next up |
| Build the CRM automations. Stages, instant reply, follow-up, reminders. The seven automations in your scope. | Us | Move 2 | In build |
| Send the lead alert straight to you. It reaches us and we relay today. Ends the relay once our sending domain is onboarded and you say go. | Us | Move 2 | In build |
| Move the database and workers into an account in your name. They run in ours because they were built first. This is the handover. | Us | Move 3 | Queued |
| Look at your Meta ad account. Done Jul 28, and it answered the question. Spend was $64 over 30 days across three boosted posts, and delivery stopped on the 26th. 195 clicks at about 33 cents. All three posts point at balconyanddeckadvisors.com, not at the pages we built. That page has no form on it, and there is no Facebook pixel anywhere on the site, so Facebook cannot see conversions, cannot optimise, and cannot show your ad again to anyone who visited. One post was set to messaging, so two conversations are sitting in your Facebook inbox. Emailed to you Jul 28. | Us | Move 3 | Done |
| JobTread API access: sorted, and it needed nothing from you. We went and looked rather than adding it to your list. There is a working API key on your account, tested against JobTread live on Jul 27, so the won-job loop is not waiting on a switch. One thing to know: the key belongs to Kodi’s user, so if Kodi ever leaves we reissue it. | Us | Done Jul 27 | Done |
| Swap the shared logins for proper access. JobTread is done: it runs on an API key now, so you can change your JobTread password whenever you like and nothing of ours breaks. Meta is the half still open. We read the account from an export rather than a connection, which works once but does not repeat, so it still needs Partner access from you. Better for you three ways: revocable in one click, gives us only what we need, and your passwords stop being load-bearing. | Us | Move 3 | Half done |