AI Answering
Handles the live inbound phone call: approved answers, intake and a next step.
See AI answering →After the inquiry comes in
Lead follow-up that keeps the next step moving.
A form submission, missed connection or callback request should start a process—not another task to remember. TAVA connects prompt responses, qualification, scheduling and human handoff for contractors.
Schedule a Strategy Call →Follow-up starts with the source
Meet the inquiry where it enters your business.
Your leads can arrive in different places. They still need a timely response.
- A website form asking about a job or estimate
- A call that needs another conversation
- A caller who couldn’t connect with the business
- An appointment or callback request
- Another lead source confirmed during integration review
Each supported source needs a defined trigger, appropriate permission to contact the person and an owner for the next step. “Immediate” describes starting the configured response promptly; delivery still depends on the source, connection and messaging channel.
Illustrative workflow—not a promised result
From a new inquiry to an informed handoff.
- 01
Inquiry
A supported form or request enters the workflow.
- 02
Immediate response
The configured message acknowledges the request and opens the conversation.
- 03
Qualification
Ask approved questions about service, location and project context.
- 04
Scheduling
Offer a supported appointment or capture a callback request.
- 05
CRM update
Store the captured details and the next action.
- 06
Human handoff
Pass the conversation to the appropriate person when the rules require it.
Different jobs within the same process
Answering, follow-up and CRM aren’t the same thing.
Lead Follow-Up
Handles what happens after an inquiry enters the system: responses, qualification, reminders and handoff.
CRM
Stores and organizes the contact, conversation and next steps. Supported fields and connections are confirmed during setup.
This is a lead-handling workflow, not a claim to replace your dispatch, estimating, accounting or full field-service software.
Where automation stops
Your team stays responsible for the decisions.
Follow-up should stop or change course when the conversation needs a person.
- A request for a person, a complaint or an unsupported question
- A job that requires judgment, a technical assessment or a custom quote
- An opt-out or a request not to receive further messages
- A booking, active human conversation or another agreed stopping condition
- A failed connection or missing information that needs review
Define who is notified, where the request appears and what happens if that person is unavailable. Review timing, retries and duplicate-message safeguards before launch. A configured sequence is not a guarantee that someone will reply or book.
A practical setup
Map it. Connect it. Test the exceptions.
Map your sources
Identify incoming forms, call outcomes and callback requests that need follow-up.
Approve the messages
Define qualification, contact permissions, timing, stopping rules and escalation.
Connect the next steps
Confirm the supported calendar, CRM and notification setup. Identify any custom work.
Review the handoff
Test replies, non-replies, opt-outs, unavailable times and human takeover before launch.
Setup complexity, lead sources, messaging volume, integrations and ongoing support shape the quote. We’ll agree on the scope and any usage-related costs; there is no fixed or unlimited package implied here.
Supporting workflows
Close the gaps around the conversation.
Missed-call text back
Where supported and appropriate, a missed-call event can trigger a message inviting the caller to continue. Confirm contact permissions, duplicate handling and who takes over when they reply.
Review requests after the work
A confirmed job-completion event can support an approved request for honest feedback. Keep it separate from new-lead qualification, and never treat it as a promise of positive reviews.
Common questions
Lead follow-up FAQ
Do I need to replace my website or CRM?
Not necessarily. We first check your existing forms, calendars and CRM for supported connections. Compatibility and any required changes are confirmed before setup.
Does TAVA generate the leads?
This workflow helps capture and convert inbound leads your business is already generating. Website and SEO services can support acquisition separately; they are not automatically included.
What if the prospect doesn’t respond?
The agreed sequence determines whether and when to follow up again and when to stop. It should respect contact permissions, opt-outs and the maximum attempts you approve.
Can my team take over?
Human takeover is part of the workflow design. Define the trigger, notification route and stopping behavior so automated messages do not compete with an active conversation.
Don’t leave the next step to memory.
Let’s look at where inquiries arrive, where they stall and what your team needs to take over.
Schedule a Strategy Call →