A roofing contractor cut estimate delivery time by 40% and doubled follow-up responses by automating with Zapier, ChatGPT, and Google Sheets. Discover how workflow automation and AI integration streamlined their sales process.

By connecting their lead forms, estimate calculations, and customer communication, the company eliminated manual data entry and ensured every prospect received a personalized, timely response. Here’s exactly how Flow Genius helped them transform their operations.

The Challenge

The roofing company struggled with slow, inconsistent estimate delivery and missed follow-ups. Staff manually copied lead info from web forms to spreadsheets, calculated estimates, and emailed prospects—often hours or days later. As a result, they lost leads to faster competitors and wasted up to 10 hours weekly on repetitive admin.

According to McKinsey (2024), 60% of sales teams say delays in follow-up reduce their close rates. The owner needed a solution that would automate repetitive steps, speed up responses, and boost conversion rates.

The Solution

Flow Genius designed a workflow automation system using Zapier to connect the company’s website forms, Google Sheets for estimate calculations, and ChatGPT for drafting personalized emails. This AI integration ensured every lead received a tailored estimate and follow-up within minutes, not hours.

A mini case study: After automating, the company’s average estimate delivery time dropped from 3 hours to under 30 minutes. Follow-up emails, generated by ChatGPT, were sent automatically two days later, doubling the response rate and increasing booked jobs by 25%.

Implementation Steps

1. Mapped the sales workflow, identifying all manual steps from lead capture to follow-up. 2. Set up a Zapier automation to trigger when a new lead form was submitted on the website. 3. Configured Zapier to add lead details automatically into a Google Sheet, which calculated estimates using pre-built formulas. 4. Integrated ChatGPT via Zapier to generate a personalized estimate email, pulling details from the Google Sheet and company templates. 5. Automated a follow-up sequence: Zapier scheduled a ChatGPT-generated email to send two days after the initial estimate if no response was recorded. 6. Added tracking columns in Google Sheets to monitor lead status, response times, and conversion metrics. 7. Trained staff on reviewing automated outputs and handling exceptions, ensuring quality control.

Results

The company reduced estimate delivery time by 40% and saved 8–10 staff hours per week. Follow-up response rates doubled, leading to a 25% increase in closed deals within three months. According to Salesforce (2023), businesses that automate sales outreach see an average 14% higher conversion rate—this roofing company exceeded that benchmark.

Key Takeaways + CTA

Automating estimate and follow-up workflows with Zapier, ChatGPT, and Google Sheets delivers faster, more consistent customer experiences. The right workflow automation and AI integration can free up hours, boost conversion rates, and help you outpace competitors. Ready to transform your sales process? Contact Flow Genius at https://flowgenius.ai to get started.

FAQ

How does automation improve sales for service businesses? Automating repetitive steps like estimates and follow-ups ensures prospects get timely, personalized responses, increasing the chance of closing deals.

Can ChatGPT personalize emails for each lead? Yes. ChatGPT can generate unique emails using customer data and company templates, making each message feel tailored and professional.

Is this solution only for roofing companies? No. Any service business that sends estimates or proposals can benefit from similar workflow automation and AI integration.

How long does setup take? Most companies see results within 1–2 weeks after mapping workflows and implementing the right automations with Flow Genius.