Portfolio/Lead Flow
Operations · Lead Flow

Lead flow

A walkthrough of how a single inbound lead — Marlin Bay HOA, Naples FL — travels from website intake through AI routing, human approval, Salesforce sync, and into a booked site visit. Each card is a real step in production.

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Lead L-29481 · 12:47:03 PM
Marlin Bay HOA · Naples, FL
Property
86-unit HOA · tile re-roof
Estimate
$186,400
AI score
92 · High intent
Routed to
Campany
  1. Step 01
    00:00
    Intake
    Property manager submits the contact form on campanyroofing.com. The unified intake layer captures the submission to the same routing pipeline used by every brand site.
    Property name
    Marlin Bay HOA
    Property type
    HOA / Condo association
    Address
    3700 Marlin Bay Way, Naples, FL 34114
    Units
    86
    Roof type
    Concrete tile (existing)
    Issue / scope
    Multiple leaks reported over past 6 months. Last full re-roof in 2008.
    Decision-maker
    Property manager (board approves)
    Timeline
    Estimates by end of month
    SourceCampany
    Web · Google Business Profile
    Submitted
    2026-05-05 · 12:47:03 PM ET
  2. Step 02
    + 03s
    Enrichment
    Property is matched against county records (parcel, year built, sq ft). Existing Salesforce contact + maintenance history are pulled. Three nearby projects are surfaced for context.
    Property record · Collier County
    • Parcel00736400006
    • Year built2007
    • Roof area (est.)112,400 sf
    • Permit history1 (2008 re-roof)
    Salesforce match
    • AccountMarlin Bay HOA
    • Last touch2024-08 · maintenance quote (declined)
    • OwnerCarlos Mendoza · Campany
    • Open opps0
    Nearby Campany projects
    • Fiddler's Creek Cottages$210k · 2024
    • Pelican Bay Villas$340k · 2023
    • Marco Island Resort$580k · 2022
  3. Step 03
    + 11s
    AI scoring
    ReRoof AI reasons over scope, intent, urgency signals, and historical close-rate for this property type + region. Outputs a 0–100 score, a recommended op-co, and a suggested estimator.
    Reasoning · Claude Opus 4.7

    86-unit HOA in Naples with documented leak history and a 2008 re-roof now 18 years old — past tile lifecycle. Property manager mentions "by end of month", indicating active timeline. Salesforce shows Campany previously quoted maintenance but never converted. Estimated scope $180–210k. Recommend Campany · Carlos Mendoza — Carlos closed 4 of 5 similar HOAs in this region in the last 18 months at avg 92% of asking. Suggest priority callback within 60 minutes.

    Intent94
    Budget fit91
    Urgency86
    Fit · Campany97
    Risk12
    Final score
    92
  4. Step 04
    + 14s
    Routing & assignment
    Lead lands in Campany's queue, assigned to Carlos Mendoza based on territory, current load, and historical performance on tile re-roofs >80 units. SLA timer starts.
    Routing decision
    • Op-coCampany Roofing
    • RegionSouth Florida · Collier
    • EstimatorCarlos Mendoza
    • SLACallback within 60 min
    Why Carlos
    • Active load4 leads
    • Tile re-roof close-rate87%
    • Avg ticket$184k
    • Drive radiusNaples primary
    Salesforce sync
    • Lead created · ID 00Q8b00000ZxPLm
    • Account linked · Marlin Bay HOA
    • Owner assigned · Carlos Mendoza
    • Custom fields populated
    • Webhook → ReRoof HQ
  5. Step 05
    + 90s
    Auto-outreach (with approval)
    AI drafts a personalized email + SMS in Carlos's voice. He gets a one-tap approval on his phone. (Below the high-risk threshold? It can auto-send instead.)
    Email · draft
    From: carlos.mendoza@campanyroofing.com
    Subject: Marlin Bay HOA — re-roof estimate Hi Janet, Thanks for reaching out about Marlin Bay HOA. I've worked on a few similar 80+ unit communities in Naples — including Fiddler's Creek and Pelican Bay — and I'd be glad to put together a comprehensive estimate. A few quick questions before I come out: • Are board approvals usually needed by a certain date? • Has the existing tile been inspected since the 2024 maintenance quote? • Any preference on tile profile / manufacturer? I'm available for a site walk Tue 5/12 at 1pm or Thu 5/14 at 9am if either works. Otherwise we can find another time. — Carlos
    Auto-personalized · 11 sec to draft
    SMS · draft
    Hi Janet — Carlos with Campany Roofing. Got your inquiry about Marlin Bay HOA. I just emailed you a few questions + two times for a site walk next week. Let me know what works.
    Risk threshold: medium · human approval required (HOA decision-maker, $180k+ scope)
  6. Step 06
    + 4m
    Reply → site visit booked
    Property manager replies. AI proposes 3 windows from Carlos's calendar that respect drive-time and existing visits. PM picks Tuesday 1:00 PM. Confirmed in Salesforce + calendar + sent to PM.
    Hi Carlos — board agreed. We'd prefer Tuesday afternoon if you can do it.
    Janet · 12:50 PM
    [ReRoof AI to Carlos] Janet replied. Tuesday 1pm matches your calendar — drive time from Marco Island visit is 32 min. Also avoids your 3pm with Pelican Bay. Confirm?
    ReRoof AI · 12:50 PM
    ✓ Confirmed Tue 5/12 1:00 PM. Sent calendar invite + Salesforce updated.
    Carlos · 12:51 PM
    Site visit · Tue 5/12 1:00 PM ET
    • PropertyMarlin Bay HOA
    • EstimatorCarlos Mendoza
    • Drive time32 min from prior visit
    • SalesforceEvent 00U8b… created
    • CalendarSynced (Google)
    • PM notifiedYes · iCal attached
    • SLACallback in 4m 12s ✓
  7. Step 07
    + 8m
    Logged + executive notified
    Activity logged, lead moved to 'Scheduled', PORTFOLIO KPIs roll up to ReRoof HQ instantly. Broadwing partners see updated pipeline at next dashboard refresh.
    Lead status
    • StageScheduled (was: New)
    • AI score92
    • SalesforceSynced
    • Next actionSite visit Tue 5/12
    Portfolio KPIs · live update
    • Pipeline (Campany)+$186,400
    • Avg response time−4s vs last 30d
    • Scheduled estimates+1 · 22 total this week
    • AI auto-actions today47
    Daily executive brief

    Marlin Bay HOA included in tomorrow's 6:30 AM brief to Broadwing partners under "Notable Inbound — Campany". Carlos's calendar marked. PM follow-up reminder 24h before site visit.

    Loop closed. No human had to think about routing.