L ยท Late Shift by Sold Squares
Every inspection, worked to a signed contract
We get the calls in and the inspections booked. Then the follow-up slips: the estimate nobody chased, the text nobody sent back, the invoice at 60 days. Late Shift is the overnight crew that drafts that work every night. Someone in your office approves it in the morning.
The morning queue
What's waiting when the office opens
Each night the crew reads your calls, open estimates and invoices, and writes the office work that's due. In the morning there's a short stack. Each item says why it's due and where the facts came from.
Your office approves it, fixes it, or marks it "already won," "we called back" or "paid." The crew won't ask about that job again.
Trade shops hiring a customer service rep this fall advertised a median of about $56,000 a year. The crew doesn't replace your office person. It takes the looking-up and typing off their desk, so the one you have keeps up after a hail week.
The work
What the crew drafts, and what it needs from you
Set up for your shop: your timing, your sign-off, and the words you'd never use.
Estimate follow-up
You give it: Nothing new. It reads your open estimates from your CRM, or a weekly export.
You get back: A note at day 3, 10 and 30 for every open estimate, with why it's due and what already went out. It stops when the job's marked won or lost.
Missed-call text-backs
You give it: Your phone system or call tracking (CallRail, Quo or RingCentral).
You get back: A text back for each missed call, with what the caller said on the voicemail beside it.
Replies
You give it: Nothing. Customer replies come back to your own address.
You get back: A draft answer to each reply. When a homeowner says yes, the follow-ups on that estimate stop.
Collections
You give it: QuickBooks Online, or the A/R aging export.
You get back: A polite letter at 30 days, a firmer one at 60, and a call script at 90. Anything paid, or that you said to leave alone, is held.
Review requests
You give it: Nothing. It watches for a finished job or a paid invoice.
You get back: A short ask for a Google review once the job is done. Nobody gets asked twice in ninety days.
Proposals from field notes
You give it: A text or voice memo from the truck, the photos and the measurements.
You get back: A proposal draft in your format and from your price book. If something's missing, it tells you what to add.
Monday numbers
You give it: Nothing. It reads the same sources.
You get back: Calls answered, missed calls texted back, open estimates, what's past due and what came in, on your phone Monday morning.
The guardrails
Nothing goes out without a person
- A person approves every send. Every message to a homeowner waits until someone in your office approves it.
- No send-to-everyone. Each message is its own decision. A bad draft is one card, not two hundred inboxes.
- Stale data drafts nothing. If your CRM or QuickBooks hasn't updated in time, the crew stops and tells you which one.
- Never the claim. The crew handles messages, inspections, scheduling and collections. It never writes about a deductible or handles an insurance claim.
Anything about the deductible or handling a claim (Bus. & Com. Code §27.02, Ins. Code §4102.163). The crew can confirm an inspection, chase an estimate and send a polite invoice reminder. The claim is between the homeowner and their insurer.
What it reads
It works from what you already run
No new system to learn. "Built" means built and tested. The crew isn't running for a roofer yet, and we'd rather say so.
| Source | What the crew uses it for | Today |
|---|---|---|
| CallRail, Quo, RingCentral | Missed calls, voicemails, what callers asked for | built |
| QuickBooks Online | Open invoices, what's past due, what's paid | built |
| Google Business Profile | Reviews, for review requests and the Monday numbers | built, waiting on Google's API approval |
| Jobber, Housecall Pro | Open estimates, won and lost jobs | built |
| JobNimbus, AccuLynx | Open estimates, won and lost jobs | from the export for now |
| Texts and memos from the truck | Field notes and photos for proposals | built |
Two ways to get it
With your agency, or with ours
Keep your agency? Take the crew on its own. It works the leads you already get, wherever they come from.
With Sold Squares? The full plan joins the two halves: booked inspections go straight into the crew's follow-up queue, and signed jobs come back into your monthly report. That's the whole chain, from the call to the contract, in one place.
About 60 days of hands-on setup: your CRM and phones connected, your timing and wording tuned, and every draft checked before it reaches the queue. Tracking and your first report by day 45, the crew running by day 60.
Questions
Can I keep my agency and just get the crew?
Yes. The crew works the leads you already get, wherever they come from. If your agency contract comes up later and you want the full plan, the crew is already in place.
Is the crew people or software?
Software that runs every night, set up and watched by us. It drafts; your office decides. Nothing reaches a homeowner until someone in your office approves it.
Does it handle insurance claims?
No. It confirms inspections, chases estimates, answers replies and sends invoice reminders. It never writes about a deductible or a claim. That's between the homeowner and their insurer.
Isn't this just replacing my office manager?
No. Your office person is the one who makes it work. The crew takes the looking-up and typing off their desk, and they keep the judgment: what goes out, what waits, who gets a call instead.
My CRM already sends follow-ups.
Then use what you pay for. The crew reads across your phone, CRM and QuickBooks before it drafts, so a homeowner who already said yes or already paid doesn't get chased. If your software already handles a message well, we leave it there so nobody gets two.
We're on JobNimbus or AccuLynx.
The crew doesn't connect to them directly yet, so we work from a weekly export until it does. Jobber, Housecall Pro and QuickBooks are built.
Free audit
See where your calls come from.
A free 30-minute call audit: where you show up on the map, what your listing and site get wrong, and two test calls to your own line. You keep the written audit whether you hire us or not.