A walk-through of every automated path in the Avalanche 360 build for Specialty Home Remodeling, from the first inquiry to the Google review. Each scenario has a short explanation and a flowchart.
Every project lives as an opportunity in the SHR Sales Pipeline. Most stage moves happen on their own, triggered by the estimate and by payments recorded in QuickBooks.
Leads arrive from the two website forms (home page and contact page), phone calls on the tracking numbers, and Google Local Services messages.
When Kyle or Joey sends the estimate from Avalanche 360, the opportunity moves to Estimate Sent and its value is set from the estimate total. If the client did not have an opportunity yet (for example a referral added by hand), one is created with source Direct estimate.
A four-week follow-up starts: one email and one text each week, only Monday to Saturday between 9:00 AM and 6:00 PM. It stops as soon as the client replies, signs or declines.
The follow-up stops, the contact is tagged estimate-declined and the team gets an email. The opportunity stays in Estimate Sent on purpose, so the team can try to save the deal or mark it Lost by hand.
Signing kicks off everything on the money side. The client receives a branded confirmation with the signed PDF, the team is notified, and the deposit invoice is created in QuickBooks with ACH enabled. The deposit amount comes from the payment schedule on the estimate, so it can be different on every job.
The office records the payment in QuickBooks as usual. Partial payments change nothing. Once the invoice is paid in full, Avalanche 360 updates on its own.
The final invoice is created by hand in QuickBooks, under the same customer as the deposit. When it is paid in full, the project closes on its own and the review request goes out.
If a payment arrives for a customer with no matching opportunity in Avalanche 360, the team gets an alert email so nothing slips through.
After the project is completed, the client gets a text asking for a Google review. When the review shows up, the team adds the tag review-left and the client stops receiving requests right away.
Every internal alert (estimate signed, estimate declined, payment with no matching opportunity) goes to the same list: Kyle, Joey, Todd, Karla, Noelia and Isabel. The list is kept in one place in Avalanche 360, so adding or removing someone updates every alert at once.
| Task | Why it matters |
|---|---|
| Add the payment schedule to every estimate | The deposit invoice amount is taken from it. |
| Record payments in QuickBooks | This is what moves the project to In Progress and Completed. |
| Create the final invoice under the same QuickBooks customer | Keeps the payment matched to the right project. |
| Mark lost deals as Lost | Declined estimates stay open until someone decides. |
Add the tag review-left when a review appears | Stops further review requests. |