Review & Referral Requests

Q: How does the system know if a customer agreed to leave a review?

A response parser reads incoming customer emails and extracts whether they agreed to review, any referral leads mentioned, and contact details for those referrals. The data is logged automatically without manual reading.

Q: Will the automation work with our existing tools?

The automation integrates with HubSpot, Gmail, Google Sheets, and Slack. It can also connect to other mainstream CRM, email, and spreadsheet platforms your team uses.

Q: What happens to referral leads once they are captured?

Referral leads are extracted from customer responses, logged in your central record, and sent immediately to the sales team via Slack or email. Sales can follow up the same day.

Q: Does the system send follow-up emails to customers who don't respond?

Yes. After five days with no response, the automation sends a follow-up reminder email automatically.

Turn every completed roofing job into a steady flow of five-star reviews and warm referrals without manual follow-up.

344 hrs

Manual time identified

Companies have mapped

Map This Automation

About This Automation

Review and referral requests are sent manually to customers after job completion, requiring daily scanning of job records, eligibility checks, and email composition. Manual tracking of responses and referral leads across multiple tools creates delays and missed opportunities.

Automation identifies eligible customers, sends personalized requests, captures responses, and routes referral leads to sales on the same day. The process runs continuously with minimal human oversight.

Key features:

Scan completed jobs automatically each morning and identify eligible customers

Verify customer eligibility by checking invoices, disputes, and warranty claims

Compose and send personalized review request emails without manual drafting

Parse incoming email responses to extract review status and referral leads

Log all customer responses and referral data in a central record

Notify the sales team of referral leads on the same day they arrive

Data insights How it works Apps used What you get FAQ

Top friction points when done manually

The issues teams report most often with this process

#	Friction point	Companies Report This
1	Manual response monitoring Coordinator must check email daily and manually read each response to determine review and referral status.	80%
2	Eligibility decision bottleneck Coordinator relies on memory and manual checks to verify pending invoices, disputes, and warranty claims for each customer.	67%
3	Multi-tool data entry Responses and referral leads must be manually entered into a spreadsheet, creating duplication and transcription errors.	53%
4	Delayed referral handoff Referral leads are extracted manually from spreadsheets and sent to sales with a delay of several days.	40%
5	Inconsistent follow-up timing Non-responders are identified manually from the spreadsheet, leading to missed or delayed follow-up emails.	26%

Disclaimer

Automation readiness

How well-suited this process is for automation

Process Pain Score™

8.7/ 10

AI Fit Rating™

8.6/ 10

Automation Lift Index™

8.2/ 10

Hidden Overhead™

7.1/ 10

How The Automation Works

The full workflow, from trigger to completion.

1. Job Completion Detectedtrigger

A roofing job is marked complete. The automation platform captures the job ID, customer name, email, and job type.

2. Check Customer Eligibility

The automation reviews the customer record for exclusion flags (pending invoices, complaints, warranty disputes) and decides whether to proceed with review and referral outreach.

3. Generate and Send Review Request

If eligible, the automation generates a personalised review and referral request email and sends it. The send is logged.

4. Monitor Email Responses

The automation monitors the inbox for replies to the review request email. When a response arrives, it is captured and parsed.

5. Extract Referral Leads

The automation reads the customer response and extracts any referral leads, review commitments, or contact information mentioned.

6. Log Response

The response, referral leads, and review status are logged as a contact activity for future reference.

7. Notify Sales

If a referral lead is found, a message is sent to the sales team with the lead details and customer context.

Most popular tool stack used

— the complete tool combinations companies use

52% of companies

28% of companies

15% of companies

Disclaimer

What you get when you map this process

Everything you need to understand, plan, and build your automation.

ROI and business case

What this process costs today and what changes once it's automated.

Launch schedule

What gets built, in what order, and what success looks like once it's live.

Process runbook

How the automation runs day to day, including exceptions and human decision points.

Developer handover pack

Full build spec, logic, and configuration — ready to hand off without a briefing call.

Integration and connections guide

Every tool connection, credential, and data mapping the build needs.

Test and QA plan

128 hrsIdentified

4Mapped

View

Frequently asked questions

Everything you need to know before mapping this process.

What happens if a customer has a pending invoice or open dispute?

The eligibility agent automatically checks for pending invoices, warranty claims, and customer complaints before sending a review request. Ineligible customers are skipped and flagged for manual review if needed.

How does the system know if a customer agreed to leave a review?

Will the automation work with our existing tools?

What happens to referral leads once they are captured?

Does the system send follow-up emails to customers who don't respond?

View more FAQs

Process pain:8.7/10

Mapped by:4 Companies

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Page updated 10 August 2026