Writes & Sends for You
Pre-written thank-yous, review requests, and friendly reminders — automatically delivered in your brand voice.
Follow-Up & Referral Automation
What if your customers kept coming back — and told their friends — automatically?
Keep every customer engaged after the job is done. Send thank-yous, request reviews, and ask for referrals — all while you focus on real work.
- Easy Setup
- Always Running
- Happier Customers
Job Completed Trigger Detected
Review Request
"Hi John, thanks for choosing us! Would you mind leaving a quick review?"
Referral Ask
"Loved our service? Refer a friend and you both get $50 off your next job!"
Thank You Note
"Receipt #4022 attached. Thanks for your business!"
What Is Follow-Up & Referral Automation?
It’s a smart follow-up system that keeps your customers close — sending thank-yous, review requests, and referral nudges automatically. You save hours, stay top of mind, and look more professional — while your business runs on autopilot.
- Friendly messages
- Perfect timing
- More reviews
- More referrals
Right Time, Every Time
Messages go out after quotes, jobs, or invoices — never too soon, never forgotten.
See What’s Working
Track replies, reviews, and referral wins — so you can improve results and keep customers returning.
From Missed Follow-Ups to Customers Who Stay Connected
Every missed follow-up is a lost opportunity. Reviews go unasked, referrals fade away, and loyal customers drift off to competitors. With Follow-Up & Referral Automation, those moments are handled for you.
Everyday Struggles
Running your business leaves no time to chase reviews or send follow-up texts.
- Messages forgotten after busy jobs
- Referrals only happen “by luck”
- Follow-ups take hours to write
- Customers forget your name weeks later
The New Calm System
Personalized messages, review requests, and referral nudges send themselves at the right time.
- Never miss a thank-you or follow-up again
- Customers reply faster — and refer friends
- Everything happens in your tone of voice
- More reviews without asking twice
How Follow-Up & Referral Automation Works
Three simple steps — you stay focused on real work while the system keeps customers engaged and brings in more word-of-mouth.
01
We Review Your Flow
Quick call + a few examples. We map where follow-ups should happen — after quotes, jobs, and invoices.
- Pick your tone and message style
- Choose triggers (time delays, job status)
- Set simple goals: reviews, replies, referrals
02
We Automate & Connect
We plug your tools in and build the follow-up paths for you — messages send themselves at the right moment.
- Friendly templates in your brand voice
- Right timing after jobs and payments
- Reliable delivery with simple tracking
03
You Run on Autopilot
See who replied, who reviewed, and who referred — we keep things running smoothly in the background.
- Clear view of wins each week
- Adjust wording any time
- You look pro, customers stay close
You own your messages and customer list — we keep everything organized, up-to-date, and easy to adjust.
Real-World Use Cases — “This Is For Me”
Follow-ups, thank-yous, reviews, and referrals — sent at the perfect time for your trade. Save hours, look more professional, and win more repeat work. Run your business on Autopilot.
Home Cleaning
Rebook Faster
Thank-you after each visit, rebook reminder at 30 days, and a gentle review ask the next morning.
Roofing
Quote Follow-Ups
Automatic check-in 48h after quotes, review request after completion, referral nudge two weeks later.
HVAC
Seasonal Tune-Ups
Pre-season reminders, post-install review asks, and referrals when customers mark “Very happy”.
Landscaping
Project Wrap-Ups
Photo request + review link at completion; referral prompt after “great” feedback.
Plumbing
Emergency → Loyalty
Next-day check-in, warranty reminder at 30 days, and referral note when issue is resolved.
Salons & Clinics
No-Show Drop
Friendly reminders, “rate your visit” links, and VIP referral perks sent automatically.
“It Pays for Itself” — Do the Quick Math
Small boosts in reviews, replies, and referrals stack up fast. You save time, look more professional, and run your business on Autopilot.
+72% Reviews
Fresh 5-stars build trust and close work.
+45% Repeat Jobs
Friendly reminders bring customers back.
3× Referrals
Happy clients share your name automatically.
More reviews = more trust
A steady stream of fresh 5-stars lifts conversion and keeps you top-of-mind.
Replies without the busywork
Quotes get gentle check-ins; finished jobs get thank-yous — in your voice, on time.
Referrals you don’t have to chase
Happy customers get a simple nudge to share your name — repeat work grows on its own.
You stay in control
You own your customer list and messages. We keep everything organized and easy to adjust.
Why Choose Xelshard for Follow-Ups
You need a simple system that sends the right message at the right time — and keeps everything tidy behind the scenes. We set it up, keep it running, and make sure you always look professional.
- Up and running fast
- Runs quietly in the background
- Automatic backups
- Done-for-you setup
Built for busy owners
No tech hassle. We connect your tools, write your messages, and tune the timing so you save hours every week.
Your tone, your brand
Every thank-you, reminder, and referral nudge sounds like you — consistent, friendly, and on-brand.
Smart timing & rules
Messages go out after quotes, finished jobs, or invoices — so nothing slips through the cracks.
Clear results, fast tweaks
See replies, reviews, and referrals at a glance. We adjust the flow to keep wins coming.
Safe & reliable
Your customer list is protected with routine backups. If something goes wrong, we restore quickly.
Priority help when you need it
Choose a plan with faster support and regular tune-ups to keep performance sharp.
You own your data and your documents. We keep them organized, backed up, and easy to access.
Trusted by Teams Using Follow-Up & Referral Automation
Real stories from service businesses that turned “forgotten follow-ups” into repeat work and steady referrals.
★
“Quotes don’t just go quiet anymore. The system nudges customers until we get a yes or a no.”
★
“It reminds old customers about tune-ups every season. Our maintenance plan list doubled.”
★
“After each job, clients get a thank-you plus a referral link. We see new jobs from past clients every week.”
★
“Old leads get checked on automatically. We win work from people we quoted months ago.”
★
“Quotes don’t just go quiet anymore. The system nudges customers until we get a yes or a no.”
★
“It reminds old customers about tune-ups every season. Our maintenance plan list doubled.”
★
“After each job, clients get a thank-you plus a referral link. We see new jobs from past clients every week.”
★
“Old leads get checked on automatically. We win work from people we quoted months ago.”
★
“Every estimate gets a friendly series of check-ins. Our close rate went up without hiring another salesperson.”
★
“Happy clients automatically get a refer-a-friend email. New customers literally say ‘my neighbor sent me this link.’”
★
“Past-season customers get reminders to book again. We filled the spring schedule earlier than ever.”
★
“Follow-up messages feel personal, not spammy. We stay top-of-mind without manually checking in.”
★
“Every estimate gets a friendly series of check-ins. Our close rate went up without hiring another salesperson.”
★
“Happy clients automatically get a refer-a-friend email. New customers literally say ‘my neighbor sent me this link.’”
★
“Past-season customers get reminders to book again. We filled the spring schedule earlier than ever.”
★
“Follow-up messages feel personal, not spammy. We stay top-of-mind without manually checking in.”
Questions? We’ve Got You.
Simple answers in plain English. If you can use email or fill out a form, you’re good to go.
Do I need new software to use this?
No. We connect with the tools you already use (email, forms, job info) and set everything up for you. You’ll see friendly messages go out automatically — thank-yous, reminders, reviews, and referrals — without changing how you work.
What messages are included?
Out of the box you get:
- Quote follow-ups (e.g., 24–48 hours after sending)
- Post-job thank-yous with a direct review link
- Referral nudges after happy feedback
- Gentle rebook reminders (30/60/90 days)
We tune timing and wording to match your voice.
What’s included with the Managed plan?
The Managed plan means we do it for you:
- Setup and connection to your existing tools
- Pre-written messages customized to your brand
- Automatic sending and routine checks
- Safe copies and quick restore if something breaks
What’s in the Elite plan?
Everything in Managed, plus extras for fast-moving teams:
- Priority help when you need changes
- Performance tune-ups every quarter
- Faster delivery for updates and new flows
Can I approve messages before they go out?
Yes. We start with an approval step so you can review wording and timing. Once you’re happy, it runs on its own — and you can pause or tweak any message later.
Who owns my customer list and messages?
You do. Your contacts and message history are yours. We keep everything organized with routine copies so you’re always in control.
Get Your Follow-Up & Referral System Running in Under 14 Days
We set it up for you, customize your messages, and keep it maintained — so your business runs smoother while you focus on the work that matters.
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