Permits in on Monday. Smarter by next Monday.
Eight steps, one loop. New permits arrive, they reach the right rep — handed out by a manager, or found by the rep on their own patch — Scout works them, the pipeline and the quote take care of themselves, and every outcome teaches the scoring for the week after.
Monday morning, the week arrives.
Every new building permit inside your territory lands on the This week tab of Team Flow at once. Nobody exports a spreadsheet, nobody checks a city portal, nobody forwards a PDF. Each permit arrives already matched to its builder, its project type and its build value, and the strip at the top of the page names its own inputs — permits, your area, your customer list, your reps, your connections — each with the one thing it still needs from you.
- One week = one Monday's import, scoped to the cities and product lines your territory names
- Every permit already tied to a builder, a project type, an address and a build value
- The page says what fed it, so a thin week is explained rather than mysterious
- A week you skip keeps its leads until someone assigns them — nothing ages off the list
- Go back to any past week and pick up what was left
- Same page on a phone, so the week can be approved from the truck
Every lead gets a rep, with the reason shown.
BuildMapper checks each permit against your customer list first: if the builder is already a client, the lead goes to the rep who owns that account, and nobody calls a customer cold. The rest are routed by the rep your list names, by who has worked that builder before, by the area they cover, then by rotation. Each lead is scored for the rep who gets it, so their group opens hot-first. The manager reads down the page, changes any rep from the dropdown, and approves the week in one click.
- Already a customer? The account owner gets it, marked "their account"
- Five rules, always in the same order, and the one that fired is printed on every row
- Past leads are a hint, not a claim — one tap turns the hint into real ownership
- Scored for the rep who gets it: fit for their product lines, timing on the build, the builder's history with you
- An area nobody covers is called out with a Claim button instead of being quietly rotated away
- A lead a teammate already holds shows inside that rep's group with its stage, never assigned twice
- Assign one lead, a ticked selection, a rep's whole group, or the entire week
Plenty of reps work their own patch and are not waiting to be handed anything. Three ways in, and they all end in the same place. Project Data is the map — every permit in their area, already scored for what they sell, and one tap from their own pipeline; it is the page the app opens on. Connections is the standing watch: follow the builders you already deal with and you hear first when one of them pulls. Or just ask Scout for what you want — new multi-family in Kelowna over $2M — and send back what it finds. A branch with no manager routing runs the whole loop this way and never opens the assign step, and everything below this point is identical.
The rep hears about it before the coffee's cold.
The moment the manager approves, each lead lands on that rep's own pipeline at New and Scout tells them. A lead the rep found themselves arrives the same way — saved off the map, asked for from Scout, or flagged by Connections when a builder they follow pulls. In the app, Scout lists what came in with the score, the builder and the build. On the phone it is a text: who to call first, why that one, and whether they already know the builder. Nothing to install, no second login, no separate rep tool to buy.
- The lead is on the rep's own board at New, with the score, the builder, the address and the value
- Assigned or self-sourced, it is the same card and the same board
- Scout's brief ranks the day and says why each one is near the top
- If you have sold that builder before, Scout says so before the first call
- Contacts, past orders and the project's own history are one tap away
- In the app and on the phone by text — no install, no login for the rep
Scout writes the pitch. The rep makes the call.
Scout Rep works each lead alongside the rep from the first touch. It researches the builder, finds the right person and their number, drafts the email for that builder and that project, logs the calls and emails as they happen, and puts the follow-up on the calendar. The rep answers "send it" or "call them Thursday" and the admin is done. Every fact it gives back carries a source, so nothing goes out on a guess.
- Builder research and verified contacts, with the source on every fact
- The email drafted for that builder and that project, in your voice — edit it or send it
- Calls, emails and notes logged as they happen, on the lead and on the project
- Follow-ups scheduled, and a nudge when one comes due
- Ask it mid-job: who else is on this site, what did we quote them last time, who signs off
- Works by text from the truck, so the notes are written before the rep gets back
No data entry. The board keeps up on its own.
As the rep works the lead, the pipeline reflects it. An email sent moves the card to Contacted. A quote sent moves it to Quoted and carries its value. A signed contract marks it Won. The rep never re-types what already happened, and the manager is looking at that same card, not a copy of it — which is why the two can never disagree on a Friday.
- Stages move from the work itself: outreach, quote sent, contract signed
- The quote and the contract ride on the card with their status and their value
- What a job is worth and what you actually booked stay two different numbers
- One board per rep; the manager's page reads from all of them, never a re-keyed copy
- Drag a card yourself whenever you want to — the automation never fights you for it
- Salesforce connected? New leads and stage moves are pushed there on their own
At the quoting stage, the price list answers back.
Product Brain holds your catalog: every product, spec sheet and price you sell. When a lead reaches Quoted, the rep describes the job or drops in the plans, and the AI reads them, does the takeoffs and drafts the line items from your real prices. It will not invent a price — if something is not in your list it says so and offers what you do stock. The quote goes out from BuildMapper and the client accepts it online.
- Your own price list and spec sheets, searchable in plain English by anyone on the team
- Plans read, quantities taken off, then priced from your catalog
- Never a price that isn't yours — it says what it doesn't have instead of guessing
- Alternatives and substitutes offered from what you actually stock
- Line items drafted in seconds; the rep edits, prices and sends
- Accepted online, and the pipeline card carries the value the moment it is
Notes on the project. A chat with the projects in it.
Every project carries shared notes the whole team can read, and Team Chat is the branch's group chat with the jobs tagged into it. Type # and tag the project, the builder or the quote; that message then shows on the project's own card, so the rep on site and the manager at the desk are reading the same thread. It is the one part of the loop every member gets, reps included.
- Channels for the branch, direct messages, threads, files and reactions
- # tags a project, a builder or a quote, and the tag shows up on that project's card
- Shared notes on the project itself, next to the contacts and the history
- A tag inside a DM stays inside the DM — it never leaks onto the manager's view
- Every active member of the team, reps included, not just managers
- Quiet for twenty minutes? One digest email, never the message text
Every outcome makes next Monday better.
Won or lost, the result rolls up to Performance: active leads, open pipeline, won value and win rate, per rep and for the branch. And it feeds back into the front of the loop. The builders you win with, the product lines that close, the areas that convert — all of it teaches the scoring, so next Monday's list opens with the leads that look like the jobs you actually take.
- Totals for the branch and every rep's funnel side by side, on one page
- What moved this week: saves, stage moves, wins, notes, assignments, emails
- Anything active and untouched for two weeks rises to the top on its own
- Won jobs teach the scoring which builders, product lines and areas are really yours
- A lost one counts too — it is the cheapest lesson in the loop
- Ask it in plain English instead of reading the charts
Same permits. Different week.
Nothing on the left is anyone's fault — it is what a branch does when the tools stop at a list of permits.
- Export the city's permit list, or wait for someone to forward it
- Split the rows between reps in a spreadsheet, from memory
- Miss that three of them are already your customers
- Paste the good ones into the CRM by hand
- Chase five reps on Friday for what actually happened
- Dig the price list out of a shared drive to build the quote
- Start the next Monday with exactly the same guesses