Work the leads 6 min read

The rep's one-page guide: leads on your phone, and what to ask Scout

Your leads arrive on Monday with the first message already written. You call, then tell Scout what happened in plain words. The whole job on one page, and the questions worth asking, grouped by the moment you are in.

This guide is hands-on. Follow along in the app.

A free trial takes two minutes: 25 project views or 14 days, whichever comes first. No card.

Your manager set the branch up: where it sells, what it sells, and who owns which builder. Here is your part. Three things, and everything else on this page is optional.

1
Read Monday's leads
They land on your board at New, the bell says New lead assigned to you, and an email says the same. If Scout is on your phone, the morning text lists them in order with the reason each one is yours: their account, their zone, worked them before. Start at the top.
2
Make the call, send the message
Scout has drafted a first message for each lead. Tap it and it opens on your phone, addressed and written; you read it, change a word if you like, and send it. Scout never sends anything for you. Call the builder about the material you supply, not about the trade doing the work.
3
Tell Scout what happened
Reply in plain words: left a message, talked to the super, wants a price by Friday, quoted them 24k, won it, lost it, they went with their usual supplier. The card moves, the number is recorded, the follow-up gets set. That is the data entry, all of it.

Where things arrive

Where	What shows up there
Your board (Pipeline)	Every lead assigned to you, at New, with the builder, the address, the build's value and the reason it came to you. Leads you find yourself land on the same board.
The bell	A lead assigned to you, a builder you watch pulling a new permit, and a daily note of follow-ups due and deals going quiet.
Email	An assignment the moment it happens, and the daily follow-up reminder.
Scout on your phone	A morning text with the day's leads in order and a draft for each. A nudge late morning about a pitched lead that has not moved. A quick end-of-day check-in so wins and losses get recorded.

Connect Scout to your phone

Two minutes. Settings → Integrations → ScoutRep, enter your mobile number, tap Connect ScoutRep, then reply CONNECT to the text that arrives. WhatsApp if your number has it, plain text if not; same Scout either way. From then on your assigned leads reach Scout at its next morning brief. If your morning text is a numbered menu, the assigned leads are the first line and you can reply 4 to work them straight away.

What to ask Scout, by moment

Text these as written or however you would say them. Scout understands plain words, knows which job you mean from two words, and remembers the last thing you asked. If you forget all of it, text what else can you do?

Monday morning

“What are my leads today?”“Which of these did my manager assign me?”“Who do I call first, and why?”“Why is the Coburg St one at the top?”“Have we sold this builder before?”

Before the call

“Tell me about Okanagan Timberworks”“Find a phone for the builder on the 1100 Coburg St permit”“What else has this builder pulled this year?”“Who's the site super on this one?”“What did I tell you about this builder last time?”

If your branch has connected its ERP, add Is the builder on this permit already a customer of ours? and What did they spend with us last year? If the price list is loaded in Product Brain, What's our price on 5/4 cedar decking? and Do we stock the grey composite? get the real number from your own files, and Scout says so when something is not in them.

Sending the pitch

“Draft a pitch for the Coburg St permit”“Make it shorter”“Make it sound more like me, casual, no hard sell”“Email this one instead, find me their address”“Use my new-build template for this one”“Save the email I just sent you as my reno intro”

After the call (this is the data entry)

“Left a message”“Talked to the super, he wants a price by Friday”“Quoted them 24k”“Won it”“Lost the Coburg St one, they went with their usual supplier”“Follow up on Timberworks Thursday at 10”“Book a site visit at Coburg St Wednesday 2 PM”

TipTwo words is plenty. No reply, emailed him, will call Monday: Scout knows which job you mean, writes it down, and chases the follow-up. A note never moves a card on its own; a stage changes only when you say it did.

Keeping up

“What's stuck?”“Anything I haven't touched in a week?”“What follow-ups do I owe this week?”“Who am I still waiting to hear back from?”“Show me my pipeline”“Show me my wins this month”

On the road

“What's near me? I'm at 2847 Pinewood in Surrey”“Anything within 5k of me right now?”“Plan my run, best order to drive these”“I'm visiting the three Surrey sites this afternoon, best order and back to the shop?”

On WhatsApp you can send your location pin instead of typing the address, and a voice note instead of typing at all. A photo of a business card saves the contact; a photo of a site gets you a read on what stage it is at.

Finding your own

“Any new permits in Kelowna over $2M this week?”“Pull anything from Martini Homes in the last 90 days”“Who in my network just pulled a permit?”“Send me my network link”“Got a job from a builder named Harjit, 15k exterior reno in Richmond, put it on my board”

Send me my network link is the one worth doing in your first week: paste in the builders you already know and their next permit leads your morning brief under From your network.

Quoting

“Take a look at this quote before I send it”“What's in these plans for us?”“Can you help me quote this? Here are the drawings”

Text or email the file to Scout and it reads it and tells you what matters. The quote itself is built in BuildMapper from the card: describe the job or drop the plans and the line items draft from the branch's price book. The client accepts from a private link and the card moves to Quoted with the amount on it.

Telling Scout how you work

“Don't text me before 8am”“Fewer leads, only the good stuff”“Let's talk Monday”“Only text me when I text you”“Switch me to WhatsApp”“Why did Hilltop rank above Riverbend?”

What your manager sees

Stage moves, wins, and leads that have gone quiet, on the Team Flow page. Not your notes, not your emails. A card that moves is a card nobody asks you about; a card that sits at New for two weeks is the one that gets a visit. Work in this order: anything stale first, assigned leads second, new pins last.

Do I have to use the app at all?

Not for the loop. The phone and Scout are enough: the leads arrive, you call, you reply. The app is there for the map, the board and quotes when you want them, and it runs from your phone's home screen without a download.

Scout drafted something I would not say.

Tell it: make it sound like me or shorter, no hard sell. Or send your own email once and say save that as my intro; Scout uses your wording from then on and only fills in the builder and the address.

I found a job myself. Does it count?

Yes. Save it from the map, or tell Scout put it on my board. It sits on the same board with the same follow-ups, and if there is a permit for the address it is attached to it.

I got a lead that should be someone else's.

Tell your manager. Moving a card keeps its stage and notes and tells the other rep, and if the same builder keeps coming to the wrong person, the manager sets the account owner once and it stops.

NoteScout on your phone is part of Pro, and every rep on the team gets their own. It never messages a builder or a client; you are always the sender.