Trello: Store Leads, Track Status, and Follow Up Like a Pro
Cold calling creates opportunities. Follow-up turns them into inspections. In this module you’ll build a Trello system that makes it impossible to lose a lead — and easy to know exactly who to call next.
Follow-Up is Where the Money Is
Most contractors lose money because they lose leads. Trello fixes that by giving every lead a “home,” a clear status, and a next step. No sticky notes. No “I’ll remember.”
What Trello Does For You
- Keeps every lead organized in one place
- Makes follow-up automatic (you always know who’s next)
- Stops leads from falling through the cracks
- Makes your daily workflow simple and repeatable
The Rule
- If a lead is not booked, it needs a follow-up date.
- If it has no next step, it will die.
- Your job is to keep the pipeline moving every day.
Build Your Trello Board (Simple CRM)
Create one Trello board called: LPQ Roofing Pipeline. Then add these lists (columns) in this exact order. This becomes your daily operating system.
Required Lists (Columns)
How You Use It Daily
- Every lead starts in New Leads.
- After you dial, it moves immediately (no exceptions).
- If not booked, it must land in Follow-Up Needed with a date.
- Your “to-do list” becomes the Follow-Up column.
What to Put Inside Every Trello Card
Every card should contain the same information so follow-ups are effortless. Copy this template into each new lead card.
Card Title Format
Card Description Template
Follow-Up Schedule (Simple and Aggressive)
If they didn’t book on the first call, you don’t “lose” the lead — you schedule the next touch. Most inspections get booked on the 2nd–5th attempt.
Recommended Follow-Up Cadence
- Day 0: Initial call (leave voicemail if possible)
- Day 1: Call again (different time block)
- Day 3: Call + short text (optional)
- Day 7: Call again
- Day 14: Final attempt + move to “Closed/Lost” if no response
The Rules
- If it’s not booked, it must be in Follow-Up Needed.
- Every follow-up needs a date/time in the card.
- Call at different times to improve contact rates.
- Notes matter: write down objections + next angle.
Your Daily Trello Routine (15 Minutes to Stay Organized)
This is the routine that keeps your pipeline full. Do this every day before you start calling.
Morning Setup (5–10 min)
- Open Trello and go to Follow-Up Needed.
- Sort by due date (today first).
- Pull your top 10–30 follow-ups for the day.
- Move anything “ready to dial” into a mini stack (top of the list).
After Each Call (non-negotiable)
- Move the card to the correct column immediately.
- Add a short note: what they said + any objection.
- If not booked, set the next follow-up date/time.
- If booked, move to Inspection Booked and confirm details.
Next Up: Turning Inspections Into Signed Jobs
Cold calling and follow-up gets inspections. The next module is about what happens at the inspection: how to document, how to present findings, and how to move from inspection to signed work.