Introduction

AI Follow-Up That Converts Yard Inquiries Instantly turns curiosity into appointments. Whether you’re a landscaper, fence/builder, shed or carport dealer, container yard, pool/spa retailer, or turf company—speed, clarity, and proof are everything. This playbook gives you sequences, scripts, and KPIs to deploy in one afternoon.

Compliance: capture consent for SMS; include opt-out (“Reply STOP to end”); avoid sensitive data; store consent logs; respect quiet hours. This guide is educational—confirm your regional regulations.

1) Why “AI Follow-Up That Converts Yard Inquiries Instantly” Works

• Speed-to-lead wins: under a minute beats competitors every time.
• Binary choices: “Thu 4:30 or Sat 10:30?” converts better than open-ended scheduling.
• Segmented empathy: AI recognizes blockers—site prep, HOA/permits, budget—and offers the next micro-step.
• Proof-first: send relevant photos/specs that match the address or county to remove friction.

2) Lead Sources & Handshakes (Phones, Forms, DMs)

3) Smart Triage: Intent, Location, Timeline, Budget

• Intent: install vs. repair vs. consult.
• Location: address/ZIP → serviceable? any setbacks?
• Timeline: “This week / next 2–3 weeks / browsing.”
• Budget tier: “starter / mid / premium” (kept general in SMS).

Store answers as tags in CRM: intent:install, timeline:2w, tier:mid.

4) Instant-Reply Scripts (SMS, Chat, Email)

SMS (missed call)
“Hi [First], it’s [Brand]. Saw your call. Do you prefer a quick call back or text? If text, what’s your address so I can confirm service + share 2 time options? (STOP to end)”

Chat (pricing)
“Most [City] installs land between $[low]–$[high] depending on size/site. Want a 10-min site check Thu 4:30 or Sat 10:30?”

Email (form submit)
“Thanks for reaching out about [project]. Based on [City], we can do a quick site check: Thu 4:30 or Sat 10:30. Which works? Photos of access/path help us prep.”

5) Core Sequences: Quote, Site-Check, Permit/HOA, Financing

A) Quote Follow-Up (Day 0–7)

D0 + 10s  “Got it, [First]. I’ll text 2 time options for a site check.”
D0 + 60s  “We can swing by Thu 4:30 or Sat 10:30. Which is better?”
D2 11:10  “Still good to look at [address]? A driveway/gate photo helps us bring the right gear.”
D5 5:05   “I can hold Sat 10:30. Want me to lock it?”

B) Site-Check to Proposal (T-24/T-2/T+1)

T-24 “Reminder for tomorrow. Questions on access or pets?”
T-2  “We’re on track; reply 2 to reschedule.”
T+1  “Proposal sent. Want to review together: today 4:30 or tomorrow 10:30?”

C) Permit/HOA Track

D0 “Typical review in [County] is ~2–3 weeks. Can you text 2 photos: front view + side setback?”
D7 “No comments yet. Want a letter summarizing specs for your HOA board?”

D) Financing Track

D0 “Ballpark payments from $[xx]/mo OAC. Soft check link: [short]. Keep Sat 10:30 on hold?”
D1 “Questions on early payoff or term length? I can send examples.”

6) Routing & Handoffs: AI ↔ Human

• AI handles FAQs, availability, ZIP coverage, basic pricing ranges, and booking.
• Route to human on: custom design, engineering specs, edge cases, complaints.
• Escalation rule: no AI reply for 2 minutes during hours → live agent ping.
• All threads log to CRM with tags and transcript.

7) Proof Pack: Photos, Spec Sheets, Maps

• Before/after installs, access paths, and clean job sites.
• County-rated specs (wind/snow/loads as applicable).
• Simple parking map + crew ETA text on appointment day.

Name assets for reuse: city-access-path.jpg, county-specs.pdf, parking-map.png.

8) Calendar Logic: Two-Option Booking

1. Offer one weekday evening and one weekend morning slot.
2. If “neither,” propose two new options automatically.
3. Confirm with address + mobile; add T-24 and T-2 reminders.
4. Send “I’m here” text with a photo of the truck on arrival.

9) KPIs & Dashboards

10) 30–60–90 Day Rollout Plan

Days 1–30 (Foundation)

1. Connect phone, form, chat, and Marketplace to AI inbox.
2. Load instant scripts + two-option calendar logic.
3. Publish proof pack (photos/specs/maps) and link in replies.

Days 31–60 (Momentum)

1. Segment by intent and stall reason (site prep, HOA, financing).
2. Turn on missed-call text-back and after-hours autoresponder.
3. Weekly KPI review; A/B test appointment windows.

Days 61–90 (Scale)

1. Add multilingual replies and city/ZIP micro-landing pages.
2. Automate post-visit review + referral asks with photo prompts.
3. Quarterly content refresh; prune weak replies.

11) Troubleshooting & Optimization

• Low booking rate: simplify the ask, add photos, keep two clear time options.
• High opt-outs: reduce frequency, respect hours, personalize by city.
• No-shows: add T-24/T-2 reminders with map pin + “reply 2 to reschedule.”
• Confusion on price: share ranges + factors, never bait-and-switch.

AI Follow-Up That Converts Yard Inquiries Instantly wins by being fast, helpful, and honest—every time.