Window Company Lead Response Guide

A window company lead response system should reflect the full homeowner journey from first concern to in- home estimate.

Stage 1: inquiry — Capture source, contact information, project type, location, approximate openings, and the homeowner’s reason for reaching out.

Stage 2: service fit — Separate repair-only requests, one-window inquiries, out-of-area leads, commercial work, patio doors, entry doors, and replacement projects according to company policy.

Stage 3: contact — Respond while the project is active. Use phone and text appropriately and continue beyond one voicemail.

Stage 4: qualification — Collect only what the Project Manager needs to know before the appointment.

Stage 5: booking — Use correct appointment duration, territory, attendance expectations, and confirmation.

Stage 6: pre-appointment — Remind the homeowner, make rescheduling easy, and preserve project details.

Stage 7: handoff — The Project Manager should receive a readable summary, not a raw dump of fields.

Stage 8: canceled appointment recovery — Reschedule when possible. If timing changed, create a future action.

Stage 9: learning — Review why leads fail to contact, fail to qualify, fail to book, cancel, and fail to show.

(New closer) Nine stages, one homeowner. If you can walk a single real lead through all nine and name exactly who owned each step, the system is working. If you get stuck naming an owner at stage 6 or 7, that’s where to start fixing it.