Business Automation
Review and reputation workflows
Honest review requests to every customer, organized feedback, and early alerts when something goes wrong.
Happy customers rarely leave reviews, and issues surface late.
Honest review requests, organised feedback, and alerts about problems.
$300–$900 setup + $50–$150/mo Estimate
No fabricated reviews, no review gating, no guaranteed ratings.
Overview
How it works
Most happy customers mean to leave a review and then forget. Unhappy customers sometimes say nothing at all until a public review appears. Either way, you hear about it late.
We send a short, polite review request to every customer after a completed job, at a sensible time and through the channels they agreed to. Every customer gets the same request with the same link. We don't screen people first, and we don't send only the ones we expect to be happy.
Replies and feedback come back to one place. Problems are flagged and the right person is alerted quickly, so you can call the customer and put things right. You see what people are saying without digging through inboxes.
Everything follows the review platforms' rules. There are no incentives for positive reviews, no fake or staff-written reviews, and no promises about ratings. Scope and price are confirmed in writing after a short conversation.
What it looks like
A typical walkthrough
For example, here's how a week looks for a landscaping company that finishes a dozen jobs.
A job is marked complete
Your crew lead marks Tuesday's spring cleanup as done. That status change enrolls the customer in the review request sequence.
The request goes out at a good time
The next morning, the customer gets a short email thanking them and asking for an honest review, with a direct link to your review page. Because it's evening when the job closes, quiet hours hold the message until morning.
A text follows only with consent
A customer who agreed to texts gets one brief reminder a few days later, ending with "Reply STOP to opt out." Customers who didn't agree to texts get email only.
A customer replies with a problem
One customer replies that a garden bed was missed. The sequence stops for them right away, and your office manager gets an alert with the message.
Your team follows up
Your office manager calls the customer the same day and books a return visit. The customer is still free to leave any review they like.
Feedback is organized
Replies are grouped by theme, such as scheduling, quality and communication, so patterns are easy to spot.
The daily summary keeps you current
Each morning you get a short email with requests sent, replies received, opt-outs and anything flagged.
Under the hood
How our system does it
Triggered by job status
When a job is marked complete in your dashboard or CRM, the customer is enrolled once in the review sequence. Each step is queued with its own fixed key, so the same customer never gets the same request twice, even if a step is retried.
No gating, by design
The review link goes to every enrolled customer. There is no "rate us first" screen and no filter that sends unhappy customers somewhere else. Feedback triage happens after a customer replies, and it never decides who gets asked.
Approved wording only
Each message uses a template you approved, with placeholders filled only from stored records, such as first name, business name and service. The system adds the opt-out wording itself: a one-click unsubscribe link in email and "Reply STOP to opt out." on texts.
Consent, suppression and quiet hours
Before every send, the system checks the suppression list, and texts go only to customers who gave prior consent for that number. Messages that land in your quiet hours are held until they end. Suppressions are kept permanently, even when old records are purged.
Stops on reply
A reply, an opt-out or a new inquiry stops the sequence for that customer. The rule is checked again right before each step is sent, so a late reply still stops the next message.
Signed unsubscribe and STOP handling
Email links are signed and tied to your business, and opening the link shows a confirm button, so link scanners can't unsubscribe anyone by accident. Texted STOP, UNSUBSCRIBE, CANCEL and similar words suppress the number at once, START resubscribes, and HELP replies with your contact details.
Alerts on problems
Replies are read and sorted by theme. Messages that mention a complaint, a refund or other words you choose are flagged and sent straight to the right person. The AI never replies on your behalf to a complaint, and it says it's an AI when it does respond.
Retries, replay and a kill switch
Failed sends are retried with growing gaps, and anything that still fails shows on your dashboard and can be replayed. A message is marked sent only when the email or text provider accepted it. One switch pauses every outgoing message at once.
Works with
What it does
What it does
Review requests to every customer
Sends the same honest request and review link to every customer after a completed job, with no screening.
Sensible timing
Waits a set time after the job, respects quiet hours, and sends at most one gentle reminder.
Feedback capture
Collects replies and feedback in one place instead of scattered inboxes.
Feedback triage
Groups replies by theme so you can see patterns in what customers praise or raise.
Problem alerts
Flags complaints and urgent replies and alerts the right person so they can respond quickly.
Opt-out handling
Honors unsubscribe links and STOP replies immediately and keeps those customers off future sends.
Daily summary
Emails you a short daily report of requests sent, replies, opt-outs and flagged items.
What it can do for you
Why it helps
More customers asked
Every completed job gets a request, so asking for reviews no longer depends on someone remembering.
Earlier warning
You hear about problems in a private reply, often before they turn into public reviews.
A fair picture
Because everyone is asked, your reviews reflect your real customers, which is what the platforms and future customers expect.
Less awkwardness
Your team doesn't have to ask in person, and the wording is consistent and polite every time.
Useful patterns
Organized feedback shows what to keep doing and what to fix.
What you control
Your rules, your approvals
- The wording of every request and reminder, approved by you
- Which review page each request links to
- How long after a job the request goes out, and whether a reminder follows
- Quiet hours and which channels are used
- The words that trigger a problem alert, and who receives alerts
- The kill switch that pauses all outgoing messages
Who it's for
Is this a good fit?
- Service businesses that complete regular jobs for local customers
- Owners who want more honest reviews without asking in person every time
- Teams that want to hear about problems early and respond fast
- Probably not the right fit if you're looking to filter out unhappy customers, buy reviews or secure a particular star rating
How we work
From first conversation to live
Discovery
We talk through how jobs are completed and recorded today, which review pages matter to you, and who should hear about problems. Scope and price are confirmed in writing.
Setup on your business profile
We set up your business profile with your templates, timing, quiet hours, alert words and recipients, and connect your job status source.
Test in safe mode
We run test jobs in dry-run mode so you can see every message and alert before anything reaches a customer.
Go live
We switch on live sending and review the first requests and replies with you.
Ongoing review
We review replies, opt-outs and failures with you and refine wording, timing and alert rules over time.
Scope
What's included, and what isn't
Exactly what's included is confirmed in writing for each project.
Included
- Review request sequence triggered by completed jobs
- Email requests, plus text reminders for customers who consented
- Approved templates with automatic opt-out wording
- Quiet hours, suppression and STOP handling
- Reply capture and feedback grouping by theme
- Problem alerts to the people you choose
- Daily summary email
- Failure visibility, replay and a kill switch
Not included
- Writing, buying or posting reviews
- Review gating or filtering customers by expected sentiment
- Incentives, discounts or gifts in exchange for reviews
- Removing or disputing reviews on review platforms
- Any promise about your ratings or review count
What you'll provide
- Links to the review pages you want customers sent to
- How completed jobs are recorded today, such as a CRM, spreadsheet or dashboard
- Your approval of each message template
- The people who should receive problem alerts
- Records showing which customers agreed to receive texts
Safeguards
Controls built in
- Every customer gets the same request, with no gating
- No incentives are offered for positive reviews
- No fake, staff-written or AI-written reviews
- Texts only to customers with prior consent, and STOP is honored right away
- Every email carries a one-click unsubscribe link and your postal address
- Quiet hours are respected
- Complaints go to a person, not an automated reply
FAQ
Questions owners ask
Why not just ask the happy customers?
Sending requests only to customers you expect to be happy is called review gating. Major review platforms don't allow it, and it gives future customers a false picture. We ask everyone, and we use private replies to catch problems early instead.
Can we offer a discount for leaving a review?
No. Offering incentives for reviews goes against platform rules and consumer protection guidance. Our requests simply ask for honest feedback.
Will this improve our rating?
We can't promise any rating or number of reviews. What we can do is make sure every customer is asked, politely and consistently, and that you hear about problems early.
What happens when someone replies with a complaint?
The sequence stops for that customer, the reply is flagged, and the person you chose is alerted with the message. A person from your team handles the follow-up.
Do customers get texts?
Only customers who gave prior consent to texts from your business. Every text includes opt-out wording, and replying STOP suppresses the number right away.
Can we pause requests during a busy season or an incident?
Yes. One switch pauses all outgoing messages. Queued messages are held, not lost, and resume when you switch back on.
Put review and reputation workflows to work
Tell us what you need. We reply with a few questions, and scope and price are confirmed in writing before any work starts.