Webcraft Studio · Business Systems Intake

Let’s Build a Better System for Your Painting Business

Every painting business operates a little differently. Whether you’re managing jobs yourself, coordinating multiple crews, or preparing to take on larger projects, the right systems can help you run your business more efficiently.

Tell us how your business operates, what’s holding you back, and where you’d like to grow. We’ll use your answers to recommend a solution that fits your needs and budget.

5–7 minutesShort, focused questions

Tailored to youYou only answer what applies

No jargonBusiness outcomes, not tech talk

Section 1 of 5

Business Overview

A little about you and the business you’re running today.

01Full nameRequired

Please enter your full name.

02Business nameRequired

Please enter your business name.

03Business emailRequired

Please enter a valid email address.

04Phone number

05Company website

06Primary service area

City, state, and surrounding locations you serve.

07Business type

Select all that apply.

Residential painting Commercial painting Interior painting Exterior painting New construction painting Property management & rental turnovers Cabinet painting & refinishing Industrial painting & specialty coatings Other

08How long have you been in business?

Just getting started Less than 2 years 2 to 5 years 5 to 10 years 10+ years

09How is your business currently structured?

Independent contractor or solo operator Owner with subcontractors Small team of employees Multiple crews Established company with office or administrative staff Other

10Approximately how many jobs do you handle per month?

1 to 5 6 to 15 16 to 30 31 or more It varies significantly I’m just getting started

11Which best describes your current business stage?

Establishing my business and building the foundation Generating leads and winning consistent work Improving organization and profitability Taking on larger jobs and growing my team Scaling an established operation

Section 2 of 5

How Your Business Currently Operates

Let’s understand the systems you already use and where things could work better.

12How do customers typically find you?

Select all that apply.

Referrals & word of mouth Google Business Profile & searches Website inquiries Facebook & Instagram Paid advertising General contractors & builders Property managers & real estate pros Repeat customers Lead marketplaces Other

13How do you currently manage new inquiries and potential customers?

Phone calls and text messages Email Spreadsheet or notebook CRM software Someone on my team handles it No consistent process Other

14How do you create estimates and proposals?

Manually through documents or spreadsheets Using estimating software Using a CRM or contractor management platform Someone else prepares them I need a better estimating process

15How do you track the status of estimates?

I follow up manually I have a spreadsheet or tracking system My software tracks them I don’t have a reliable tracking process

16How do you schedule jobs and manage crews?

Calendar and text messages Spreadsheet or project management tool Contractor management software An employee or office manager handles it It is currently disorganized

17How do you manage invoices, payments, and expenses?

Accounting software Contractor management software Spreadsheets or manual tracking An accountant or bookkeeper handles it I need a more organized process

18Which tools or platforms do you currently use?

Optional — for example QuickBooks, Jobber, Housecall Pro, PaintScout, Google Workspace, spreadsheets, or other systems.

19What parts of your current process work well, and what parts feel unnecessarily complicated?

Optional.

Section 3 of 5

Identify Your Biggest Challenges

This is the most important section. Be honest — the goal is to find what’s actually costing you time, money, or opportunities.

20What are the biggest challenges in your business right now?

Select up to 5.

Generating enough qualified leads Responding to inquiries quickly Following up with potential customers Converting estimates into booked jobs Creating estimates & proposals efficiently Keeping customer information organized Scheduling jobs and crews Managing subcontractors & employees Tracking job progress & deadlines Communicating with customers Sending invoices & collecting payments Tracking profitability across projects Managing multiple projects at once Reducing administrative work Taking on larger jobs with confidence Hiring and growing the team Not having a clear, repeatable process Other

0 of 5 selected

21Where do you feel your business loses the most time, money, or opportunities?Required

Please share where you feel your business loses the most — even a sentence or two helps.

22How confident do you feel about the systems currently supporting your business?

1 means very disorganized, 5 means everything runs smoothly.

1Very disorganized 2Struggling 3Getting by 4Fairly solid 5Runs smoothly

Section 4 of 5

What Would You Like to Improve?

You don’t need to know the technical solution. Tell us what you want to accomplish, and we’ll help determine the best way to get there.

23Which areas would you like help with?

Select all that apply. Follow-up questions appear based on your choices.

CRM & customer relationship management Lead capture & lead tracking Automated text & email follow-ups Estimate & proposal workflows Job scheduling & project management Crew & subcontractor coordination Customer communication & reminders Invoicing & payment follow-ups Business reporting & profitability tracking Website improvements Local SEO & Google visibility Lead generation & paid advertising Email & SMS marketing Connecting existing software & tools A custom dashboard or business portal A complete business systems setup I’m not sure — I’d like a recommendation

24If you could automate repetitive tasks, which would be most valuable?

Select all that apply.

Responding to new inquiries Following up with unbooked leads Following up on outstanding estimates Sending appointment confirmations & reminders Requesting reviews after completed jobs Sending invoice & payment reminders Updating lead & job statuses Keeping customers informed of progress Other

CRM & Lead Management Follow-up

How many new inquiries do you receive in a typical month?

Fewer than 5 5 to 15 16 to 30 More than 30

How do you currently track leads from first contact through booking?

Would you like a centralized pipeline showing new leads, estimates sent, follow-ups, and booked jobs?

Yes, that would be very helpful Maybe, depending on the setup No, I prefer my current approach

Estimates & Proposals Follow-up

Approximately how many estimates do you prepare each month?

Fewer than 5 5 to 15 16 to 30 More than 30

What do you currently use to calculate and send estimates?

Would you like automated follow-ups for estimates that haven’t been accepted?

Yes No I’d like to learn more first

Scheduling & Job Management Follow-up

How many crews or subcontractors do you coordinate?

Just me 1 to 2 3 to 5 6 or more

How do you currently assign jobs and communicate schedules?

Would a centralized calendar and job status dashboard help?

Yes No Maybe, I’d like to see options

Invoicing & Payments Follow-up

Which accounting or invoicing software do you use?

What is the biggest challenge with billing, tracking payments, or reconciling projects?

Website & Lead Generation Follow-up

Do you currently have a website?

Yes No I have one but it’s outdated

What is your biggest priority?

More inquiries Higher-quality leads Better conversion Stronger local visibility

Are you currently investing in paid advertising or SEO?

Yes, both Paid advertising only SEO only Neither yet

Systems & Integrations Follow-up

Which tools must your new system work with?

Would you prefer to improve your existing tools or consider a new platform?

Improve what we have Open to a new platform Not sure, recommend the best path

Are there any systems or workflows you absolutely need to keep?

25What would you most like your business to look like 6 to 12 months from now?

Optional.

26Are you looking for a specific solution or would you prefer us to evaluate your business and recommend the right setup?

I know exactly what I need I have a general idea but need guidance I’d like a complete assessment and recommendation

Section 5 of 5

Budget & Implementation

We’ll recommend a solution that makes sense for your business today without forcing you to invest in features you don’t need.

27What level of support are you looking for?

Help choosing and setting up existing software A customized CRM and automation setup Several connected systems working together A complete business systems implementation Ongoing support and optimization I’m not sure yet

28What initial investment range are you comfortable exploring?

Under $500 $500 to $1,000 $1,000 to $2,500 $2,500 to $5,000 $5,000 to $10,000 $10,000+ I’d like to understand the options before choosing

29Would you consider ongoing monthly software or support costs?

Yes, if the value is clear Yes, but I’d like to keep recurring costs low I’d prefer a one-time implementation I’d like to compare both options

30When would you ideally like to get started?

As soon as possible Within 2 to 4 weeks Within 1 to 3 months I’m researching options for now

31Is there anything else we should know before preparing your recommendation?

Optional.

You’re One Step Closer to a Better-Run Business

Thanks for sharing more about your business. We’ll review your answers and identify the most practical opportunities to improve your systems, save time, and support your next stage of growth.

We’ll use your responses to guide the next conversation and recommend a solution tailored to your needs.

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