Inspection CRM for referring agents — people, jobs, and follow-ups

Inspection CRM for referring agents should start from the job, not from a generic pipeline board copied out of Salesforce. The relationships that matter are client to property to inspection, agent to referral to inspection, brokerage to agent to inspection. If you retype the listing agent on every booking, you do not have a CRM. You have a form. Inspecta Home 360 stores the people attached to jobs — buyers, co-buyers, and referring agents — so booking and estimates can reuse them. Inspecta Home does not inspect houses. Your book of agents stays yours.

Inspecta Home 360 is not primarily a generic CRM. CRM features should support inspection company growth: who sent the job, who is on the portal, who needs a follow-up after the PDF goes out. A contact record with no inspection is a leftover. A job with no agent is a missed thank-you.

People live on the job

Open CRM. Open a name on People to edit them in a dialog — email, tags, jobs, and follow-ups stay on that list. Each project has a client, optional co-client, and referring agent. Portal access follows those emails. Get the address right or the portal will bounce. The Help article clients and referring agents is the short version.

Tie them to the job when you book, not at report time. Agents who never appear on the card never appear in analytics. Clients who are only in your phone never get the agreement. The inspection record should be complete enough to run the portal without a side spreadsheet.

The pipeline is the inspection lifecycle

Projects lists every inspection on a kanban: request, booked, on site, report, delivered, closed. Click a card for the agreement, invoice, tasks, and status. Inspectors only see jobs they are assigned. Assign the inspector, attach the client and agent, use job chat when office and field need the same thread. Read projects from lead to closed.

Status should follow the work: booked on the calendar, writer open on site, report held until signed and paid, then delivered. Uncontrolled string statuses spread through chats are how firms lose the plot. One board. One job. One agent field.

Agents are not tags. They are people with emails, brokerages, and a history of jobs. If you only store a first name, you cannot send the portal invite and you cannot measure who sent last quarter’s work. Put the agent on the project when the request arrives, even if the buyer booked themselves. The thank-you is easier when the record already exists.

Buyers repeat. Co-buyers repeat. The same listing agent will send you another address next month. Reuse beats retyping. Search People before you create. If Scale is on, merge the duplicates you already made. A clean book is how inspection CRM for referring agents stays useful instead of turning into a junk drawer.

Follow-ups are inspection follow-ups

After delivery, the next action is often a note to the referring agent, not a marketing drip. Solo and Team keep people and follow-ups for that. Scale adds campaigns (email or SMS through Inspecta Home), CSV import, duplicate merge, and custom fields. Use campaigns when you have a real list and a reason. Do not spam every buyer from 2019 about a spring roof special unless that is actually your business.

Duplicates will happen when the same agent is entered as “Sam” and “Samantha.” Merge on Scale. Until then, search before you create. The CRM should make reuse easier than retyping.

Analytics without fooling yourself

Business → Analytics totals booked job fees by inspector, referring agent, and service for a date range. It is not the client PDF and not cash collected. Totals use the fee on the job, not Stripe cash and not what you pay Inspecta Home. The Help article revenue analytics says that twice because people still mix the screens.

Use agent rankings to know who actually sends work. Then work those relationships in the real world: reliable scheduling, on-site reports, a portal agents can use in negotiations. Software does not replace being good on the job. It tells you where the book is coming from.

Growing a crew without losing the book

When you hire, inspectors should not each keep a private agent list in their notes app. The firm CRM is the book. Office can see who to thank. Owners can see concentration risk if one agent is 40% of volume. Portal access stays tied to emails on the job so a new inspector does not inherit a personal Gmail chain.

Referral math that belongs on the job

Every booked inspection should answer: who is the buyer, who is the co-buyer if any, who sent us, which brokerage if you track it, and who gets portal access. If the referring agent is missing, you cannot send a decent thank-you and you cannot rank sources in analytics. If the buyer email is a spouse’s unused address, the portal will fail and you will think the software is broken.

Follow-ups should be specific: “PDF released Tuesday, repair flags on the roof, agent has portal access.” Generic “nurture sequences” that ignore the last job waste the relationship. Scale campaigns exist for real lists — past clients who opted in, agents you actually work with — not for blasting the county.

Do not import a junk CSV just because Scale can. Clean the list. Merge duplicates. Then book. Inspection CRM for referring agents is people on jobs, follow-ups that mean something, and analytics that admit they are booked fees. Inspecta Home 360 is home inspection software with that CRM attached — not a second product you have to log into after you write the report.

When an agent asks “how many did you do for us this year,” you should open Analytics, not a shoebox. When a new inspector asks who to call after a tough roof, you should open the job, not a private phone. That is the CRM. It is inspection-shaped on purpose. Keep the book on the job so the next inspection starts with people you already know.