You’re on the tools all day. Your follow-up shouldn’t stop.
Vaivin builds the back-office system your jobs are missing — instant replies to new leads, estimate follow-up that doesn’t quit after one call, project updates homeowners actually read, and review requests sent the day the punch list is done.
Built for kitchen & bath remodelers, design-build firms, and GCs · Lives at remodelers.vaivin.com · No new software for your crew to learn
The finished job sells the next one — if the lead that saw it gets answered in time.
Where remodels are won — and quietly lost
It’s rarely your craftsmanship. It’s the gaps between the first call and the signed contract, and between the final walkthrough and the referral.
Calls missed on the job site
You’re mid-demo or up a ladder. The phone rings in the truck. By the time you call back at 6 p.m., that homeowner has two other bids booked.
Estimates that go cold
You measured, you priced it right, you sent the proposal — then silence. Without a follow-up sequence, “we’re still deciding” quietly becomes someone else’s job.
Ghosting mid-project
No updates for a week and a happy client turns anxious — then the change-order conversation gets harder and the final review never happens.
Reviews never asked for
The homeowners who’d happily leave five stars and send their neighbors your way are never asked at the moment they’re happiest: the reveal.
Past clients forgotten
That kitchen client from two years ago is ready for the primary bath. If a competitor’s ad reaches them first, your repeat job is gone.
Consultations that no-show
A booked in-home consult with no confirmation or reminder is a coin flip — and a wasted drive across town in the middle of your day.
Run your own numbers
Drag the sliders to your real pipeline. This is what slow, inconsistent follow-up plausibly leaves on the table every year.
Vaivin is $499/month plus a one-time $49 fee — $548 due the first month, $6,037 for the first year. Recovering even a fraction of one job a year pays for it.
The Vaivin system for contractors
Six automations, built around how remodels actually move — inquiry, consult, estimate, build, reveal, referral.
⚡ Instant lead response
Every web form, Google, and referral inquiry gets a personal-sounding text and email in under a minute — day, night, or while you’re on site — with a link to book the consultation.
📋 Estimate follow-up sequence
A polite, persistent sequence after the proposal goes out: check-ins at the moments homeowners decide, answers to “we need to think about it,” and a graceful last call before you close the file.
📅 Consult booking & reminders
Homeowners book straight into your calendar. Confirmations, day-before reminders, and an easy reschedule link cut no-shows and wasted drives.
🔨 Project update texts
Simple scheduled updates during the build — demo done, cabinets in, tile Friday — so clients feel looked after and your phone isn’t ringing for status checks.
⭐ Reveal-day review request
The moment the job wraps, clients get a review link and a photo-permission ask while the before-and-afters are still stunning them — fuel for Google and your portfolio.
🔁 Past-client reactivation
Seasonal, tasteful check-ins to your past client list — the next room, the next phase, the neighbor referral — so repeat work finds you first.
What the homeowner sees
Written in your voice, sent from your business number, and it hands off to you the moment it gets real.
Your crew keeps building. The system keeps the pipeline warm behind you.
Built for the way you already work
No CRM migration. No app your crew has to learn. Vaivin connects to the phone, email, and calendar you already use, and works for:
- Kitchen & bath remodelers
- Design-build firms and whole-home renovators
- General contractors and additions / ADU builders
- Basement, outdoor living, and specialty contractors
- Owner-operators and small crews of 2–15
How it works
Free workflow audit
We mystery-shop your own inquiry path, time your response, and review your estimate follow-up. You get a plain-English report of where jobs are leaking — yours to keep either way.
Setup sprint
We build your lead response, estimate sequence, booking, project updates, and review system, write it in your voice, and test it end to end before it goes live.
Jobs, handled
One flat monthly rate. We monitor, tune, and report — how many leads answered, consults booked, and estimates revived — while you build.
One flat price
$499/month for the Vaivin system + a one-time $49 service fee — $548 due the first month, then $499/month after that. No per-lead charges, no percentage of your jobs, no long contract held over your head.
- Instant lead response, 24/7
- Full estimate follow-up sequence
- Consultation booking + no-show protection
- Project update & reveal-day review system
- Past-client reactivation campaigns
- Monthly report: leads, consults, revived estimates
Questions contractors ask
I already use JobTread / Buildertrend / a CRM. Does this replace it?
No. Vaivin sits in front of and around the tools you have — it handles the fast response, the chasing, and the asking that CRMs don’t do on their own. If you run on spreadsheets and a phone, it works there too.
Will homeowners know it’s automated?
Messages are written in your voice, sent from your business number, and stop the moment a real conversation starts — then it’s you. The goal is that clients feel looked after, not marketed at.
I’m booked out months already. Do I need this?
If your calendar is full, the estimate follow-up and review systems matter most — they protect your future pipeline and turn finished jobs into the referrals that keep you booked.
What does the free workflow audit involve?
A short questionnaire and a test inquiry through your own channels. You get the findings in plain English, including response times and the exact spots jobs are leaking — no obligation to buy anything.
How fast can it be live?
After the audit, the setup sprint builds and tests everything with you before launch. Most contractors are live in days, not months.
Find out where your estimates are going cold
Start with the free workflow audit. We’ll test your lead response like a homeowner would, map your follow-up gaps, and show you exactly what the system would fix — before you pay a dollar. Easiest way in: call, text, or book by email — whichever takes you 10 seconds.
(214) 744-3297
Call or text anytime — that’s Vaivin’s direct line.
Prefer email? [email protected] · [email protected] · remodelers.vaivin.com