Clerk — so no enquiry or quote gets forgotten

Every small practice is short of the same person

Not another surveyor. A clerk.

The function nobody replaced

Practices used to have one — the person who knew what had gone out, what hadn't come back, and who needed chasing on Thursday. That role stopped being worth a salary, and nobody replaced the function. Surveyors absorbed it themselves, in whatever time was left at the end of the day.

It doesn't matter whether there's one of you or four. In a small practice everybody is fee-earning, so nobody's job is to hold the thread. On your own, the enquiry gets dropped because you were up a ladder. With three of you, it gets dropped because each of you assumed someone else had it.

What arrives, and when

—Enquiries with no quote yetTop of the list, with how long they've been waiting. This is where the money is: someone asked you for a survey and hasn't heard back.
—Quotes that have gone quietSent, no reply, ageing. Each with a follow-up already drafted in your voice, sitting in your drafts folder ready to send.
—Access and keys outstandingWhich agents you're waiting on and how long it's been. No CRM on earth handles this and it eats more of your week than you'd guess.
—Reports promised but not sentBecause a finished survey sitting on a laptop for a week is the fastest way to damage a reputation built on being thorough.
—Your own numbers, weeklyEnquiries, quotes, wins, conversion rate. Most practices have never seen these once.

It never emails a client on its own

Where the line is

Clerk writes follow-ups. It does not send them. They appear in your drafts, addressed and ready, and you press send — or you don't, or you change every word first.

That's partly caution and partly practicality. Nothing goes to one of your clients that you haven't read, and your voice stays your own. You will never be surprised by something Clerk said on your behalf.

Nor does it decide anything is dead. It asks. "Mrs Patel was quoted eight days ago — any word?" You reply in three words and it updates itself. That's the only habit the whole system asks of you, and it's replying to an email, which you do all day anyway.

The Carbon Copy Method

A copy of what leaves your practice arrives somewhere that reads it. That's the whole idea, and it's the reason there's nothing for you to fill in — the record already exists, because you made it when you sent the email.

Your practice gets a mailbox of its own. Copies of your enquiries and outgoing quotes are routed into it automatically — set up once, invisible afterwards. Clerk reads that, and only that.

Whatever you actually use for email is irrelevant. Outlook, Gmail, something your domain provider gave you a decade ago — it makes no difference, because nothing about your email changes.

And it runs inside your own account, not mine. I don't host it and I can't read it. There's no copy of your correspondence on any system belonging to me, which is deliberate, and which is why I can't offer you a slick dashboard of everyone's data — I'd have to hold it to do that, and I'd rather not.

Get Quill built — £100 Fifteen minutes, no deck, and I'll tell you if I can't help.

What it costs

Clerk is part of the monthly service, alongside the Google profile work — £400 a month at the founding rate for the first five practices, held for twelve months, or £600 once those are taken. Three-month minimum, then monthly.

It runs on your own Claude subscription, around £90 a month paid directly by you — which is what keeps your clients' correspondence inside your own account. Full pricing and what's included is on the home page.

Start with a fifteen-minute call

No presentation and no deck — just a conversation about how your practice actually runs. If I don't think I can help, I'll say so on the call rather than take your money and find out later.

Get Quill built — £100 Or just ring me — 07893 941669

Adam Humphrey · Fourth Impact · adam@fourthimpact.com · 07893 941669