Housecall Pro Estimate Follow-Up Email Automation

PromptCreate

Every weekday at 9am, follow up on my open Housecall Pro estimates. Let me configure three things: how many days old an estimate must be before it counts as 'stale' and worth a nudge (default 3 days), the maximum number of reminders any single estimate should ever get (default 3), and the time of day these emails go out (default 9am on weekdays).

Start by pulling my estimates with Housecall Pro's List Estimates, paging through all of them. Each estimate carries an options array where every option has its own status of pending, approved, or declined. Treat an estimate as still open if it has at least one option that is not yet approved or declined. Skip any estimate that has already been fully approved or declined, and skip any estimate that is newer than my stale threshold. If I need finer detail on the options for a specific estimate, fetch it with Get Estimate. Remember that Housecall Pro returns money as integers in cents, so a total of 45000 means $450.00.

For each stale, still-open estimate, look up the customer with Get Customer to get their name and email address.

Draft a friendly, personalized follow-up email for each customer. Reference the specific work I quoted and the total price, gently ask whether they have any questions or are ready to book, and keep the tone warm and low-pressure. Vary the wording from customer to customer so the emails never read like the same template. Send each one from my inbox using Gmail's Send a Message, addressed to the customer's email.

Never over-nudge. Keep track of how many reminders each estimate has already received and stop once an estimate reaches the maximum I set. If an estimate has been approved or declined since the last run, drop it. The goal is a gentle sequence of at most a handful of nudges per estimate, not an endless drip.

What does this prompt do?

Each morning it checks your Housecall Pro estimates and picks out the ones still waiting on a customer decision.
Skips anything already approved or declined, and anything too fresh to chase yet.
Writes a friendly, personalized email for each customer that mentions the work you quoted and the price, then sends it from your own inbox.
Knows when to stop: it caps how many reminders each estimate gets so nobody feels pestered.

What do I need to use this?

A Housecall Pro account with estimates you send to customers.
A Gmail account you want the follow-up emails to come from.

How can I customize it?

Set how many days an estimate should sit before it counts as stale and worth a nudge.
Choose the maximum number of reminders any single estimate gets before it stops.
Pick the time of day the follow-ups go out.

FAQs

Will it email customers who have already approved or declined?

No. Those estimates are skipped automatically, so you only ever follow up on quotes that are still open.

How do I stop it from emailing the same person over and over?

You set a maximum number of reminders per estimate. Once an estimate hits that limit, it stops getting nudged.

What do the follow-up emails say?

Each is a friendly, personalized note that references the work you quoted and the total price, then gently asks if the customer has questions or is ready to book. The wording varies from customer to customer so it never feels like a form letter.

Which inbox do the emails come from?

They send from your connected Gmail account, so replies land right back in your own inbox.

How does it decide an estimate is still open?

It looks at each estimate's options and treats the estimate as open whenever an option has not yet been approved or declined.

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