Morning review board for your open Housecall Pro quotes
Open one board every morning to see every outstanding quote by age and value, decide on each one, and send follow-ups only after you approve them.
Housecall Pro
GmailSalesOperationsEmail AutomationAI ReportsBuild me an estimate review board for Housecall Pro. It is the surface my office manager and my sales lead open every morning to work the pile of open quotes by hand, deciding on each one instead of blasting everybody. Make it obvious throughout that this is a human review surface: nothing goes to a customer until someone on my team clicks send.
Load the board from Housecall Pro. Use List Estimates to pull every quote that is still open, then Get Estimate on each one so the card can show the priced options that were quoted. Use Get Customer for the customer name and contact details, and List Employees to turn the estimator on each estimate into a person's name. Money fields come back as integers in cents, so divide by 100 before displaying anything.
Lay the cards out in aging lanes based on how long ago the quote was sent: sent in the last 2 days, 3 to 7 days, 8 to 14 days, and 15 days or more. Put the card count and the total dollars sitting in each lane in the lane header. Each card shows the quote value, the customer, a short summary of what was quoted, the estimator, the number of days since it was sent, and how many times we have already reached out. Default the sort to highest value first within the oldest lane, since that is the money most likely to be slipping away.
Above the lanes put a scoreboard with win rate, average quote value and average days to close, sliced by estimator and by job type. Work these out by matching accepted estimates against jobs from List Jobs: an accepted quote that turned into a job counts as a win, and the gap between the quote date and the job date gives days to close. Let the viewer filter the scoreboard to a date range.
Give every card three actions. First, a button that says draft the follow-up, which starts a background agent. That agent reads the customer's past jobs with List Jobs and the quote options with Get Estimate, then writes a personalized follow-up email that references what they bought before and what is on the table now, and puts the draft back into the card. A person edits it inside the card and clicks send, which sends it with the Gmail Send a Message action. The agent never sends anything itself.
Second, a mark lost button that asks for a reason from a short list plus a free-text note, and records it on the quote with Create Estimate Option Note. Third, a they said yes button that books the accepted option with Update Estimate Option Schedule, letting the user pick the date and arrival window first.
Keep a per-card follow-up count and the date of the last touch, stored in the app so it survives reloads and is shared by everyone working the board. If a quote was already contacted in the last 7 days, flag that on the card and warn before drafting another follow-up, so nobody gets chased twice in one week. Keep a short activity trail on each quote showing what was sent, what was decided, and who did it.
What does this prompt do?
- Pulls every open quote out of Housecall Pro and lays the cards out in aging lanes: sent in the last 2 days, 3 to 7 days, 8 to 14 days, and 15 days or more.
- Every card shows the quote value, the customer, what was quoted, the estimator who wrote it, and how many times you have already reached out.
- A scoreboard across the top tracks win rate, average quote value and average days to close, broken out by estimator and by job type.
- Three buttons on each card: have an assistant draft a personalized follow-up for you to edit and send, mark the quote lost with a reason, or book the job when the customer says yes.
What do I need to use this?
- A Housecall Pro account on a plan that includes API access, with your quotes and jobs already in it.
- A Google account, so approved follow-ups go out from your own Gmail.
- Your estimators set up as employees in Housecall Pro, so the scoreboard can slice results by person.
How can I customize it?
- Change the aging lanes to match how long your sales cycle actually runs.
- Set your own waiting period between follow-ups so nobody gets chased twice in one week.
- Change the default sort, or slice the scoreboard by job type, estimator or date range.
FAQs
Does this email my customers automatically?
Do I need a paid Housecall Pro plan?
Where do the win rate and days-to-close numbers come from?
Can my office manager and my sales lead both use it?
What happens when a customer says yes?
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