Housecall Pro thank-you & Google review request emails

PromptCreate

Every evening at 6:00pm (a cron schedule I can adjust), review my Housecall Pro jobs and find the ones that were marked complete today. Use Housecall Pro's List Jobs with its date, customer, and employee filters to pull today's jobs, and keep only the ones whose work status is 'complete' or 'completed_unrated'. Dedupe by job so each completed job is handled exactly once.

For each completed job, pull the customer's contact details with Housecall Pro's Get Customer using the customer id on the job. Read their name and email address, and note the specific service that was performed and the technician (employee) who did the work from the job details.

Then draft a warm, personalized thank-you email for each completed job. Reference the specific service that was performed and thank the technician who did it by name, and include a direct link for the customer to leave a Google review (I'll provide the review link). Keep the tone friendly and human, address the customer by name, and vary the wording, structure, and subject line for every customer so the notes never look templated or copy-pasted.

Send each email from my inbox using Gmail's Send a Message, one email per completed job to the customer's email address.

Skip any customer who has no email address on file, and skip anyone on my do-not-contact list. Never email a customer twice about the same job: keep a record of which jobs have already had a thank-you sent and skip a job if it was already emailed, so repeated runs never double-send.

Let me configure the Google review link, the sending time, and the do-not-contact list.

What does this prompt do?

Checks each evening for the jobs you completed that day and matches every one to the right customer.
Writes a friendly, personal thank-you that mentions the exact service performed and the technician who did it.
Adds your Google review link so happy customers can leave a review in a single click, then sends the note from your own inbox.
Skips anyone without an email on file or on your do-not-contact list, and never emails twice about the same job.

What do I need to use this?

A Housecall Pro account (MAX plan) connected to General Input.
A Gmail account to send the thank-you emails from.
Your Google review link (the short link that opens your review form).

How can I customize it?

Set the time of day the emails go out.
Paste in your own Google review link.
Keep a do-not-contact list of customers who should never be emailed.

FAQs

When do the thank-you emails go out?

By default every evening at 6pm, right after the workday wraps up. You can change the time to whatever suits your business.

Will every customer get the same email?

No. Each note is written fresh and mentions the specific service and the technician who did it, so the wording naturally varies from customer to customer and never looks like a template.

What happens if a customer has no email on file?

They are skipped automatically. Only customers with an email address on their Housecall Pro record get a message.

Could a customer be emailed twice for the same job?

No. Once someone has been emailed about a completed job, they will not be contacted again about that same job, even if the workflow runs again.

Can I stop certain customers from ever being emailed?

Yes. Add them to your do-not-contact list and they will always be skipped.

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