Turn website roof inspection requests into JobNimbus leads

Watch my Google Form for new roof inspection requests submitted through my website, using the List Responses operation, and turn each new response into a real lead in JobNimbus within a minute. Speed matters here more than anything else: a homeowner contacted in the first minute converts dramatically better than one contacted an hour later, so do not batch these up or wait.

For each new response, read the homeowner's name, street address, phone number, email address, and their description of the roof issue. Keep their description word for word, because I want the rep to see the problem in the homeowner's own words rather than a summary.

Before creating anything, always run the duplicate check first. This is a first-class step, not an afterthought. Use the JobNimbus List Contacts operation to search my existing contacts for a match on the email address or the phone number from the form. Normalize phone numbers before comparing so that formatting differences do not cause a false miss.

If a matching contact already exists, do not create a second contact record. Attach the new request to the contact you found, recording the homeowner's description of the issue and the submission date against that existing record so their history stays in one place. If no match is found, use Create a Contact to add them as a new contact.

Either way, then use Create a Job to open the roof inspection job against that contact, whether it was found or newly created.

Important JobNimbus requirement: contacts and jobs both require a record_type_name, which is a workflow name from my account settings, plus a status_name, which must be a status that belongs to that workflow. Tasks require a record_type_name matching a task type. Read the valid names from my account settings rather than guessing them, and use the ones that match how my office already files new leads and inspections.

Next, use Create a Task so the assigned rep makes a first call to the homeowner within 30 minutes of the request arriving. Set the due time accordingly and make the task title make the urgency obvious.

Assign the rep by zip code. Take the zip from the homeowner's address and match it against my zip code to rep assignments. If no zip rule matches, assign the fallback rep rather than leaving the lead unassigned. Never let a lead land with nobody responsible for it.

Finally, use the Slack Send a Message operation to post the lead to my sales channel. The message must include the homeowner's name, their address, the problem in their own words, which rep it was assigned to, and clearly whether this is a new or returning customer. Call out returning customers loudly, with an obvious visual flag at the top of the message, because returning customers convert best and I want a rep to jump on those first.

Process each form response only once so the same request never produces two leads, two jobs, or two Slack alerts.