Workiz lead follow-up automation for field service teams

Every weekday at 8am, chase the Workiz leads that have gone quiet so they stop rotting.

Use the Workiz List Leads operation to pull every lead created in the last 45 days. That endpoint pages with offset and records at a maximum of 100 per call, so keep paging until you have the whole window. Workiz stores ServiceArea and SubStatus as fields on the lead record itself rather than as separate endpoints, so read them straight off each lead.

Drop any lead that was already converted into a job, any lead marked lost or closed, and any lead with no usable email address. Keep a note of each exclusion and its reason so they can be reported at the end.

For every lead that survives, judge how worth chasing it is. Weigh the job type, the service area, the lead source, and how many days it has been sitting untouched. Rank them best first and work down that ranking.

Before emailing anyone, use the Gmail List Messages operation to search for recent mail to that address, and skip any lead that was already followed up with in the last 7 days. Cap the run at 25 emails so nobody gets blasted. If more than 25 leads qualify, email the highest ranked 25 and leave the rest for the next run.

Draft a short personalized follow-up for each remaining lead and send it with the Gmail Send a Message operation. Reference what the customer originally asked about in plain language, keep it under 120 words, and make one clear ask. Vary the tone by age: a lead around 4 days old gets a soft check in, a lead in the 10 to 20 day range gets a warmer nudge that offers to hold a slot, and a lead 30 days or older gets a stronger last call with a concrete reason to act now.

Estimate a value for each lead from its job type using typical ticket sizes for that kind of work, and label it clearly as an estimate rather than a quote.

Finish by posting to my sales channel with the Slack Send a Message operation. Group the contacted leads by tone bucket and give each one a name, job type, service area, days waiting, and estimated value. Include the total estimated pipeline touched, then list every lead that was deliberately skipped along with the reason. Format the message with Slack mrkdwn, using bold section headers.

Example output

*Quiet lead chase, Friday 8:00am* Contacted 25 of 41 leads in the window. Estimated pipeline touched: $19,800. *Soft check in (4 to 9 days)* • Dana R., garage door spring replacement, North Valley, 5 days, ~$450 • Marcus T., walk in freezer repair, Downtown, 7 days, ~$1,200 • and 9 more *Warm nudge (10 to 20 days)* • Priya S., full house junk removal, Eastside, 14 days, ~$900 • Tomas L., dryer vent cleaning, North Valley, 18 days, ~$300 • and 6 more *Last call (21 days and up)* • Ellen W., lock rekey for 6 doors, Eastside, 31 days, ~$600 • Ray K., garage door opener install, Downtown, 38 days, ~$750 • and 4 more *Skipped* • 5 already converted to jobs • 3 no email address on file • 2 marked lost by the office • 1 already followed up 3 days ago • 5 held back, daily cap of 25 reached

What does this prompt do?

Pulls every Workiz lead created in the last 45 days and sets aside the ones that never turned into a booked job.
Ranks what is left by how promising it looks, weighing the type of work, the service area, where the lead came from, and how long it has been sitting.
Writes and sends a personal follow-up email to each one, referencing the work the customer originally asked about, with a light touch for fresh leads and a firmer last call for old ones.
Posts a Slack recap listing who was contacted, the estimated value of the pipeline touched, and every lead it skipped along with the reason.

What do I need to use this?

A Workiz account with the Developer API add-on turned on, which is what lets your leads be read.
A Gmail account to send the follow-up emails from.
A Slack workspace, plus the sales channel where the recap should land.
A rough sense of what a typical job is worth to you, so the pipeline estimate reflects your real numbers.

How can I customize it?

Move the send time, or widen the 45 day window if your sales cycle runs longer.
Raise or lower the cap of 25 emails per run.
Shift where the tone changes, for example treat anything past three weeks as a last call, or limit the whole run to certain job types and service areas.

FAQs

Will the same customer get emailed over and over?

No. Before contacting anyone the run checks your sent mail and skips leads you have already followed up with in the last week. It also never sends more than 25 emails in a single run, so a big backlog gets worked through gradually instead of all at once.

Do I have to write the follow-up emails myself?

No. Each email is written fresh for that specific lead and references the work they originally asked about. The tone shifts with age, so a four day old lead gets a friendly check in while a thirty day old lead gets a firmer last call.

Can I read the emails before they go out?

Yes. Ask for drafts instead of sends and the follow-ups will collect in your Gmail drafts folder, ready for you to review and send by hand.

How does it decide which leads are worth chasing?

It weighs the job type, the service area, where the lead came from, and how many days it has been sitting untouched, then works down that ranking best first until it hits the daily cap.

Does this need a paid Workiz plan?

It needs the Developer API add-on switched on in your Workiz account, which is the setting that lets outside tools read your leads. Everything else runs on your normal Gmail and Slack accounts.

Related templates

Build a credential rotation checklist when someone leaves

When someone leaves, we check which shared passwords they used in their final months and post a ranked rotation list to your security channel.

+1

Agentic Task

Trace phishing emails to the sending IP and report abuse

Every 15 minutes, forwarded phishing reports get traced back to the server that really sent them, with a verdict in Slack and the worst senders reported.