AI-Powered Follow-Up for Home Services
An agent for HVAC, plumbing and electrical shops that follows up on unsold estimates, missed calls and finished jobs, and stops the moment a homeowner books, declines or complains.
14 open estimates from last week's calls. First follow-up ready:
How can a home services company automate follow-up on unsold estimates?
A home services company can give an agent its open estimates and let it run the follow-up the office never gets to.
- 01
Trigger fires
An estimate is still open with no booked job two days after the visit, or a finished job closes without a review request.
- 02
Pull open estimates and the job history behind each
- 03
Skip homeowners with an open callback or complaint
- 04
Send the follow-up that matches the quoted option
- 05
You approve
Anything under your confidence bar waits for a human.
Two days after a technician or comfort advisor leaves a quote, the agent emails or texts the homeowner, names the specific option they were shown, answers the usual questions about financing, rebates and install dates, and offers a time to book. It checks the job history first, so a customer with an open callback or complaint gets a call from the office instead of a sales nudge. Replies like "we went with someone else" end the sequence and are logged with the reason.
How you tell it what to do
Built in plain English.
You write the rule the way you'd describe it to a teammate. The agent reads the rule, breaks it into the actions it'll take, and confirms the apps it'll touch — before it does anything.
- 1Pull open estimates and the job history behind each
- 2Skip homeowners with an open callback or complaint
- 3Send the follow-up that matches the quoted option
- 4Stop on a booking, a decline or any reply
Chatbot vs agent
One asks. The other finishes.
What you get back when you hand follow-up automation to a chat window, versus to an agent wired into your Home Services stack.
When you ask
Follow up on all the estimates our techs left last week.
A general AI chatbot
“Call or text each homeowner within 48 hours, remind them of the options you quoted, mention financing, and set a date for a second touch. Keep a sheet of who you contacted and when so nothing falls through.”
DeskFerry
- Pull open estimates and the job history behind each
- Skip homeowners with an open callback or complaint
- Send the follow-up that matches the quoted option
- Stop on a booking, a decline or any reply
Every open estimate followed up by name and option, the ones with complaints held back, and the yeses on the schedule.
What it handles
What the agent takes off your desk
The Follow-Up Automation work that runs without you once the rule is set.
Quotes don't go cold
Every open estimate gets a follow-up tied to the option the homeowner was shown, not a generic check-in two weeks later.
No sales pitch after complaints
The agent reads the job history first. A house with an open callback or warranty issue goes to the office, not into a sequence.
Techs stay in the field
Comfort advisors stop spending evenings texting last week's quotes. Follow-ups go out under the shop's name, with the tech's notes worked in.
Every lost job explained
Declines are logged as price, timing, competitor or no longer needed, so the owner can see why quotes aren't closing.
Reads good-better-best options
Picks up each option's equipment, model and total from the estimate, so the message refers to what was actually quoted.
Texts or emails
Uses email where the homeowner gave one and text through Twilio otherwise, inside quiet hours you set, such as nothing after 8 PM.
Maintenance plan renewals
Reminds plan members before their agreement lapses and offers the next tune-up slot: spring for cooling, fall for heating.
Review requests after clean jobs
Asks for a Google review the day after a finished job with no open issues, and sends unhappy replies to the office manager.
Context
Why follow-up slips in a shop that runs on the phone
A homeowner with a dead furnace books whoever calls back first; a homeowner holding a replacement quote waits, compares, and talks it over at dinner.
- ServiceTitan
- Housecall Pro
- Jobber
- QuickBooks Online
ClaudeChatGPTbuilt in
- CallRail
- Twilio
- Gmail
- Google Business Profile
Follow-up in home services has to handle both speeds, and the office rarely has time for either.
The dispatcher is on the phone, the comfort advisor is already at the next house, and the owner is in a truck. Open estimates pile up in the field software with notes only the tech can decode. The follow-up that does go out is often wrong: a sales text to a customer whose new water heater still leaks, a second nudge after the homeowner already said no on the phone, or a message to a tenant who can't approve a $9,000 system. The agent works from the estimate and the job history together, so it knows which option was quoted, whether a callback is open, and whether the person on the ticket is the one who decides. The office only sees replies that need a person: discount requests, complaints and landlord approvals.
Use cases
How teams put this to work
Scenario 01
Missed call on the first hot day
A new number calls during the first heat wave and nobody picks up. The agent texts back within minutes asking what's wrong and for the address, and puts the reply in front of the dispatcher, so a no-cooling call doesn't go to the next contractor on the list.
Scenario 02
Tune-up season for plan members
In early spring the agent reminds every maintenance plan member without a scheduled AC tune-up, offers two open slots in their part of town, and flags members whose agreement expires this month so the tech can renew it on the same visit.
Scenario 03
Replacement quote left after a repair
A tech patches a 17-year-old condenser and notes it probably won't survive another summer. The agent follows up a week later with the replacement quote he left, and again before cooling season, instead of letting it sit until the unit dies.
Water heater quote is open, but the last visit has an unresolved callback for a leaking valve. No sales follow-up sent.
Replied "Can you do $4,900? That's what the other company quoted." Discounts need the owner's OK.
AC replacement estimate is in the tenant's name. The decision probably sits with the landlord.
Human in the loop
Approve before it sends.
Every draft lands in a review queue. You approve, edit, or reject — the agent never acts on its own unless you explicitly turn that on for a workflow you trust.
Governance
Every action, with the reasoning attached.
Each step the agent takes is logged with what it did, why it did it, and which app it touched. Audit-ready, so security and compliance can sign off without backfilling.
- Maria9:47 AM
Booked the Morales AC replacement for Oct 8 after the homeowner replied yes to the second option.
- Agent9:31 AM
Ended follow-up on estimate 2231 after the reply "went with another company" and logged the reason as lost to competitor.
- Agent9:12 AM
Held follow-up on estimate 2219, water heater at the Hollis residence.
Reason: The same address has an open callback from Sep 12 for a leaking valve, so a sales email now would land badly.
- Agent9:05 AM
Emailed 10 estimate follow-ups, each naming the options quoted on the visit.
- Agent9:00 AM
Found 14 estimates open 2 days or more; 3 have no email on file and will be texted.
How it works
Get started in three steps
Step 01
Connect estimates, jobs and messaging
Connect QuickBooks estimates or a sheet exported from your field software, plus Gmail or Twilio for sending. The agent reads recent jobs to learn how your techs write quotes.
Step 02
Set the follow-up rule
Say when to follow up, how many times, which estimates are too small to chase, your quiet hours, and what always goes to the office: discounts, complaints, landlords.
Step 03
Handle the replies that need you
Bookings reach the schedule and declines are logged. Price-match requests and unhappy customers wait in your queue with the full job history.
Start automating Follow-Up Automation for Home Services
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FAQ
Frequently asked questions
Will it text customers at bad times?
No. You set quiet hours and days, for example nothing before 8 AM, after 8 PM or on Sundays, and messages wait until the window opens. If a homeowner replies with something urgent, like water coming through the ceiling, that reply goes to your on-call person right away instead of waiting in a queue.
What if the homeowner already told the tech no?
If the tech wrote it on the estimate or the job, the agent reads that and doesn't follow up. If the no was only said out loud, the homeowner's first reply ends the sequence. Either way the reason is logged, so the owner can see which quotes are lost to price and which to timing.
Can it offer discounts or financing?
It can explain the financing options you've written into the rule and share your lender's application link. It never offers a discount or matches a competitor's price on its own. Those replies go to the owner or service manager with the original estimate and the homeowner's message attached.
Does it work with ServiceTitan, Housecall Pro or Jobber?
It connects to 1,000+ apps, and whether it reads your field software directly depends on that system's connection. Where it can't, shops keep estimates in QuickBooks or export open estimates to a Google Sheet on a schedule, and the agent follows up from there. Your techs keep quoting the way they do now.
How many times does it follow up before giving up?
As many as your rule says. A common setup for replacement quotes is an email at two days, a text at a week and a last note before the season turns, after which the estimate is marked lost. Small repair quotes often get one follow-up and nothing more.
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