Automating Job Prep & Post-Job Follow-Up Using Housecall Pro + callin.io (No Code, No OpenAI Needed)

We recently developed two powerful automations that significantly streamlined our field service operations using Housecall Pro + callin.io — all without writing any code or integrating external AI tools like ChatGPT.

If you operate a plumbing, HVAC, or home service business and utilize Housecall Pro, these automations might offer insights into eliminating errors, reducing administrative time, and enhancing the customer experience.

Here’s a breakdown of what we built:

Automation 1: Job-Specific Checklists Sent Automatically to Technicians

Goal: Ensure every technician receives the correct checklist before arriving on-site — preventing forgotten tools, filters, or preparation steps.

How It Works:

• When a job is scheduled in Housecall Pro, callin.io:

  • Determines the job type (e.g., Install, Maintenance, Water Heater)
  • Associates the type with a corresponding checklist stored in a Google Sheet
  • Utilizes callin.io’s integrated AI (not OpenAI) to craft a user-friendly preparation message
  • Dispatches a formatted email containing the checklist to the assigned technician

Outcome:

• Consistent technician preparation
• Reduced errors on job sites
• Fully automated process — eliminating manual messaging or checklist copying

Everything was constructed using native Housecall Pro triggers, callin.io’s built-in functionalities, and Gmail/Google Sheets — no external AI or APIs were necessary.

Automation 2: Post-Job Workflow for QA and Customer Follow-Up

Goal: Automate post-job procedures for both internal review and customer engagement.

How It Works:

• When a job is completed in Housecall Pro, callin.io checks:

  • Whether it's an Internal job or External (customer-facing)?

If Internal:

• Sends a Slack notification to the QA or Admin team
• Records the job details in a Google Sheet for monthly performance analysis

If External:

• Retrieves job notes from Housecall Pro
• Leverages callin.io’s AI tool to draft a feedback email
• Sends the drafted email to the customer via Gmail

Outcome:

• An optimized QA process
• Improved tracking of internal jobs
• Automated, professional customer follow-up — without additional effort