Follow-up automation for your Housecall Pro shop

One coordinated sequence, not several modules

Lead follow-ups, estimate follow-ups, invoice reminders, review requests, win-back offers, seasonal campaigns, and on-my-way and running-late updates all run from one place, with wording you approve before anything sends.

Voicemails become callback cards

Point your phone system's voicemail emails at Frontline and each one becomes a callback card on Today: who called, the start of their message, and a Call back button. When your phone system includes a transcript, a voicemail that reports a gas smell, smoke, carbon monoxide, sparking or a fire, in English or Spanish, is flagged EMERGENCY at the top of Today and in the alert your team gets, and every owner gets that email even with their own alerts turned off.

Your own request page

Turn on a request page with your shop's name on it and link it from your website, Google Business Profile or Facebook. A customer picks the problem and answers a few questions, and the request lands on Today with their answers and gets an email reply and the same two follow-ups as any new lead. Gas, smoke, carbon monoxide or sparking shows safety steps first, alerts your team and puts it at the top of Today. After a booking or a routine request, the customer can add a photo of the unit's model and serial label. Their phone shrinks it and strips its location first, and only your staff can open it, from the request's card on Today or the customer's page. It stays in Frontline, not in Housecall Pro. Offering your open Housecall Pro times and booking straight into Housecall Pro is built but not yet proven on a live account, so treat it as early.

Membership reminders

Housecall Pro's API does not share its service plans, so Frontline keeps your members: bring the list in from a spreadsheet, with Undo, or add a member on the customer's page, and renewal and tune-up reminders go out by email.

A pay link in every invoice reminder

Add your own payment page, Square, Stripe, QuickBooks or your bank's, and every invoice reminder ends with a link to pay online.

Warranty registration on a countdown

A Housecall Pro job whose title or type says install, replacement, new system, changeout or upgrade gets a registration to-do on Today with the days left, a heads-up to your team two weeks before the deadline, and an email to the homeowner when your office marks it registered. You set the window, 30 to 180 days.

Replacement offers and referral asks, when you want them

Two follow-ups you switch on and approve in Settings. When a customer's system reaches the replacement age you set, 10 years unless you change it, they get an email offer on its install anniversary, unless an estimate or install is open or recent or they opted out of offers. After a visit that drew no complaint, a customer gets a referral ask, 10 days later unless you change it, with your phone number and your request page when it is on. Each goes at most once a year per customer.

Spanish, when you turn it on

Spanish is off for a new shop. Turn it on and approve the Spanish wording, and any customer whose record says they prefer Spanish gets their emails, and the pages they open from them, in Spanish.

Appointment reminders customers can act on

A customer confirms, asks for a new time, or asks to cancel from a link, and the answer shows on the visit and on your Today list.

Set up yourself, help if you want it

You paste your Housecall Pro API key yourself, check the starter email wording, and switch your shop live from the app when its checklist is done. A free walkthrough is available if you want one. It is never required.

The API key

Your admin pastes a full-access key from Housecall Pro, My Apps, then API Key Management. The key goes into an encrypted vault; nobody at your shop or at Spartan Tek can read it back from Frontline.

What Frontline reads

Customers, jobs, invoices and estimates, so Frontline can run your estimate, invoice, review, win-back and appointment follow-ups from your own Housecall Pro records.

Rescheduling

A customer's pick for a new time is built to write straight into the Housecall Pro job and notify its technicians. That path is not yet proven against a live shop's account, so treat it as early.

Getting the MAX plan and creating the full-access API key: that is Housecall Pro's own requirement, not something Frontline can skip.

If Housecall Pro refuses a reschedule, or does not answer fast enough, it lands on Today for your office to finish by hand.

Members: Housecall Pro's API does not share its service plans, so your members live in Frontline. The import matches each one to a customer Housecall Pro already synced, by phone or email, and never creates a customer.

On my way names "Your technician," not a real name: Housecall Pro's sync does not carry which technician is on the job.

Texting: automated texting is off. When a customer has no email, Frontline writes the text and your office sends it from its own phone in one tap, then marks it sent.