Housecall Pro Automation: From Job Scheduling to Customer Follow-Up

At Codex Solutions International, we recently helped a home service business fully automate two high-impact workflows using Housecall Pro and Make.com—with zero external AI tools and absolutely no code.

These automations saved hours of admin time, eliminated human errors in job preparation, and created a consistent customer experience after every completed job.

If you're in plumbing, HVAC, electrical, or any other home service industry, these use cases could easily transform how your team operates.

🧰 Automation 1: Job-Specific Checklists Sent Automatically to Technicians

🎯 Goal: Ensure that every technician arrives at the job fully prepared—with the right checklist, tools, and instructions.

🔁 How It Works:

As soon as a job is scheduled in Housecall Pro, this automation is triggered:

1. Identify Job TypeMake.com checks whether the job is an Installation, Maintenance, Water Heater Replacement, etc.

2. Match With ChecklistEach job type is linked to a specific checklist stored in a Google Sheet.

3. Generate Technician MessageMake’s native AI (not ChatGPT) generates a quick, friendly message summarizing the job and instructions.

4. Send to TechnicianThe message and checklist are formatted into a clear email and sent via Gmail to the assigned technician.

✅ Outcomes:

• 🔧 Consistent technician preparation

• 🛠️ No more forgotten tools or missed prep steps

• 💯 Zero manual messaging needed

• 🕒 Saves 2–3 minutes per job, every time

🔨 Tools Used:

• Housecall Pro: Triggers and job data

• Make.com: Logic + automation

• Google Sheets: Store checklists

• Gmail: Email delivery

• Make’s AI Text Generator: For friendly technician messages

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

🎯 Goal: Automate everything that happens after a job is completed, including internal review and external customer communication.

🔁 How It Works:

When a technician marks a job complete in Housecall Pro, Make checks whether it's:

• Internal (training/test/review job)

• External (real customer-facing job)

🔄 Internal Jobs:

• Sends a Slack notification to the admin/QA team

• Logs job details into a Google Sheet for tracking and monthly performance reviews

💬 External Jobs:

• Gathers job summary and notes from Housecall Pro

• Uses Make’s AI module to generate a personalized feedback request

• Sends a professional email to the customer via Gmail

✅ Outcomes:

• 📊 Streamlined internal QA process

• 🧾 Transparent tracking of internal/training jobs

• 💌 Polished, automatic customer follow-up

• 🕒 Saves 5–10 minutes per job completion

🧰 Tools Used:

• Housecall Pro

• Make.com

• Slack

• Gmail

• Google Sheets

• Make's Built-in AI Generator

🧠 Why This Matters

Without using any third-party AI tools like ChatGPT or complex scripts, we automated two of the most common (and repetitive) workflows in field services:

1. Preparing techs with the right checklists—at the right time

2. Following up with customers professionally—without manual effort

These automations not only save time but also create a more reliable, more professional, and more consistent service operation.

👷 Who Can Benefit?

If you're using Housecall Pro and running:

• A Plumbing company

• An HVAC business

• An Electrical or Home Service team...then this playbook is easy to replicate and incredibly impactful.

🚀 Want This Set Up for You?

At Codex Solutions International, we build custom automation solutions for service businesses—so you can focus on your clients, not your inbox.

We’ve already helped multiple Housecall Pro users automate their core workflows without writing a single line of code.

📅 Schedule a Free Consultation💬 Or Join our Skool Community to learn and access pre-built automations.

Workflow	Tools Used	Outcome
Technician Checklist	Housecall Pro + Make + Google Sheets + Gmail + AI	Fewer prep errors, 100% consistency
Post-Job Follow-up	Housecall Pro + Make + Slack + Gmail + Google Sheets + AI	Better QA, faster customer feedback