6,486
contacts in one CRM
27
smart lists by industry, owner and priority
5
Housecall Pro job events synced to the pipeline
8+
pipeline stage triggers feeding a reporting sheet
What I built
- 01
CRM and smart lists
I set up 27 smart lists. They split contacts by industry, by account owner, and by priority. Touchpoint date and cadence columns show who is due for a call. Each contact also stores its Housecall Pro customer ID.
- 02
Pipeline sync from Housecall Pro
Five job events arrive by webhook: scheduled, rescheduled, updated, techs assigned and completed. Each one looks for the matching opportunity. It updates the opportunity, or creates it if it is missing. Nobody retypes a job.
- 03
Meeting-booked automation
When a meeting is booked, the workflow finds or creates the opportunity at Meeting Set and assigns the owner. It waits two hours. Then it sends a follow-up text. A tag stops the same message from going out twice.
- 04
Calendar sync
Google Calendar is connected both ways. New bookings land on the team's real calendar. Events made on that calendar show up in the system.
- 05
Stage-change reporting
Each pipeline stage has its own branch. Estimate sent, won, declined, job scheduled, complete and paid each add or update a row in a Google Sheet. The sheet feeds a sales scorecard.
Screenshots
Click any image to enlarge it. Customer names, emails and phone numbers are blurred.
Why smart lists first
A smart list is a saved filter. It gives each salesperson a working view of their own contacts without touching the pipeline. If you set up one thing in a new account, set up these. Tag consistently from day one so the filters stay simple.
Want something like this for your business?
Book a free 30-minute call. I will tell you honestly whether I can help.