We recently built two powerful automations that completely streamlined our field service operations using Housecall Pro + Make — all without writing a single line of code or connecting any external AI tools like ChatGPT.
If you’re running a plumbing, HVAC, or home service business and using Housecall Pro, these automations might give you ideas for how to eliminate mistakes, save admin time, and improve customer experience.
Here’s a breakdown of what we built:
Automation 1: Job-Specific Checklists Sent Automatically to Technicians
Goal: Ensure every technician gets the right checklist before arriving on-site — no more forgotten tools, filters, or prep steps.
How It Works:
- When a job is scheduled in Housecall Pro, Make:
- Checks the job type (e.g., Install, Maintenance, Water Heater)
- Matches the type with a relevant checklist stored in a Google Sheet
- Uses Make’s built-in AI (not OpenAI) to generate a friendly prep message
- Sends a formatted email with the checklist to the assigned technician
Outcome:
- Consistent technician preparation
- Fewer jobsite mistakes
- Fully automated — no manual messaging or copying checklists
Everything was built using native Housecall Pro triggers, Make’s built-in tools, and Gmail/Google Sheets — no external AI or APIs needed.
Automation 2: Post-Job Workflow for QA and Customer Follow-Up
Goal: Automate what happens after a job is marked complete — both internally (for review) and externally (for customer feedback).
How It Works:
- When a job is completed in Housecall Pro, Make checks:
- Is it an Internal job or External (customer-facing)?
If Internal:
- Sends a Slack notification to the QA or Admin team
- Logs the job info into a Google Sheet for monthly performance review
If External:
- Collects job notes from Housecall Pro
- Uses Make’s AI tool to write a feedback email
- Sends the email to the customer via Gmail
Outcome:
- Streamlined QA process
- Better tracking of internal jobs
- Automated, professional customer follow-up — without extra work