Automated Appliance Parts Arrival Scheduling
Each morning, WebRun checks Housecall Pro for jobs awaiting parts that have now been marked received, drafts a return-visit message to each customer via Gmail or Twilio, and flags those jobs for your dispatcher to schedule the follow-up appointment.
How do I automatically schedule return visits when appliance parts arrive?
WebRun checks Housecall Pro each morning for jobs where parts have been marked received, then drafts a return-visit email via Gmail and an SMS via Twilio for each customer. Both messages are queued for your team to review and approve before sending, turning every parts arrival into a prompted scheduling action.
- No job sits idle after parts arrive because follow-up is prompted automatically
- Customers hear back faster, reducing frustration and inbound calls to your office
- Dispatchers see a clear list of ready-to-schedule jobs each morning
Built for appliance repair companies · field service dispatchers · repair shop managers · HVAC and appliance technicians
What does WebRun do on every run?
The exact actions WebRun takes, in order - in plain language, so you can adjust anything.
-
WebRun signs in and gets to work
Opens
app.housecallpro.comin a real browser with your saved login - no setup, no API keys. -
1
Housecall Pro - find jobs with parts now received
housecallpro.com
WebRun opens Housecall Pro to find jobs with parts now received. - Open Housecall Pro and filter jobs by the 'Awaiting Parts' or equivalent on-hold status
- Check each job's parts status to identify orders marked as received since yesterday
- Capture the customer name, contact details, appliance type, and original job notes for each
Done when Every job with newly arrived parts is listed with its customer and job details.
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2
Gmail - draft return-visit email to customer
gmail.com
WebRun opens Gmail to draft return-visit email to customer. - Draft an email to each customer confirming their part has arrived
- Suggest two or three available appointment windows based on the job notes
- Leave the draft unsent for your team to review and personalise before sending
Done when One email draft exists for each parts-arrived customer, ready for approval.
-
3
Twilio - draft return-visit SMS to customer
twilio.com
WebRun opens Twilio to draft return-visit SMS to customer. - Draft a short SMS to each customer noting the part has arrived and asking them to call or reply to book a time
- Leave each SMS draft queued for your review before sending
- Flag any jobs where no valid phone number is on file so your team can follow up manually
Done when One SMS draft exists for each parts-arrived customer, ready for approval.
How is each run configured?
Secure by default
Connect once, stays signed in
WebRun signs in once and keeps each session in a persistent environment, so every run picks up right where it left off.
Every action is checked against this policy before it runs.
Questions, answered
Will it contact the customer as soon as parts arrive?
No. WebRun drafts the return-visit message and queues it for your team to review. Nothing is sent to the customer until a human approves it.
How does it know which parts have arrived?
It reads the job status in Housecall Pro each morning. Jobs change from their on-hold parts status to received, and WebRun picks those up on its next run.
What if a job has multiple parts orders and only one arrived?
WebRun captures the job notes and flags partial arrivals so your team can decide whether to proceed or wait for the remaining parts before contacting the customer.
Related templates
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