How to Automate Workiz

Workiz is built around the phone ringing

Workiz is field service management software, and it is built for the trades where the business arrives as a phone call. Junk removal, air duct cleaning, pressure washing, locksmiths, garage doors, appliance repair. Somebody has a problem now, they search, they call the first number that answers, and whoever picks up gets the job.

So Workiz put the phone inside the software. Calls come through it, get recorded and tagged, and get attributed back to the ad that produced them. From that call the schedule fills, a technician is dispatched, an estimate goes out, the job gets done and the card gets taken, all on one record.

The person running it is usually the person who owns the vans. Two crews, maybe five. They are not at a desk during the day, and what decides whether this month beats last month is not craft. It is how fast the phone gets answered and how many estimates turn into work.

The follow-up list grows faster than the schedule

The jobs on the calendar look after themselves. The ones that never made it onto the calendar are the problem.

An estimate went out on Tuesday for a driveway and nobody has heard back. Eleven callers last week were never reached, and the list is still sitting there. Two customers who had their ducts cleaned three years ago are due, and nobody has told them. An invoice from last month is unpaid and the reminder never went. A supplier put the price of a chemical up and nobody noticed until the margin did.

None of it is difficult. All of it is time somebody has to sit down and spend, and the only person who can spend it has been under a house since seven in the morning.

So it slides. The estimate goes cold, the caller rings somebody else, and money that was there gets left there.

Workiz

Estimates that get chased Every quote sent and not accepted found each morning, with a follow-up drafted per customer and the job details already in it.

Calls that never got returned Last week's unreached callers turned into a call-back list, ordered by what the job was probably worth.

A route worth driving The day's jobs put in order by location and time window before anyone gets in a van, so no crew crosses town twice.

Workiz covers the job from the first ring to the last payment

Workiz already handles a great deal, and a lot of it is the automation people go shopping for.

Scheduling and dispatching put the right crew in the right place. Online booking and Reserve with Google let a customer take a slot themselves. Estimates and proposals go out off the price book. On my way texts tell the homeowner the van is coming. Automations chain the routine steps together, and lead source integrations pull work in from Angi and Thumbtack. Ad and source tracking says which channel produced which call, and AI Answering and AI Call Insights work on the calls. Payment processing, invoicing and purchase orders close the money side, and the QuickBooks Online link keeps the books fed.

That is a complete loop, and it is a complete loop about jobs Workiz already has.

What it cannot do is leave. The county property record with the square footage you need before quoting a roof wash. The disposal site account where tipping fees are logged. The chemical supplier's price list, which moved again this quarter. The Google Business profile where the reviews land, and the bank where the payout either arrived or did not. Every one of those sits behind a login Workiz has no relationship with, and every one decides something about the day.

A day's work can be set up before the first van moves

The websites that decide the day can all be opened before anyone is awake.

The day's jobs ordered into a sensible route by location and time window, so a crew is not crossing town twice. Every estimate still unaccepted found and turned into a drafted follow-up, one per customer, with the job details already written in. Last week's unreached callers turned into a call-back list, ranked by what the job was probably worth.

The property record checked before a quote goes out, so the square footage on a driveway or a roof is a fact rather than a guess. Supplier and chemical prices measured against the last few purchase receipts, so a rise shows up now instead of in the margin three months later. Customers due for a recurring service drawn out of their history and checked against who is already booked, so the reminder only reaches people who need one.

Reviews watched across the sites that carry them, with a reply prepared for each. Card takings compared against what actually reached the bank.

Reading and preparing can run all night. Anything that speaks to a homeowner should wait.

The follow-ups get drafted, the sending stays yours

The list can be built for you overnight. A message that reaches a homeowner is a different kind of thing, and in this trade a clumsy one becomes a public review with a star rating attached.

WebRun is an agent that works a real Chrome browser, signed in as you. It opens Workiz, the supplier portal, the property record or your Google Business profile, reads what is there, and prepares the follow-ups, the call-back list and the route before anyone gets in a van.

Anything customer-facing is drafted and left for you to send. Reading, comparing and filing run unattended. It works on your schedule in your own private environment, and you can watch a run and stop it partway.

The workflows below are already built, and each one names the sites it opens.