Automated Plumbing Financing Document Collection
When a large plumbing job is marked as financing-approved in Housecall Pro, WebRun drafts a clear document request email for the customer listing exactly what is needed, and posts your office a Slack reminder if the documents have not arrived within 48 hours so the job does not stall.
How do I automate financing document collection for plumbing jobs?
When a plumbing job is marked financing-approved in Housecall Pro, WebRun drafts a clear document request email in Gmail listing exactly what the customer needs to submit. If documents have not arrived within 48 hours, it posts an alert to your office Slack channel. The email is left unsent until your office manager reviews it.
- Financed jobs get a clear document request drafted the moment they are approved
- Office manager is alerted in Slack when documents are overdue so jobs do not stall
- No document request goes to a customer without an office manager review
Built for plumbing contractors · plumbing office managers · field service finance teams
What does WebRun do on every run?
The exact actions WebRun takes, in order - in plain language, so you can adjust anything.
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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 - detect financing-approved job
housecallpro.com
WebRun opens Housecall Pro to detect financing-approved job. - Detect when a job is tagged or updated to financing-approved status in Housecall Pro
- Capture the customer name, contact email, job type such as repipe or water heater replacement, job total, and any notes on the financing provider
- Check if a document request has already been sent for this job and skip if so
Done when The financing-approved job is captured with the customer contact details and job information.
-
2
Gmail - draft document request to customer
gmail.com
WebRun opens Gmail to draft document request to customer. - Draft a friendly, clear document request email to the customer listing exactly which documents are needed for the financing application
- Include the job description and total so the customer understands what the financing covers
- Specify a clear deadline for returning the documents, such as within 48 hours
- Leave the draft unsent in Gmail for the office manager to review and send
Done when A draft document request email is queued in Gmail, ready for the office manager to review and send.
-
3
Slack - alert office if documents not returned
slack.com
WebRun opens Slack to alert office if documents not returned. - After 48 hours, check if the job status in Housecall Pro has been updated to show documents received
- If documents are still missing, post a reminder alert to the office Slack channel with the customer name, job type, and number of days since the request was sent
- Tag the office manager so the follow-up is not missed
Done when Office manager is alerted in Slack to any financing jobs where documents are overdue.
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 send the document request email to the customer automatically?
No. The document request is drafted and left unsent in Gmail. Your office manager reviews and sends it before it reaches the customer, so the message is always checked first.
How does it know when the documents have been received?
It checks the job status in Housecall Pro 48 hours after the request was sent. If the job has been updated to reflect documents received, the Slack reminder is skipped. If not, the alert fires.
Can this work for repipe jobs, water heater replacements, and other large jobs?
Yes. WebRun reads the job type from Housecall Pro and includes the relevant job description and total in the document request, so the email is specific to whether the customer is financing a repipe, a water heater replacement, or another large plumbing job.
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