Follow Up on Unaccepted Quotes
Every morning, WebRun opens Housecall Pro, finds quotes that have been open for more than two days without a response, drafts a personalised follow-up email for each customer, and sends the drafts to Slack for your approval before anything is emailed.
How can I automatically follow up on unaccepted quotes in Housecall Pro?
Every morning, WebRun opens Housecall Pro, finds every quote that has been sitting open for more than two days without a response, drafts a polite and personalised follow-up email for each customer, and sends the drafts to Slack — so your team can approve and send them without writing a single word.
- No open quote sits unanswered for more than two days
- Follow-ups are personalised and on-brand — not generic chaser templates
- Your team approves every email before it sends
Built for field service business owners · sales coordinators · plumbing companies · HVAC businesses
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 open, unanswered quotes
housecallpro.com
WebRun opens Housecall Pro to find open, unanswered quotes. - Open Housecall Pro and go to Estimates, filtered to Open status
- Identify every estimate sent more than two days ago without a customer response
- Capture the customer name, email, job description, quote amount, and sent date
Done when Every stale, unanswered quote has been listed with customer contact details.
-
2
Gmail — draft follow-up emails
gmail.com
WebRun opens Gmail to draft follow-up emails. - Draft a warm, on-brand follow-up email for each customer referencing the specific job and quote amount
- Save each message as a Gmail Draft — do not send
- Flag drafts older than five days as higher priority in the subject line
Done when A personalised follow-up draft exists in Gmail for every stale quote.
-
3
Slack — hold drafts for your approval
slack.com
WebRun opens Slack to hold drafts for your approval. - Post a summary listing each open quote, the customer, the amount, and how many days it has been waiting
- Link to the corresponding Gmail draft for each
- Highlight any that are approaching the quote expiry date
Done when You have a clear chase list in Slack with one-click access to each email draft.
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 email customers without my review?
Never. Every follow-up is saved as a Gmail Draft and surfaced in Slack. You click Send yourself — WebRun never emails a customer on its own.
How does it know a quote is unanswered?
It reads the Estimate status in Housecall Pro. If it is still Open and the sent date is more than two days ago, it qualifies for a follow-up.
Can I change the two-day threshold?
Yes. You set the wait period in the plan — some businesses prefer 24 hours, others three days. Change it to match your sales cadence.
Related templates
Put this on autopilot.
Turn it on in minutes — or have our team set it up for you.