System: from new lead to booked job
Connect a phone or chat tool to your field service software so a new lead gets answered right away, gets a few qualifying questions, and lands on your calendar as a booked visit, with you reviewing each step.
Step 1. A lead calls or messages
Decide where leads come in: your phone line, a web form, or a chat box on your site. Turn on missed-call text-back or an answering tool for the calls you can't pick up, starting with after-hours or overflow calls.
| Tool | What it does for this step | Starting price |
|---|---|---|
| Rosie | Answers 24/7, trained on your business; books appointments and texts you the details of every call; after-hours greeting; English and Spanish on every call; pricing FAQ covers using it for after-hours and overflow calls only. (vendor page, checked 2026-10-30) | Professional $49/mo (250 min); Scale $149/mo (1,000 min); Growth $299/mo (2,000 min); 7-day free trial (pricing, checked 2026-10-29) |
| Upfirst | You choose what it handles: every call, overflow only, or after hours. Books into your calendar, lead qualification and call routing; call summaries texted or emailed when the call ends; answers in English, Spanish and 35+ other languages. (vendor page, checked 2026-10-30) | Starter $24.95/mo (30 calls); Premium $59.95/mo (90 calls); Pro $159.95/mo (300 calls); billed annually $20, $48, $128/mo (pricing, checked 2026-11-03) |
| Quo (formerly OpenPhone) | Business phone system. Pricing page lists auto-replies to texts, missed calls or voicemails, and Sona, an AI agent that answers calls 24/7 including after hours. Lists syncing call summaries with Jobber and logging calls to Housecall Pro. (vendor page, checked 2026-10-30) | From $15/user/mo (plan prices shown $19, $33, $47/user/mo) (pricing, checked 2026-11-03) |
Step-by-step: Never miss a contractor call · Speed to lead: reply to new leads in minutes
Step 2. AI answers and asks a few questions
Write the 3 to 5 questions you always ask (what job, where, how soon, budget range if you use one) and load them into the answering tool or online request form. Keep the questions short and let people skip any of them.
| Tool | What it does for this step | Starting price |
|---|---|---|
| Smith.ai AI Receptionist | Pricing page lists lead qualification and call routing, recording, transcription and summaries, and a Quality Studio to test before going live. Free plan is $0/mo for 25 calls/mo ($3.00 per call after that). (vendor page, checked 2026-10-31) | Free: $0/mo (25 calls, then $3/call); Pro $150/mo (pricing, checked 2026-10-31) |
| Dialzara | Every plan on the pricing page, from Business Lite at $29/month (60 minutes of talk time), includes message taking with custom questions and a self-editable prompt; 7-day free trial. (vendor page, checked 2026-10-31) | Business Lite $29/mo (60 min); Business Pro $99/mo (220 min); Business Plus $199/mo (500 min); Business Elite $349/mo (1,000 min); 7-day free trial (pricing, checked 2026-10-29) |
| Tidio | Website chat with a Free plan ($0/mo). Flows can collect data such as a quote request, and every account starts with 50 free Lyro AI Agent conversations (lifetime). (vendor page, checked 2026-10-31) | Starter $24.17/mo billed annually; Lyro AI from $32.50/mo (pricing, checked 2026-11-02) |
| Jobber | Pricing page lists Requests: share custom request forms on your website, social media or client hub, and track every incoming work request in one place. (vendor page, checked 2026-10-31) | Core $29/mo billed annually ($49 month-to-month) (pricing, checked 2026-11-01) |
Step-by-step: Qualify leads before you call back
Step 3. The request lands in your job software
Have the request go to one place you already check every day, like a request in your field service tool or a text summary to your phone. Check that the caller's name, number and job details came through on a test lead before you rely on it.
| Tool | What it does for this step | Starting price |
|---|---|---|
| Jobber | Pricing page lists Requests (custom request forms for your website, social media or client hub), online booking, two-way text messaging, a custom automation builder for client communications, and Receptionist for 24/7 customer service over call or text. (vendor page, checked 2026-10-31) | Core $29/mo billed annually ($49 month-to-month) (pricing, checked 2026-11-01) |
Step-by-step: Speed to lead: reply to new leads in minutes · Qualify leads before you call back
Step 4. The visit is booked on your calendar
Book the visit in your job software and sync that schedule to the calendar you and your crew already use, so nobody double-books. Follow the setup guide for your tool.
- Sync your Jobber schedule to Google Calendar (setup guide, checked 2026-10-24)
- Push Housecall Pro jobs to Google Calendar (setup guide, checked 2026-10-25)
- See your ServiceM8 schedule in Google Calendar (setup guide, checked 2026-10-26)
How these tools connect
Only connections we've confirmed on the vendor's own page or the Zapier app directory, with the date checked. If a connection isn't here, we haven't confirmed it yet.
| Tool | Connects to | How | What the vendor says |
|---|---|---|---|
| Rosie | Zapier | Built in | native (all plans) (source, checked 2026-10-28) |
| Upfirst | Zapier | Built in | Official "Upfirst" app listed in the Zapier app directory (source, checked 2026-10-28) |
| Quo (formerly OpenPhone) | Built in | native (official Google Contacts integration by the Quo team: import contacts) (source, checked 2026-10-24) | |
| Quo (formerly OpenPhone) | Zapier | Built in | Official "Quo" app listed in the Zapier app directory (source, checked 2026-10-28) |
| Jobber | Built in | native (Google Calendar: one-way schedule sync, plus one-time job import from Google Calendar) (source, checked 2026-10-24) | |
| Jobber | Calendar | Built in | native (one-way calendar feed to Google, Apple, Outlook and other calendar apps) (source, checked 2026-10-24) |
| Jobber | Zapier | Built in | native; Gusto payroll native (source, checked 2026-10-28) |
| Housecall Pro | Calendar | Built in | native (Google Calendar app pushes jobs, estimates and events one way) (source, checked 2026-10-24) |
| Housecall Pro | Zapier | Built in | Official "Housecall Pro" app listed in the Zapier app directory (source, checked 2026-10-28) |
| ServiceM8 | Built in | native (External Calendars add-on shows each staff member's ServiceM8 schedule in Google Calendar, view only; Calendar Import add-on brings Google Calendar busy time onto the Dispatch Board) (source, checked 2026-10-26) | |
| ServiceM8 | Calendar | Built in | native, one way each direction (jobs out to Google Calendar, Outlook or Apple Calendar as a view-only feed that is not real time; busy time in from a calendar's iCal link, updated every 15 minutes, 90 days forward and 30 days back) (source, checked 2026-10-26) |
| ServiceM8 | Zapier | Built in | Official "ServiceM8" app listed in the Zapier app directory (source, checked 2026-10-28) |
Test it before you trust it
- Call your own business number after hours and confirm you get the text or summary.
- Send a test request through your web form and confirm it shows up in your job software with the right details.
- Book a test visit and confirm it appears on the synced calendar, then delete it.
Other systems
- System: from quote to paid invoice
- System: from finished job to Google review
- Ways to use AI in your business
Last checked 2026-10-31. Spot something out of date? Send a correction.
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