Windows and Doors Contractor

The windows and doors contractor managed a long chain of steps between a new customer request and final project completion, and much of it meant searching different systems, copying information and sending repeated customer emails. When a new customer was created in HousecallPro, staff might need to search the MrGlass quote portal, find the correct quote, review its products and prices, and then recreate the estimate in HousecallPro. The customer proposal had to be converted into a PDF and sent along with supporting product and warranty documents, which was extra manual work each time. After the proposal went out, a service agreement still had to be prepared and sent for electronic signature. Staff then had to monitor incoming email to know when a permit was approved and when the windows were manufactured and ready, and tell the customer at the correct stage. After installation, customers needed inspection scheduling, interior finishing information, a final payment request, a review request and a later service follow-up. Without automation these steps meant repeated checking, document preparation and customer communication, which slowed project progress and increased the chance of a missed follow-up.

The build routes every HousecallPro event to one of two paths. A new customer starts the quote and proposal process, while a completed job starts the customer follow-up process. On the new-customer path, available MrGlass quotes are searched using the customer name and, if more than one match exists, the latest matching quote is selected. That quote is read and its products, sizes, quantities and prices are used to prepare the customer estimate in HousecallPro. The quote is converted into a proposal PDF, combined with two supporting Google Drive documents, and the full package is emailed to the customer. An electronic service agreement is then sent through SignWell for signature. On the completed-job path, permit-related and manufacturing-related emails are checked and the matching customer update is sent when approval or readiness is detected, including a permit-approved email and an installation-scheduling email when the manufacturing-ready message arrives. After job completion the customer receives a sequence covering final inspection, interior finishing, payment and review requests, and a 90 day follow-up fires when the job completion date already meets the condition. No-quote, permit-not-approved and manufacturing-not-ready cases produce documented no-action outputs rather than silent failures.

A new customer event now routes to the quote and proposal process and a completed job to the follow-up process, so the two paths no longer compete. A matching MrGlass quote is selected automatically, and a HousecallPro estimate is created directly from its line items instead of being retyped. The proposal is converted to PDF, two supporting documents are pulled from Google Drive, and a single email delivers all three attachments. A SignWell service agreement goes out for electronic signature, with the separate completion check controlling any further action. Permit and manufacturing status is read from email, and the customer is told at the right moment with a permit-approved email or an installation-scheduling email. The completed-job sequence delivers final inspection, interior finishing, payment and review emails, and the 90 day follow-up runs when the completion date qualifies. The result is less manual quote searching, estimate entry, proposal preparation and repeated customer email.

Client retains ownership of the HousecallPro account, the MrGlass portal access, the Google Drive proposal and warranty documents, the SignWell templates, the Gmail routing rules, and every workflow definition and email template.