A new home service inquiry often needs a few facts before anyone can quote or schedule it: location, the requested work, access, timing, and whether an inspection is necessary. Dots can help coordinate that intake.
This is a proposed workflow to configure and test with your business. It does not assume that Dots already has access to your sales systems.
Move from an inquiry to the right next appointment
Define the result, the records the agent should use, and who owns the decisions. Keep the opportunity state in a shared tracker your team can inspect, with stable IDs, current sources, and the next action.
Prepare the information Dots needs
Lead sources
Approved form submissions and messages, with source, arrival time, contact preferences, and owner.
Service scope
Areas served, work accepted, exclusions, qualification questions, and the route for urgent issues.
Estimate process
Approved price ranges, inspection requirements, quote validity, and who can approve exceptions.
Capacity
Current inspection and job availability, travel constraints, and booking confirmation rules.
Verify app access before assigning work. Configure recurring tasks explicitly. Define action permissions before sending or changing records.
If a needed connection is unavailable, use an approved export for research and draft preparation. Keep source timestamps visible and require a current system check before an action depends on price, availability, or status.
Build the agentic workflow
1. Create a single lead record
Merge repeat inquiries from the same customer and job. Keep source and timestamps so the business can evaluate both response speed and channel quality.
2. Collect missing job details
Ask only for the information needed to qualify the work. Route technical interpretation or urgent safety concerns to the responsible person instead of guessing.
3. Choose the next step
Distinguish a request ready for a standard estimate from one requiring inspection. Prepare the appropriate response using approved service rules.
4. Coordinate the decision
Offer only verified appointment options and track the customer’s selection. Follow up on unresolved information or an estimate according to the agreed scope.
5. Verify and hand off
Mark the job booked only when the scheduling system or staff confirms it. Prepare a concise job brief and stop the lead-nurture sequence.
A worked example
Illustrative scenario; this is not a reported customer result.
A customer requests fence repair but has not supplied the address or photos. Dots prepares an intake message, checks service-area fit once the address arrives, and routes the case for an inspection rather than inventing a repair price.
A starter instruction for your dot
Review new service inquiries, deduplicate by customer and job, and collect missing qualification details. Use our service area and intake rules. Draft responses and propose the correct next step.
Do not diagnose hazards or promise price or availability. Track each lead until a verified booking, decline, or staff handoff.
For a repeating check, add a time, time zone, end date, and where results should arrive. Ask for confirmation that the schedule was saved. Define which exceptions deserve a notification and when the workflow should stop.
Measure the commercial result
Track inquiry-to-qualified-lead and qualified-lead-to-booking conversion, response time, completed-job contribution, and channel cost. Count cancellations and unserviceable inquiries so a busy inbox is not mistaken for growth.
Keep the handoff clear
Keep the agent’s commercial coordination separate from technical assessment. Site conditions, repair suitability, and safety decisions belong to qualified staff, even when the customer has supplied photographs.
Begin with a small, reviewable pilot. Inspect the records and actual outcomes before expanding its scope. Give the agent enough authority to complete the agreed work, with clear ownership of exceptions.
Talk to Looski about this workflow. We can help map the data, integrations, decisions, and measurement before implementation.
Frequently asked questions
Can Dots quote every home service job from a message?
No. Use approved standard cases and escalate anything requiring inspection, measurements, technical judgment, or a price exception. Missing evidence should become a question or handoff.
What if scheduling software cannot be connected?
Use Dots for intake and proposed appointments, then require staff confirmation from the actual calendar. Record the confirmed appointment before reporting a booking to the customer.