Supplementary Intake Systems To Jobber

Question

I was reading a post on here the other day about how you can’t really make or receive calls from your Jobber number, and how when you call or text it always looks like it’s coming from some separate number. It got me thinking about how we have ours set up, because I ran into a lot of the same stuff and that’s kind of what pushed me into running two systems.

Here’s where I landed. Customer intake is its own beast. It’s a totally different job than running the work once someone says yes. You’ve got calls coming in, texts, Instagram DMs, website forms, chat bubble leads, and somebody has to answer all of it fast and keep it all in one place. I really think that part needs a system that’s built around that specific experience. For us that’s Snipey Lead, which is basically a GoHighLevel mod.

And to be fair to Jobber, it has a sales pipeline and it’s a good one. You can do some automations in there too. Where it came up short for us was the calling side. In Snipey we call people right from the system, the calls get recorded, and we can download those recordings. Then when it’s time to build the quote, I upload the call recording into ChatGPT along with everything else we have for the quote. That way the quote takes into account everything the client told us, including the little stuff they mentioned on the phone that normally gets lost between the call and the estimate. Honestly that alone made our quotes a lot better.

So the way I think about it, Snipey is the funnel. Every type of communication comes through there, whether it’s Instagram, the website, phone calls, or any of the lead forms, and it all integrates into Jobber.

Our pipeline in Snipey goes like this. Engaged Lead, which means we’re actively talking to them. Then Site Visit Scheduled. Then Day of Site Visit. Then Ready to Quote. Then Quote Accepted. And if somebody goes quiet or goes another direction, they go to Lead Fell Off.

The cool part is that each of those stages has its own little automations. When someone moves to Site Visit Scheduled, they get a message with some links to our website, kind of an FYI so they know who we are and what to expect before we show up. Day of Site Visit has its own message too. Ready to Quote lets the client know we’ve got what we need and we’re working on their quote, so they’re not sitting there wondering if we forgot about them.

Once the quote is accepted, that’s where Jobber takes over. Scheduling, the job itself, invoicing, getting paid. Jobber handles a lot of the automated texts on that side too, like quote follow-ups and invoice reminders. Those used to be the things that slipped through the cracks when we got busy. Zapier is what connects the two, so when a client approves the quote in Jobber, it shows up in Snipey as Quote Accepted.

I put together a quick graphic of the flow below if that helps anyone picture it.

So that’s the setup. Two systems, but each one is doing the thing it’s actually good at, and together they cover the whole thing from the first phone call to the final invoice. For what it’s worth, I’m not affiliated with Snipey or anything, I just wanted to show how the two can work together. Curious how everyone else is handling intake. Are you running it all in Jobber, or do you have something sitting in front of it like we do?

samashborn · Answer

Thanks for walking through the actual flow instead of just talking about "intake" as a vague step. You're right that the thing you do before someone says yes is a different job from the work that follows, and it shows in how cleanly you've separated the two.

A couple of practical things I've noticed other owners do to keep that front end from leaking — curious how you handle them. First, the voicemail greeting. When the phone can't go straight to a live person during a site visit, do you set the greeting to name a real response window (for example, "we get back to you by end of business today") so callers know they haven't vanished? Second, missed-call acknowledgement: is there a short "I just missed you, let me know the best time to hear from you" that goes out within the first 10–15 minutes, or does everything wait for the next business touch?

On the intake side itself, when a call lands in your funnel while you're on a job, do you run a brief intake checklist before routing (name, address, what's going on, is this an active leak or no heat, do they have a timeframe), and is that the same checklist whether the lead came from a form, a text, or the phone?

I also noticed you put call recordings into the quote. How are you capturing the same intake notes when the inquiry arrives as a text or a website form instead of a voice call — do those get the same intake template so nothing falls out between the funnel and Jobber?

hugehomepros · Answer

We send a text just letting them know we missed their call and will get back to them later however if this is a new project, send some pictures and we will get right back to them regarding their project. They also get a voicemail from me stating the same thing. A second missed call is a good idea, but usually we are circling back to them before this. It's rare for someone to call twice in a row without us following up first.

For routing - we don't go to anyone's house without having an agreed upon price ahead of time. If it's a site walk through, there is some thorough vetting that takes place before also. It involves with me getting on the phone with them and discussing budget ahead of time.

We primarily use a website form for all requests (the form in jobber). What I was mentioning on the call is when I am putting together their quote, I'm using the transcript from the initial recording, the transcript from the walk through (when we do one), as well as my own notes and pictures and put that in to chat gpt for our quotes. We do this because we may need to reference their request/ quote later and this way all the information is in one place.

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Supplementary Intake Systems To Jobber

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