Agent setup guide
Job-Done Review Request
When a Housecall Pro job is invoiced, texts the customer a personal thank-you with your Google review link at a good time.
What it does
When a Housecall Pro job is invoiced, texts the customer a personal thank-you with your Google review link at a good time.
- Starts on each new invoice in Housecall Pro and reads the invoiced job.
- AI checks the job is complete and the customer has a mobile number, and skips jobs whose notes show a complaint, a callback, a warranty dispute or a refund.
- Writes a short, personal thank-you that mentions the work done and asks for a Google review with your link (no incentives).
- Waits until a good send time (at least 2 hours after invoicing, inside your sending hours), then texts the customer from your Twilio number.
- Approval is optional: turn it on for every text in the business details; texts with mixed job notes always wait for a person.
What it needs
- A paid plan (agents run live on paid plans).
- An AI provider key (Settings → AI Providers).
- Housecall Pro (MAX plan, for API access) and a Twilio account with an SMS-enabled number.
- Your Google review link.
What it doesn't do
- It can only judge customer happiness from the job and invoice data; it doesn't survey customers first.
- It doesn't post or reply to reviews, or send follow-up reminders.
- Texting consent and messaging rules (A2P 10DLC) are your responsibility.
- Coming soon until Housecall Pro and Twilio are approved.
Availability and plans
Available
Its workflow is built and tested, and every app it needs is live. You can get it and set it up now.
Included free on the Enterprise plan; on other paid plans it's a one-time purchase per workspace (the price is on the Agents page). The Agents page in the app always shows its current status.
Before you start
- A paid plan: agents run live, and the Free plan only runs Dry Runs.
- An AI provider key (OpenAI, Anthropic, Google and more) in Settings → AI Providers. AI usage is billed by your provider.
- These apps, connected in Settings → Integrations: Housecall Pro and Twilio.
- The app it watches, connected in Settings → Integrations (the agent starts from an app event).
- About 15 minutes.
Set it up step by step
Get the agent first (buy it, or it's already yours when your plan includes it), then in Agents → My agents press “Set up this agent”. That creates the agent's workflow in your workspace (it counts towards your plan's workflow limit) and opens the canvas with a setup checklist above it. Each item links to the exact place to go and ticks itself off when it's done.
1. Connect your AI provider
The AI steps run on your own key (OpenAI, Anthropic, Google and more). Add one in Settings → AI Providers.
2. Connect Housecall Pro
Connect Housecall Pro with an API key (MAX plan: My Apps → API Key Management) in Settings → Integrations.
3. Connect Twilio
Connect your Twilio account (Account SID + Auth Token or API key) in Settings → Integrations → Twilio.
4. Pick the Housecall Pro connection
Open the trigger “New invoice in Housecall Pro” and “Read the job” and pick your Housecall Pro connection in each.
| Setting | What to enter | In step |
|---|---|---|
| Housecall Pro connection (invoices) | The Housecall Pro account whose new invoices start the agent. Pick your connected Housecall Pro account. | “New invoice in Housecall Pro” |
| Housecall Pro connection (jobs) | The same Housecall Pro account, used to read the job. Pick your connected Housecall Pro account. | “Read the job” |
5. Add your business details and review link
Open “Write the thank-you text” and replace the placeholder with your business name, review link, time zone and sending hours.
| Setting | What to enter | In step |
|---|---|---|
| Business details and review link | Replace the placeholder with your business name, your Google review link, your time zone, the hours texts may go out, and “Review every text: yes” if you want to approve each one. It starts as “[YOUR BUSINESS NAME, GOOGLE REVIEW LINK, TIME ZONE, SENDING HOURS AND WHETHER TO REVIEW EVERY TEXT]” until you replace it. | “Write the thank-you text” |
6. Pick your Twilio number
Open “Text the customer”, pick your Twilio connection and the number to text from.
| Setting | What to enter | In step |
|---|---|---|
| Twilio connection | The Twilio account the texts are sent from. Pick your connected Twilio account. | “Text the customer” |
| Twilio number to text from | One of your SMS-enabled Twilio numbers (E.164). | “Text the customer” |
7. Test it with Dry Run
Press Dry Run: the agent runs on sample data with no messages sent and nothing written to your apps.
8. Switch the trigger on
Open the trigger and press “Activate app trigger”: from then on each new invoice gets a thank-you text.
How it works
The agent is a normal workflow with 10 steps (1 AI step, with a person approving in Reviews). You can open, edit and monitor it like any other workflow.
- New invoice in Housecall Pro — Starts on “New invoice” in Housecall Pro (an app event). Starts a run for each invoice created in Housecall Pro (checked every few minutes).
- Read the job — Housecall Pro: Get a job. Reads the invoiced job from Housecall Pro: the customer, their mobile number, the work done and its status.
- Write the thank-you text — AI step (runs on your AI provider key). AI checks the job is done and the customer can be texted, watches for signs of an unhappy customer, picks a send time inside your sending hours and writes a short, personal thank-you with your Google review link.
- Send, review or skip? — Decision: picks the branch to follow. Jobs that aren't done, customers without a mobile number and signs of a complaint are skipped; texts that need a look go to Reviews; the rest are scheduled.
- Not sent — Kept in the run history. Branch: Skip. The run history keeps the job and why no text was sent.
- Check the text — A person approves or rejects it in Reviews (the run waits). Branch: Needs a look. When you review every text (or the job notes look mixed), a teammate reads the text in Reviews, edits it and approves it, or rejects it.
- Not approved — Kept in the run history. Branch: Rejected. Rejected texts are kept in the run history; nothing was sent.
- Wait until the send time — Waits until a date taken from the data (at most 30 days). Branch: Approved / Send. Holds the text until the send time the AI picked (at least 2 hours after invoicing, inside your sending hours).
- Text the customer — Twilio: Send an SMS. Sends the thank-you text with your Google review link from your Twilio number.
- Text sent — Kept in the run history. The run history keeps the text and Twilio's message ID.
Test it with Dry Run
Press Dry Run in the canvas. The agent runs on the sample data stored on its trigger (the “Sample data for Dry Run” box), so you can check every step's output before anything is live. The sample has the same shape as a real event from the app.
Sample data fields
id, invoice_number, status, due_amount, job_id, created_at, invoice.id, invoice.invoice_number, invoice.status, invoice.amount, invoice.job_id, invoice.customer, invoice.line_items.
- Nothing is sent or written: app actions, emails and Slack posts are simulated, and AI steps don't call your AI provider.
- Approval steps use the Dry Run decision you pick in the step's settings (approved, rejected or timeout), so you can try each branch.
- Wait steps don't wait: they report how long they would wait and the run goes on.
Go live
- Open the trigger and press “Activate app trigger”: from then on each new invoice gets a thank-you text.
- Activating the app trigger needs the trigger's connected account. The first check only remembers what's already there, so older items don't start runs; the same item never starts two runs.
- The setup checklist adds a “paid plan” item before activation: live runs need a paid plan (the Free plan only runs Dry Runs).
- When every checklist item is done and the trigger is on, the checklist says “Live — this agent is running”. Follow its runs in the workflow's History tab and in Analytics → Agents.
Questions
Can I approve every text first?
Yes. Write “Review every text: yes” in the business details. By default only texts with mixed job notes wait for approval.
Does it filter out unhappy customers?
Only from what the job and invoice show (notes about complaints, callbacks, refunds). It can't know how the customer feels otherwise.
Troubleshooting
- “No AI provider connected” or a rejected key: connect or fix the key in Settings → AI Providers, then press Test there.
- A checklist item stays unticked: the setting is still empty or still contains its placeholder text. Open the step from the checklist and fill it in.
- An app step fails with “Needs reconnect”: the account's access was revoked or expired. Reconnect it in Settings → Integrations.
- No runs start: activate the app trigger with a connected account. Only items created after activation start runs.
- A run shows as paused: it's waiting for someone in Reviews to approve or reject it.
- A run shows “Waiting until …” in History: that's a Wait step; it continues on its own (it can be cancelled through the API).
- A step failed: open the run in History and check that step in the Trace tab for the error and what it received.
Generated from the agent's own workflow, so it always matches what the agent does. Last updated .