Call Source Tracking That Shows What’s Working

Key capabilities

• Dynamic Number Insertion (DNI): Swap phone numbers on your site per channel so Call Source Tracking ties every web call to the exact campaign and landing page.
• IVR Source Routing: Route calls by menu choice and source number so “water leak” lines reach plumbing dispatch instantly with the right priority.
• CSR Whisper Messages: Play a short audio cue to agents with campaign and service line so they greet callers with context pulled from the call source.
• Skills-Based Auto-Assign: Match call source to service type and your technician skills matrix so the right tech gets the right job without a manual lookup.
• GPS-Aware Scheduling: Use GPS breadcrumbs to rank nearby techs based on live location and traffic so calls from high-value sources get fastest response.
• Call Recording and Transcription: Record and transcribe source-tagged calls so coaching and QA link directly to the campaign that drove the lead.
• Missed Call Rescue: Trigger instant texts and callback tasks when a tracked number goes unanswered so you recapture revenue tied to that source.
• Marketing ROI Dashboards: Compare booked revenue by call source, ad group, and keyword so you shift budget toward the highest-earning calls.
• Spam and Bot Shield: Filter spam on tracked numbers and mark junk by source so your conversion rates and agent stats stay clean and accurate.
• CRM Sync by Source: Push source, campaign, and keyword into the job and customer record so reporting, follow-ups, and repeat offers stay aligned.

How does Call Source Tracking improve scheduling and dispatch automation?

It starts with context. Each tracking number tells the system what the caller likely needs AC repair, drain clearing, panel upgrade and from which campaign they came. The moment the phone rings, We Pro maps the source to a service template, travel radius, and SLA. Dispatch automation then checks calendars, promised windows, and your technician skills matrix to propose the best slot. If the call is a same-day “no heat” alert from your furnace line, the system flags emergency priority and pings the closest certified tech using GPS breadcrumbs. CSRs see suggested appointment times without hopping screens. If the customer accepts, the job drops into the board, technician gets a push, and route optimization adjusts in real time. If they decline, the system offers the next-closest window that still meets your promise. Over time, the platform learns which sources lead to longer jobs or higher ticket averages and shifts slot lengths accordingly. That means fewer overbooked afternoons and fewer gaps after quick fixes. The result is straight-through scheduling from ring to route, less dead time, and crews that end the day on time instead of chasing spills.

Will it show which ads, mailers, or listings bring in jobs and revenue, not just calls?

Yes. Call Source Tracking ties every call back to the exact source, then follows it through the whole job lifecycle estimate, work order, invoice, and payment. If you’re running Google Ads, Local Services Ads, Facebook, and a postcard drop, each gets its own tracking number or pool through dynamic number insertion. The platform stamps source/medium/campaign into the customer record via CRM sync. From there, dashboards show booked jobs, close rates, average ticket, and revenue by channel and even by keyword. You can see if “tankless install” clicks are high-intent revenue or just price shoppers. Offline sources like yard signs and truck wraps get a dedicated number too, so their impact doesn’t vanish. You’ll also see no-book reasons per source after-hours, coverage area, price to fix leaks that waste ad spend. Tie in digital payments and you’ll track cash flow by channel, not just estimated value. Many shops find 10–20% of spend better reallocated within the first month, lifting marketing ROI without increasing the budget.

Can my team review call recordings and coach CSRs without drowning in clips?

Absolutely. Every tracked call automatically records (where permitted) and gets labeled with the source, campaign, and the job outcome. Transcriptions make scanning easy. You can filter for lost calls above a certain ticket estimate, or for sources like “furnace tune-up fall promo,” then jump right to moments where the caller hesitated or asked about pricing. Snippets auto-tag key phrases “second opinion,” “emergency fee,” “warranty” so you coach specific talk tracks instead of guessing. Because calls connect to schedules, you can compare handle time and booking rate by CSR and by source. Maybe your team crushes warranty calls but struggles with panel upgrades; build a two-minute micro-coach session around those clips. Pair this with the technician skills matrix to guide CSRs on the right question flow: capacity, breaker size, lineset age, or trap location, depending on trade. After coaching, you can A/B test scripts per source and measure booking lift the same week. Keep the best lines, cut fluff, and give new CSRs a head start without sitting through marathon trainings.

How does Call Source Tracking help techs in the field, not just the office?

Context saves trips. When a call hits from your “slab leak” number, the job auto-builds with the notes and line items your plumbing techs need acoustic kit, tracer gas, or thermal imaging. Before rolling, the assigned tech sees the call source, the promised window, and any offer attached to that campaign. GPS breadcrumbs show the most efficient path and update ETAs if traffic shifts. If the tech needs help, the dispatcher sees the source-tagged job and can loop a senior pro in for a quick consult. For multi-trade companies HVAC, electrical, and plumbing under one brand the system uses the technician skills matrix to avoid sending an HVAC installer to a main panel upgrade call. If a second visit is needed, a follow-up appointment carries the original source, so quotes and digital payments line up with the promo the customer expects. That means fewer “but your ad said” conflicts at the door and more first-visit fixes. With cleaner routes and fewer mismatches, trucks stay productive and techs skip late-night callbacks caused by missing context.

Will this integrate with my CRM, invoicing, and digital payments without double entry?

Yes. We Pro’s Call Source Tracking pushes source, campaign, and keyword fields into the customer and job record through CRM sync. On booking, that context flows to the work order, the estimate, and the final invoice. When the job closes, digital payments tie revenue back to the original source automatically. No copy-paste. If you use pricebooks by trade, the call source can pre-select the right template so CSRs don’t hunt for codes. Email and text messages include the correct campaign tags, so automated post-visit surveys and follow-ups mirror what the caller saw in the ad or mailer. If you’re importing historical leads, you can bulk map known numbers to past sources, cleaning up old records in one pass. Reporting then rolls up calls, bookings, revenue, and refunds by channel. If a promotion changes, update the call route and script once and it propagates across scheduling, messaging, and invoices. Auditors love it too: one source ID travels from the first ring to the deposit in your account, making reconciliation simple and cutting admin hours every week.

How hard is setup do I need new numbers, IVR menus, or special gear?

Getting started is straightforward. You can port existing marketing numbers into We Pro or spin up new tracking numbers in minutes—local or toll-free. For websites, dynamic number insertion drops a tiny script that swaps the phone number based on the visitor’s source, like Google Ads or organic search. Set up a simple IVR menu if you want callers to self-select urgency or service line; the system can play CSR whisper messages so agents answer with the right greeting. Dispatch rules use your existing zones, calendars, and technician skills matrix, so you won’t rebuild your world. GPS breadcrumbs run from the We Pro mobile app no extra hardware. Spam and robocall filters keep your stats clean. Privacy controls let you record calls where legal and mask payment details during digital payments. Training is light: CSRs learn the screen prompts, dispatchers review the auto-assign logic, and managers pick their favorite ROI dashboards. Most teams stand it up in a week, start with a few high-volume sources, then expand to every campaign once they see the lift in bookings and the savings in wasted spend.

How Call Source Tracking works with the rest of We Pro

Call Source Tracking doesn’t sit on an island. It plugs into scheduling, routing, invoicing, automated messages, and reporting so your team stops double-entering data and starts acting on real-time insight. A tracked call lands, the source maps to the service and skills needed, and We Pro proposes the best slot. The job drops on the board with the right duration, parts list, and SLA color. Routes adjust using GPS breadcrumbs to keep windows tight. Automated messages confirmations, ETA texts, and on-my-way alerts pull in the right branding and promo tied to the source, so the customer experience feels consistent from ad to doorstep.

As the job moves, time on site, parts used, and photo notes sync back to the original call. If the visit becomes an upsell, the invoice still carries the same source tag. Digital payments close the loop and push a “paid” event into reporting. Managers can open one dashboard and see calls, bookings, revenue, and margins by channel without exporting CSVs. Marketing acts on it fast: pause low-yield keywords, boost high-intent ad groups, and reassign budget to channels that fill tomorrow’s board. Operations gets value too. If a source shows a spike in after-hours calls, you can adjust staffing or expand on-call coverage for that service line. If a specific ad brings in out-of-area calls, tighten the geofence or update the IVR to guide those callers to the right branch. Every step removes re-entry and second-guessing, turning the first ring into a clean record that flows all the way to the bank deposit.

Real-world wins

HVAC + Electrical shop, 18 trucks: Summer is chaos for this team. They added Call Source Tracking across Google Ads, LSA, and a radio promo. Day one, CSRs saw whisper prompts tied to “no cool” vs. “maintenance,” and dispatch automation leaned on GPS breadcrumbs to send the closest NATE-certified tech. Missed calls auto-triggered text replies with a self-booking link. Within 45 days, average time-to-dispatch dropped 27%, and first-visit fixes climbed 12% thanks to better skill matching. Marketing reallocated 14% of ad spend away from low-intent keywords. Net result: 2.1 more jobs per truck per week and an extra $62,000 in monthly revenue without adding staff.

Plumbing + Drain outfit, 9 trucks: The owner suspected postcards worked but couldn’t prove it. Each mailer batch got a dedicated number and a landing page with dynamic number insertion. Calls from the “same-day drain clear” line routed to a triage CSR with a script built for urgent clogs. Dispatch automation used the technician skills matrix to avoid sending repipe crews to simple clears. With digital payments tied to the source, they saw cash hit sooner on promo jobs. In three months, they cut cancellations by 19%, trimmed drive time 11%, and proved postcards beat generic PPC by 1.6x revenue per dollar. They halved postcard waste by dropping zip codes that never booked.

Can Call Source Tracking reduce hold times and no-shows?

Yes, by removing guesswork at the first hello and keeping customers informed along the way. Because the dialed number maps to the likely service and urgency, CSRs skip long discovery and jump right to time slots that meet the promise made in your ad. Dispatch automation uses GPS breadcrumbs to pick the right tech in minutes, which cuts time on hold and rings transferred between departments. Automated confirmations go out with the correct job type and prep steps, reducing forgotten appointments. On the day of service, live ETA texts update based on traffic and route changes, and customers can reply to reschedule without calling back. If a call gets missed, an automatic text invites the customer to book online or request a callback, which rescues revenue before they pick a competitor. Shops running this see shorter handle times, fewer abandoned calls, and fewer no-shows because the system keeps the promises your ads make and keeps customers in the loop without extra staff effort.

How does this help multi-location or franchise operations keep campaigns straight?

Multi-location teams often fight messy attribution and inconsistent service. Call Source Tracking gives each branch or franchise its own pool of tracking numbers that still roll up to network-wide reporting. Dynamic number insertion can swap in the nearest branch’s number based on the visitor’s location, while CRM sync stamps both the local branch and the campaign on the customer record. If a caller dials a national number, the IVR routes by ZIP, then source, so “heat pump rebate” calls land with the right local team trained on that program. Dispatch automation respects each branch’s calendars, zones, and technician skills matrix, avoiding cross-wires. Marketing can compare revenue per call across locations, pause underperforming creatives network-wide, or boost spend where booking rates run hot. Standard CSR whisper scripts keep greetings and offers consistent, and call recordings provide shared coaching material. Digital payments and invoices carry both location and source tags, so accounting closes the month cleanly even with shared campaigns. The outcome is brand consistency with local agility, and a true view of what channels move the needle in each market.

Book a live demo at https://wepro.ai/ or call We Pro to see Call Source Tracking turn every ring into real revenue today.