Smart Lead Tracking for Service-Based Businesses

Follow up faster

Price shoppers are fine—as long as you’re the first to follow up. We Pro sequences texts and emails based on lead source, service type, and stage. Prospects get a friendly nudge, a link to book, and an estimate reminder at the right time. Your reps see open rates, last activity, and “ready to schedule” signals. You’ll reclaim stale opportunities without heavy lifting. Most shops see 2–3 extra jobs per week from follow-ups alone. That’s steady revenue from the same marketing spend, and it boosts technician utilization so crews stay busy and happy.

Key capabilities

• Web-to-Lead capture: Pulls every form submission straight into your lead pipeline with source and service details so you can score and schedule without retyping.
• Call tracking numbers: Assigns dynamic numbers by campaign so Lead Tracking shows which ads and pages create booked jobs, not just calls.
• Lead scoring rules: Ranks new inquiries by service type, ZIP, and time sensitivity to push high-intent requests to the front of the queue.
• Skill-based matching: Checks your technician skills matrix to recommend the right pro before you book the visit, reducing callbacks and drive time.
• Instant scheduling links: Sends a personalized booking link that holds time windows tied to real capacity, turning leads into jobs in one tap.
• Two-way texting: Keeps the conversation with each lead inside the record so your team can reply fast, share photos, and lock in approvals.
• Estimate-to-job conversion: Tracks estimates sent, approved, or declined and moves wins to the calendar with all details intact.
• Campaign attribution: Tags every lead with first click, last click, and call source so you can see true booking and revenue by channel.
• Duplicate detection: Merges repeat inquiries into one record with full history, so your team never double-calls or double-books a prospect.
• Pipeline analytics: Surfaces response times, stage bottlenecks, and won rates by dispatcher or campaign so you can fix leaks and grow faster.

How does Lead Tracking help me book jobs faster without adding headcount?**

Speed starts with capture and continues through scheduling. We Pro auto-creates a lead from every call, form, and chat, then routes it to the right owner with SLAs. Missed calls trigger instant texts that ask, “Need help with your water heater? Pick a time here.” That link shows live availability pulled from your calendar, factoring travel buffers and lunch breaks. Dispatch automation does the heavy lifting in the background, suggesting the best window based on the technician skills matrix and current routes. Your team sees one view: lead priority, last touch, and one-click actions—call, text, schedule, or send estimate. No copy-paste between tools. Once a lead books, the job inherits notes, photos, and source, so dispatch doesn’t retype a thing. Shops using We Pro cut first-response time in half and lift same-day booking rates by double digits, often without adding a single dispatcher.

Can it match the right tech to each lead automatically?**

Yes. Every lead record checks against your technician skills matrix before you offer times. If a lead needs a 200-amp panel upgrade, the system favors techs with electrical service credentials and recent wins on similar work. If the job is a mini-split install, the match tilts to EPA-certified HVAC techs with high install scores. Geo logic matters too. We Pro ranks options by distance, current route, and traffic trends. That keeps drive time tight and increases on-time arrivals. Dispatch automation proposes the best pairings, and you can lock rules by service type, dollar value, or warranty status. If you want to hold high-revenue leads for senior techs, set that rule once. The result: fewer callbacks, better first-time fix rates, and happier customers. Your reps don’t guess—they book with data backing every choice.

Does Lead Tracking sync with my CRM and marketing tools?**

It does. We Pro supports CRM sync so contact records, notes, and lead stages stay current in your sales system. Web forms feed both platforms, and duplicates merge cleanly using phone and email logic. For marketing, you can pass lead and revenue events to your ad platforms, so you see which campaigns drive booked jobs, not just clicks. Offline phone calls get attribution through call tracking numbers, and you can push won revenue back to Google and Meta for better bidding. Email and SMS sequences live in We Pro or sync through your marketing tool. Zapier, API endpoints, and native integrations keep the flow tight. That means no double entry. Finance gets accurate data, sales sees full activity, and marketing finally ties spend to real dollars. You get a clean loop from first click to paid invoice.

How do you show where leads came from and what happened after they booked?**

Lead Tracking stamps source, medium, campaign, keyword (when available), and the call or form that created the record. You’ll see first touch and last touch, plus the exact path to booking. After conversion, the trail continues. Job records inherit the lead ID, so your reports tie revenue back to the original source. On the operations side, GPS breadcrumbs show the on-site timeline—arrival, time on task, and departure—so sales knows the visit happened as promised. If a lead turns into a warranty job later, the history shows past invoices, parts used, and notes. That full chain—lead to job to payment—means you can prove ROI and spot gaps. Maybe one ad brings calls but poor jobs; you’ll see that and adjust. Maybe Tuesday follow-ups win more estimates; double down. It’s all in one timeline.

Can my team follow up by text and get paid fast once the job is booked?**

Yes and yes. Two-way texting sits inside every lead and job record. Reps can send photos, pricing ranges, and scheduling links from desktop or mobile. Automated nudges chase estimates, remind about permits, and ask for a thumbs-up to proceed. Once the job is complete, digital payments kick in. Send a pay link right from the thread or take card and tap-to-pay in the field. Funds land faster, and payment status updates the lead and job automatically. No chasing checks. For bigger tickets, you can offer financing options in the same flow. The payment record ties back to source and campaign, so your revenue reporting stays clean. With We Pro, follow-up isn’t a chore; it’s a few quick taps that move people from “thinking about it” to “paid.”

Is this built for HVAC, plumbing, and electrical—with the right fields for estimates, permits, and parts?**

It is. Lead Tracking includes service-specific details so your team doesn’t guess. HVAC leads capture system type (gas furnace, heat pump, mini-split), tonnage if known, age, and space constraints. Plumbing leads tag fixture count, leak location, sewer camera recommendation, or jetting need. Electrical leads log panel size, breaker count, GFCI or AFCI issues, and common upgrades like EV chargers. You can attach photos and videos straight from the lead. Estimators pull from templates for change-outs, water heater swaps, or panel work, then send digital estimates with clear line items and good-better-best options. If a permit is required, the record shows the checklist and fee. When the job schedules, parts lists carry over so techs arrive prepared. That means fewer trips back to the shop, fewer canceled visits, and fewer write-offs. The structure fits how trades actually work.

What reporting can I expect to guide hiring, marketing spend, and training?**

You’ll get reports that go beyond vanity metrics. See lead volume, speed to first touch, and booking rate by channel, dispatcher, and time of day. Break down estimate approval rates by service type and ticket size. Tie revenue and margin back to campaigns so you can shift budget to winners. Track technician win rates on specific services using the technician skills matrix; that shows who needs training on tankless installs or panel diagnostics. GPS breadcrumbs feed on-time arrival and time-on-task reports, so coaching targets the right steps. Digital payments data shows how fast you get paid by service line and payment method. CRM sync keeps these numbers aligned with your broader sales goals. With this, you’ll know if you need another dispatcher, more junior techs, or another licensed electrician—and you’ll have the data to back the call.

How Lead Tracking works with the rest of We Pro

Lead Tracking isn’t a silo. It plugs into the We Pro platform from the first touch to the final invoice. A lead enters from a call, form, or chat and lands in the pipeline with source data. The system checks open capacity, travel buffers, and the technician skills matrix to suggest a real appointment window. With one click, sales sends a booking link that holds that window. When the customer books, the job opens with all notes, photos, and estimate items attached—no copy-paste.

Scheduling picks up with smart routing. New jobs fit into existing routes to trim drive time. Live ETA texts go out automatically, reducing no-shows and “where’s my tech?” calls. If a snag pops up—part delay, extra crew needed—the job timeline flags it, and your team can adjust before it becomes a callback. Digital payments sit right inside the job, so techs collect on-site or send a link when they wrap.

Automated messages handle the rest: estimate reminders, permit updates, and “rate your service” prompts go out at set times. All activity syncs to reporting in real time. You see lead flow, booking rates, job outcomes, and collected revenue by source, service, and team member. Finance doesn’t re-enter data. Marketing doesn’t guess. Ops doesn’t retype. From one system, you run the full loop—capture, schedule, service, and get paid—while surfacing the insights that help you fix leaks and scale.

Real-world wins

HVAC crew slashes response times and fills routes

North Ridge Heating had calls coming from ads, forms, and after-hours voicemail. Leads fell through the cracks, and techs had gaps on the calendar. After turning on We Pro Lead Tracking, every inquiry hit one queue with live SLAs. Missed calls fired instant texts with a booking link that respected travel buffers. Dispatch automation matched heat pump calls to EPA-certified techs, and GPS breadcrumbs proved on-time arrivals. In 60 days, they cut first-response time by 58%, lifted booking rate 19%, and shaved 12% off drive miles. Revenue per route day rose, and payday moved up thanks to digital payments.

Plumbing company turns price shoppers into profitable jobs

ClearPipe Plumbing struggled with follow-ups on estimates for water heater swaps and sewer line repairs. Leads bounced between email and spreadsheets, and many went dark. With We Pro, estimates went out with good-better-best choices and two-way texting. Automated nudges hit at day two and day five, and a final “schedule now” link held real slots. The technician skills matrix put camera inspections on the right trucks, and CRM sync kept sales notes with each customer. In three months, estimate-to-job conversion rose 23%. Average ticket climbed with add-ons like expansion tanks. Fewer return trips and fast card payments boosted margin and cash flow.

Ready to see Lead Tracking in action? Book a live demo at https://wepro.ai/ or call We Pro.