Setting Up CloseBot

Setting Up CloseBot

CloseBot automates estimate follow-up so you close more jobs without hiring office staff. This guide covers the full setup process.

Prerequisites

Before starting, make sure you have:

• An active OperantOS account (see Quick Start Guide)
• Your business phone number and email address
• Access to your CRM (Jobber, Housecall Pro, or ServiceTitan) admin panel, or the ability to forward emails

Step 1: Business Profile

Fill in your company details. CloseBot uses this information to personalize follow-up messages:

• Business name -- appears in all customer-facing messages
• Trade vertical -- plumbing, HVAC, electrical, roofing, or general contracting
• Service area -- city and region for local context in messages
• Business phone -- included in messages so customers can call you back
• Reply-to email -- used for email follow-ups

Step 2: Follow-Up Sequence Configuration

CloseBot sends up to 4 follow-up messages per estimate on a timed schedule. The default sequence is:

1. Message 1 -- 4 hours after estimate sent. Friendly check-in.
2. Message 2 -- Day 3. Value reinforcement and social proof.
3. Message 3 -- Day 7. Urgency and availability reminder.
4. Message 4 -- Day 14. Final follow-up with a direct question.

You can adjust the timing, enable or disable individual messages, and choose SMS, email, or both for each step.

Step 3: Estimate Ingestion

Choose how estimates enter CloseBot:

• CRM webhook (recommended): Connect your Jobber, Housecall Pro, or ServiceTitan account. CloseBot automatically receives new estimates within seconds of creation.
• Email forwarding: Forward estimate confirmation emails to your unique CloseBot inbox address.
• Manual entry: Add estimates directly from the CloseBot dashboard.

Step 4: Notification Preferences

Configure when and how CloseBot alerts you:

• Buying signal alerts -- instant notification when a customer shows intent to close (SMS, email, or push)
• Daily pipeline summary -- morning email with yesterday's activity and today's pipeline
• Weekly report -- Friday email with close rates, revenue attributed, and sequence performance

Step 5: Launch Your First Estimate

Send a test estimate through your CRM or add one manually. Watch the follow-up sequence activate on the dashboard. CloseBot will wait the configured delay before sending the first message.

Ongoing Optimization

Check your dashboard weekly. CloseBot tracks close rates, response rates, and revenue attributed to follow-ups. Use these metrics to fine-tune your messaging and timing.