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Stop Losing Leads: The Home Service Pro's Playbook for Automated Lead Capture & Booking

Are you a home service pro juggling leads from Google calls, messages, and ads? When your lead intake is fragmented across different platforms, response times suffer, follow-ups get missed, and potential customers simply call a more responsive competitor. This disorganization costs you valuable jobs and wastes your ad spend.

This playbook implements 'The Balanced SaaS Stack,' a powerful, low-cost system designed to solve lead chaos. It uses an AI-powered Tidio chatbot to instantly engage website visitors 24/7, capturing their info or letting them book directly via an integrated Calendly link. Every interaction—a new lead, a booked appointment, a chat transcript—is automatically funneled into a central, free HubSpot CRM. Zapier acts as the invisible glue, ensuring all your tools are perfectly in sync, creating a single source of truth for every customer.

Expected Outcomes

  • Drastically reduce lead response time to near-instantaneous.
  • Centralize all leads from various channels into one unified CRM.
  • Automate appointment booking and follow-up tasks to prevent missed opportunities.
  • Gain clear visibility into which marketing channels deliver the most valuable jobs.
  • Convert more leads into paying customers by providing a superior, responsive experience.

Core Tools in This Stack

Tidio

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Tidio is an all-in-one customer experience platform that combines AI-powered chatbots and live chat to help small and medium-sized businesses engage with customers, generate leads, and provide excellent support.

Key Features
  • Lyro AI Chatbot
  • Live Chat
  • Visual Chatbot Builder
  • Helpdesk & Ticketing System
  • Multichannel Communication (Website, Messenger, Instagram)
  • Extensive Integrations (Shopify, WordPress, etc.)
  • Lead Generation Forms
Ideal For

Company Size: Micro, Small, Medium

Industries: Retail & E-commerce, Business & Professional Services, Technology & Software, Creative & Media

Pricing

Model: Freemium, Subscription

Tier: Low-cost

Ease of Use

Easy

HubSpot CRM

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A comprehensive CRM platform that includes a suite of tools for marketing, sales, content management, and customer service, with a completely free CRM at its core to help businesses manage customer relationships and accelerate growth.

Key Features
  • Contact & Lead Management
  • Sales Pipeline Visualization
  • Deal Tracking and Management
  • Email Tracking and Templates
  • Meeting Scheduling Tool
  • Live Chat and Chatbots
  • Reporting and Analytics Dashboards
  • Task and Activity Automation
Ideal For

Company Size: Small, Medium

Industries: Technology & Software, Business & Professional Services, Retail & E-commerce, Creative & Media

Pricing

Model: Freemium, Subscription

Tier: Starter

Ease of Use

Very High

Calendly

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Calendly is an intuitive scheduling platform that eliminates the back-and-forth emails for finding the perfect meeting time. It automates scheduling, integrates with your calendars, and helps individuals and teams connect with others more efficiently.

Key Features
  • Calendar Integration (Google, Office 365, iCloud)
  • Customizable Booking Pages
  • Automated Workflows & Reminders
  • Team Scheduling Options (Round Robin, Collective)
  • Website Embedding
  • Third-Party Integrations (e.g., Salesforce, HubSpot, Zapier)
  • Meeting Analytics and Reporting
  • Payment Collection (Stripe, PayPal)
Ideal For

Company Size: Micro, Small, Medium, Large

Industries: Technology & Software, Business & Professional Services, Retail & E-commerce, Creative & Media, Education & Non-Profit, Health & Wellness

Pricing

Model: Freemium, Subscription

Tier: Low

Ease of Use

Very Easy

The Workflow

graph TD subgraph "The Balanced SaaS Stack" direction LR N0["Tidio"] N1["HubSpot CRM"] N2["Calendly"] N0 -- "New Lead Creates/Updates Contact & Task" --> N1 N2 -- "Scheduled Meeting Logs Meeting & Updates Contact" --> N1 end classDef blue fill:#3498db,stroke:#2980b9,stroke-width:2px,color:#fff; classDef green fill:#2ecc71,stroke:#27ae60,stroke-width:2px,color:#fff; classDef orange fill:#f39c12,stroke:#d35400,stroke-width:2px,color:#fff; class N0 blue; class N1 blue; class N2 blue;

Integration Logic

  • Zapier

    This integration consists of two primary automated workflows (Zaps). First, when a new lead is captured in Tidio (e.g., through a pre-chat survey or by an operator tagging a contact), Zapier automatically creates or updates a contact in HubSpot CRM. It can also create a follow-up task for the assigned sales representative. Second, when that new lead schedules a meeting using a Calendly link, another Zap triggers. This Zap finds the corresponding contact in HubSpot and updates their record by logging the meeting, changing their lifecycle stage to 'Meeting Scheduled', and adding any notes from the booking.

Claim Your Free Lead Capture Playbook

Learn how to automatically capture every lead from calls and ads to turn missed opportunities into booked jobs.