Part 2 • Service Business Series • Repair & Home Services
If you do appliance repair, plumbing, electrical, HVAC, gadget repair, or general home services, speed and clarity win. This guide gives you ready-to-use workflows and copy-paste templates: inquiry triage, quote ranges, scheduling, job documentation, and after-service follow-ups—built for real-world repair operations.
What you’ll implement
- Inquiry → Quote Range → Booking workflow (with guardrails)
- On-site checklist + “what to prepare” message
- Job notes → invoice-ready summary (technician to admin)
- Follow-up that reduces repeat issues + increases reviews
Why it works
- Fewer back-and-forth messages
- More booked jobs from the same lead volume
- Cleaner job documentation = fewer disputes
Top 5 repair workflows to automate (high ROI)
1) Inquiry triage + missing details collection
Goal: stop guessing; collect the minimum info in one message.
- Category: appliance / plumbing / electrical / HVAC / gadget / general
- Urgency: emergency vs standard
- Location + access notes
- Symptoms + photos/video request
2) Quote range + service call fee explanation
Goal: price clarity without overpromising.
- Share service call fee (if any)
- Give estimate range + what affects final cost
- Escalate unusual cases to human review
3) Scheduling + reminders + reschedule link
Goal: fewer no-shows, fewer “where are you?” calls.
- Confirm time window (e.g., 9–11 AM)
- Send 24h reminder + “prepare area” checklist
- Send 2h reminder (optional)
4) Technician job notes → admin summary
Goal: clean documentation for invoice, warranty, disputes.
- Problem found
- Work done
- Parts used
- Recommendations + next steps
5) After-service follow-up + review request (conditional)
Goal: reduce repeat issues + grow reputation.
- Ask if issue is resolved
- Share care tips or usage guidance
- Request review only if satisfied
The complete build: inquiry → booking → job notes
Workflow map
Trigger: Customer message / website form / FB inquiry
AI task: classify + extract details + ask missing essentials + draft reply
Rules: no fixed quote without diagnostics; avoid guarantees; escalate complaints
Output: reply with estimate range + booking options + prep checklist
Log: save summary + category + next step to sheet/CRM
Minimum details to collect (repair)
- Device/service: brand/model (if appliance/gadget)
- Symptoms: what happens, when, any error codes
- History: first time or recurring? prior repair?
- Location: barangay/city + landmark + parking/access
- Timing: preferred schedule + urgency
- Media: 1–3 photos or short video (optional but powerful)
Rule that prevents 80% of disputes
Always state: “Final cost is confirmed after inspection/diagnostics.” You can still give a range—just attach assumptions and exclusions.
Copy-paste templates (repair-specific)
Template A — Inquiry reply that gets the right details (1 message)
Hi [Name], thanks for reaching out. We can help with your [Service/Device].
To give the best estimate and schedule you quickly, please reply with:
1) Brand/Model (if applicable):
2) What symptoms you’re seeing (and any error code):
3) When it started / is it recurring:
4) Your location (Barangay/City + landmark):
5) Preferred schedule (date/time window):
Optional but helpful: 1–3 photos or a short video.
Once I have these, I’ll share an estimate range and the soonest available slot. Thank you!Template B — Safe estimate range + service call fee explanation
Hi [Name], based on your description, the service usually falls around:
• Estimate range: [LOW]–[HIGH]
• Service call/diagnostic fee (if applicable): [FEE]
Final cost depends on:
• Exact cause after inspection
• Parts needed (if any)
• Complexity/time on-site
If you confirm your location and preferred schedule, we can book you here:
[BOOKING_LINK]
Note: Final quote is confirmed after diagnostics/inspection. Thank you!Template C — Booking confirmation + prep checklist (reduces delays)
Hi [Name]! You’re booked for [DATE] within [TIME WINDOW].
Please prepare:
• Clear access to the unit/area
• Ensure someone is present to authorize work
• If appliance: keep warranty papers/receipts if available
• If possible: share a short video of the issue (optional)
If you need to reschedule, use: [RESCHEDULE_LINK]
See you!Template D — Technician job notes → invoice-ready summary (internal)
JOB SUMMARY (Internal)
Customer:
Location:
Service type:
Device (brand/model):
Issue reported:
Diagnosis / root cause:
Work performed:
Parts used (qty/cost):
Test result (resolved?):
Recommendations / next steps:
Warranty note (if any):
Photos attached? (Y/N)Template E — After-service follow-up + conditional review request
Hi [Name], thank you for letting us assist you today.
Is the issue resolved now? (Yes/No)
If you notice the problem again, please message us right away so we can help.
If you’re satisfied with the service, we’d really appreciate a review:
[REVIEW_LINK]
Thank you!KPIs to track (repair services)
- Response time: avg minutes to first reply
- Qualified lead rate: inquiries with complete details (%)
- Booking rate: inquiries → booked jobs (%)
- No-show / cancellation rate: booked → missed (%)
- Repeat issue rate: same issue returns within 14 days (%)
- Documentation completeness: job notes filled (%)
Guardrails (avoid disputes)
Never auto-send
- final “fixed price” without inspection
- refund approval
- warranty promises outside written policy
- blame statements (“it’s your fault”) during complaints
Always include
- assumptions + exclusions
- “final quote after diagnostics” line
- clear time window for arrival
- documentation summary for transparency
Next step
Want the same copy-paste templates customized to your exact service type? Comment your service type below and I’ll publish the next dedicated part.
Comment one:
Example: “Plumbing – leak repair” or “Appliance Repair – washing machine”.