Daily use
When the AI captures a lead
3 min read · Updated May 2026
This is the whole point of the system. Here's what happens, end to end, the moment a caller leaves a successful intake.
Caller hangs up.
AI has gathered: name, phone (from caller ID), issue description, address, urgency level, and (in Auto-book mode) a preferred time slot.
Transcript saved to dashboard within 30 seconds.
Tagged with a "New lead" badge in the activity feed. Listen to the recording, read the transcript, see the structured fields.
You get a notification.
SMS to your owner number + email — both with the caller's name, issue, urgency, and a link to the full transcript. Within 60 seconds of hang-up.
Jobber Request created (if connected).
Lands in your Jobber Requests inbox with the same details. Title includes urgency emoji, issue summary, address, and "(via Plumbify AI)" so you know where it came from.
Draft Quote created if caller wanted to book.
In Auto-book mode, if the caller picked a time slot, Plumbify creates a draft Quote in Jobber attached to the client + property. You review pricing, then send.
Brand-new caller? Created as a Jobber client too.
If the phone number doesn't match an existing client, Plumbify auto-creates them with name + address + phone. Their first job lives in your CRM from minute one.
How urgency works
The AI classifies every lead into one of four urgency buckets, based on the caller's language and the nature of the issue:
- 🚨 Emergency — active flooding, no water, sewage backup. AI flags this loud + you get a "🚨 EMERGENCY" SMS.
- ⚠️ Urgent — leaking but contained, water heater out in winter, slow drain backing up. Should be addressed today/tomorrow.
- 📅 Soon — annoying but not damaging. Faucet drip, running toilet, low water pressure.
- 🗓️ Routine — scheduled maintenance, planned upgrades, water softener service.
You see the urgency icon next to every lead in the feed. Sort the leads view by urgency to triage your day.
What if the AI missed something?
The structured fields are AI-extracted from the conversation. Occasionally the AI mishears an address, gets the issue wrong, or assigns the wrong urgency. To fix:
- Click the lead in your feed.
- Click Edit fields.
- Correct anything that's off — the change syncs to Jobber automatically.
You can also leave a thumbs-up or thumbs-down on the AI's intake quality. Those signals help us improve the model.
What if the caller didn't leave full info?
Not every call becomes a lead. Common scenarios:
- Hang-up before info gathered. No lead created. Logged as "Call ended" in the activity feed. You can call them back from the caller ID if it's important.
- Wrong number. AI politely confirms and ends the call. No lead.
- Existing customer with quick question. AI answers if it can, otherwise offers a callback. May or may not create a lead depending on if it's a new issue.
- Out-of-area caller. AI declines politely (per your service area settings). No lead.
Best practice: Review yesterday's missed leads each morning. Some hang-ups had legit intent and a quick call-back recovers them. The transcript will tell you which are worth chasing.
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Got a lead that doesn't look right?
Send us the call ID and we'll review the AI's reasoning.
Email us