How do I manage enquiries from Google, Facebook, email and my website in one place?
Bring every enquiry into one shared list, with each lead logged the same way no matter where it came from. AI can read each message, pull out the job details, flag the urgent ones and draft a reply, all inside the tools you already use. You stay in charge: you or your office person approve anything that involves a price, a booking or a promise.
Why enquiries slip through the cracks
Most tradies get leads from four or five places. A Google call, a Facebook message, an email, a form on the website. Each one lands somewhere different, and you're usually on a roof or under a house when they come in.
The lead isn't lost because you're bad at your job. It's lost because it sat in the wrong inbox for two days. The customer has already rung someone else by then.
One place to look fixes most of that. You don't need a new way of working. You need every enquiry showing up in the same spot, in the same format.
What 'one place' actually looks like
It's a single list of enquiries. Each line shows who it is, what they want, where they found you, how urgent it looks and who's handling it.
It can sit inside the email, phone or job tools you already use. You don't have to learn a new system or move your customers across.
Every new enquiry gets a status: new, replied, site visit booked, quoted, won or lost. At a glance you can see what's waiting on you and what's waiting on the customer.
How AI handles the sorting
When an enquiry comes in from any channel, AI reads it and pulls out the useful bits: name, number, address or suburb, type of job and how soon they want it. It adds the lead to your list so nobody has to retype anything.
It also spots the difference between a burst pipe and a someone-who-might-renovate-next-year. Urgent jobs get flagged first.
Then it drafts a reply in your voice. It might confirm you got the message, ask the two or three questions you always ask, and offer a time for a site visit. If details are missing, it asks for them, like photos, access or the size of the job.
A person approves anything important. Routine acknowledgements can go out automatically if you want that. Anything with a price, a booking or a commitment waits for you to check it and send.
Rules that stop leads going cold
The list only helps if someone acts on it. A few simple rules make a big difference.
Give every lead an owner. Even if it's just you, the list should say who is meant to reply.
Set a reply window. If a lead hasn't had a response within your window, AI nudges you or your office person.
Cover after hours. A quick acknowledgement that tells the customer you've got their message and will be in touch keeps them from shopping around.
Follow up quotes. Most jobs are won on the second or third message. AI can remind you when a quote has gone quiet and draft a friendly check-in for you to approve.
Keeping track of what's working
Once every enquiry is logged with its source, you can see where your good jobs come from. Maybe Google brings the bigger jobs and Facebook brings the tyre-kickers. Maybe your website form gets plenty of leads that never get answered.
That's useful when you're deciding where to spend your time and money. You're working from your own records, not a hunch.
It also makes handover easier. If you hire an office person or a new apprentice starts helping with the phones, they can see exactly where every lead is up to.
Common questions
Do I have to change the tools I already use?
No. The idea is to work inside the email, phone and job tools you've already got. Your enquiries get pulled into one list without you switching systems or retraining your team.
Will AI reply to customers without me knowing?
Only if you choose that for simple things, like confirming you got their message. Anything involving a price, a booking or a commitment is drafted for you to check and approve first.
What if an enquiry is in a different format, like a voicemail or a messy Facebook message?
AI can read the text, work out what the customer is after and log it the same way as every other lead. If something is unclear, it flags it for you instead of guessing.
Is this only for bigger businesses?
No. A sole trader missing calls while on the tools has the same problem as a crew of ten. One list and quick replies help at any size.