Know the customer before you pick up the phone
Every quote, job, invoice and text for a customer sits on one record, with what they still owe at the top. New leads from your booking page and AI Receptionist add themselves, so nobody is left in a voicemail.
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How it works
Leads add themselves
Booking page requests, AI Receptionist callers who aren't already contacts, and Zapier all create leads for you. You can also add someone by hand or pick them from your phone's contacts.
Lead, customer or supplier
Every contact is one of the three. When a lead hires you, one tap makes them a customer. The supply house rep lives in the same list.
The record fills itself in
Each estimate, job and invoice you make for a customer lands on their record. There are no stages or fields to set up first.
Call or text from the record
Call, email or text from the customer's record. Texts go out as normal SMS and the thread stays in BestMate, photos included.
Who owes what, before you call
Open a customer and see what you have quoted, done and billed, with the balance they still owe. On the web, the amount owed is its own column in the customer list. When the property manager calls about Unit B, you already know the last two invoices are open, and you can bring it up on the same call.
New leads land in the list on their own
The homeowner who booked from your page at 10pm and the caller your AI Receptionist spoke to on Saturday morning both show up as leads, with the phone number and what they need. Nothing sits in a voicemail or on the back of a receipt. The AI Receptionist only adds a lead when the caller isn't already a contact.
Texts next to the paperwork
Texts with a customer live in BestMate beside their estimates and invoices, not between your family group chat and a dentist reminder. When someone says the trim was supposed to be included, the thread and the estimate are a tap apart.
The second job is quicker than the first
A returning customer's addresses, notes and past jobs are on their record. The lockbox code, the paint color from last spring, the shut-off hidden behind the water heater. Quote the follow-up without asking them to explain it all again.
One customer, every property
Property managers, landlords and businesses with more than one site stay one customer. Add each location as a service address on their record, then pick the right one when you start new work for them. The crew goes to the right door, the paperwork names the right property, and everything they owe stays on one account.
How different trades use it
- HandymanYour best customers call back every few months, and their address, notes and past jobs are on the record before the second quote.
- LandscapingThe HOA and the property manager get their own price list, and every past estimate for them is a tap away.
- PlumbingSee a caller's past jobs and what they still owe before you head back out to the same house.
- PaintingKeep the color and sheen from the last job in the customer's notes, so the touch-up quote takes minutes.
- RoofingEvery estimate for a house stays on that customer while the decision takes weeks, and your suppliers sit in the same list.
- Appliance repairNote the make and model on the customer's record, so the next call about that fridge starts with the details.
CRM and Customers questions
Can I import my customers from a spreadsheet?
Yes. Email your spreadsheet to support@gobestmate.com and our team will import your customers for you. After that, new leads from your booking page, the AI Receptionist and Zapier are added on their own.
How do new leads get into BestMate?
They're added when someone sends a request from your booking page, when the AI Receptionist takes a call from someone who isn't already a contact, and from other apps through Zapier. You can also add a contact by hand or pick one from your phone's contacts.
Can I see what a customer owes?
Yes. Each customer shows the total invoiced minus the total paid. On the web app the amount owed is its own column in the customer list, so you can scan for balances. Individual payments show through each invoice being paid or unpaid.
Do my texts with a customer stay on their record?
Yes. Texts sent from BestMate go out as a normal SMS, and the conversation stays in the app, photos included. Texting is on paid plans, works with US and Canadian mobile numbers, and goes out from a shared BestMate number rather than your personal cell.
Can my team see my customer list?
Only if you let them. Customers is one of the areas in team permissions, and for each person you choose whether they can view, add, edit or delete contacts. A field worker can have view-only access while your office manager has full access.
Know every customer before the phone rings
Start a 14-day free trial with no credit card. Your next booking page lead adds itself.
14-day free trial · No credit card required · Cancel anytime