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Local trades and home servicesGrok Bot

Have a Grok Bot grade every inbound call daily so you know your real booking rate

Picked and checked by Olga Pearson, host of The Practical AI Show · Published

Result

self-reported

His HVAC and plumbing shop now gets a real booking rate every day at 5pm instead of a guess. The last four windows came in at 86.8%, 87.5%, 74.1% and 89.5%, split by HVAC and plumbing, with the reasons missed calls didn’t book.

Tucker Yarbrough is a second-generation operator at Yarbrough & Sons, an HVAC and plumbing company in Oklahoma. Every day at 5pm, Grok Bot listens to every inbound call from the last 24 hours. It sorts each call into six buckets: never connected, not a customer lead, existing work, new demand booked, new demand not booked, and couldn’t tell. Booking rate is booked divided by booked plus not booked, so vendors and existing customers don’t skew it. The report lists why the missed ones didn’t book (price shopping, wanted a different time, not ready) and goes to the whole team with a rolling 30 days.

Who did it

Tucker Yarbrough (@tuckeryarb)Yarbrough & Sons (HVAC and plumbing, Oklahoma)Tucker Yarbrough on X · Oct 16, 2026

Try it now

  1. Make sure your phone system records calls and the bot can reach the recordings.
  2. Give Grok Bot the six buckets and the booking-rate formula: booked divided by booked plus not booked.
  3. Schedule it for 5pm daily, covering the last 24 hours.
  4. Have it split results by trade (HVAC, plumbing) and list the reason each missed call didn’t book.
  5. Send the report to the whole team with a rolling 30 days, and use the misses for call coaching.
Copy-paste prompt
Every day at 5pm, listen to every inbound call recording from the last 24 hours in [phone system]. Put each call in one bucket: never connected, not a customer lead, existing work, new demand we booked, new demand we didn’t book, couldn’t tell. Booking rate = booked / (booked + not booked). Leave out existing customers and vendors. Split HVAC from plumbing. For every unbooked call, give one line on why (price shopping, wanted a different time, not ready, other) and who took it. Email the team a short report with today’s numbers and a rolling 30-day trend.

Make it run every week

A play works once. Turn it into a routine in three small steps:

  1. Run it once and check the result yourself.
  2. Give your AI a schedule. Tell it when to run this play (every week, or every month) and to message you with what it found before you act.
  3. Keep a log. One line per run: what was checked, anything flagged, what you did.

See how owners turn plays into systems →

What to watch out for

Self-reported from his own posts; the full workflow is in his Oct 15 post (https://x.com/tuckeryarb/status/2110907924184739993). Check your state’s call-recording consent rules and tell callers they may be recorded. Use the misses for coaching, not blame. Build it with Page: an online booking page for callers who want a time that isn’t open.

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