Lead Notification Emails

Lead notification emails land in your inbox every time a homeowner completes an estimate, with their contact details and what they were shown. It's the fastest way to hear about a lead, and it works whether or not you use a CRM.

Getting it set up

This is switched on for your account by the Instant Estimate HQ team, usually during onboarding, along with the address the emails go to.

A few things worth knowing about that address:

• It's one address, not a list. Most offices point it at a shared inbox so more than one person sees new leads. If you need several people notified individually, forward from there.
• It's separate from your login. Changing the email you sign in with doesn't change where notifications go.
• It's separate from the contact email on your estimator. The address homeowners see is a different setting — notifications won't start landing in your general enquiries inbox unless you ask for that.

To change the address, or if you're not receiving these and think you should be, ask your Instant Estimate HQ contact.

When one arrives

Every completed estimate sends one email — whether the homeowner saw prices or was routed to an online estimate home visit.

A couple of things deliberately don't send a second email: a homeowner changing their mind on the mini-split zone picker, and a homeowner booking an appointment. Bookings show up in your booking calendar instead.

What's in it

Subject line: You have a new estimate lead.

• Contact details — the homeowner's name, phone number, email and address. The phone number and email are tappable links.
• Estimate details — what they asked for, what they're replacing, the home's size and age, the size we recommended, and the options and prices they were shown. It's the same summary written to your CRM contact if you have one connected.
• Lead score — the small heading above the headline reads New lead · Hot, New lead · Warm or New lead · Cold, and Estimate details ends with a line such as Lead score: 75 — Hot (within a month · during business hours). Leads from before lead scoring was added just say New lead. See Lead Scoring.
• View lead — a button through to the full lead in your dashboard, with the options they were shown and what's included with each.

If one doesn't arrive

Notifications are sent once, on a best-effort basis. There's no automatic retry and no way to resend a past one, so if an email goes missing — a spam filter, a full mailbox, a typo in the address — it isn't recoverable.

That's rarely a problem, because the lead itself is never at risk. Every estimate is saved to Estimates in your dashboard the moment it's submitted, regardless of what happens to the email. Treat the dashboard as the record and the email as the alert.

If they've stopped arriving entirely, check your spam folder first, then ask us to confirm the address on file and the sending domain to allowlist.

There are no in-app alerts

Worth setting expectations: the dashboard has no notification bell, no unread badge, and the Estimates list doesn't refresh on its own. You'll see new leads when you load or reload the page.

So there are exactly two ways to hear about a lead as it happens — this email, or a CRM with your own notifications set up on top of it. See CRM & Field Service Management.

What we never send

Instant Estimate HQ never emails the homeowner. Nothing about their estimate, no receipts, no follow-up.

Everything a homeowner receives comes from a system of yours:

• Appointment confirmations come from your booking platform.
• Estimate emails, booking reminders and AI replies come from your CRM automations, if you've set those up. See AI Booking.

That's why those messages carry your name rather than ours — and why changing their wording is done in those systems, not here.

One more thing this page doesn't cover: account emails — team invitations, password resets, email-address changes. Those go to the individual staff member concerned and have nothing to do with leads.