RingCentral Integration

ContractorScope AI integrates with RingCentral to bring your phone communication into the same platform where you manage estimates and clients. Track calls, send and receive text messages, and access voicemail transcriptions — all tied to the right client records.

What the Integration Does

Connecting RingCentral to ContractorScope AI gives you:

• Call Tracking — Every call to and from your RingCentral number is logged in the client's record automatically.
• Call Recording Access — Listen to call recordings directly from the client's profile in ContractorScope AI.
• SMS Messaging — Send and receive text messages to clients from within ContractorScope AI.
• Voicemail Transcription — Voicemails are transcribed and attached to the client's communication history.
• Click-to-Call — Call clients directly from their profile with one click.
• Communication Timeline — See a complete history of all calls, texts, and voicemails for each client alongside their estimates and invoices.

Requirements

Before you connect, make sure you have:

• A RingCentral account (RingCentral MVP or RingCentral Office). Any paid plan works.
• Admin access to your RingCentral account to authorize the integration.
• An active ContractorScope AI subscription on a paid plan.

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The integration works with RingCentral phone numbers assigned to your account. If your team has multiple RingCentral extensions, you can choose which ones to track in ContractorScope AI.

Connecting RingCentral

Step 1: Open Integration Settings

1. Click Settings in the left sidebar.
2. Select Integrations.
3. Find the RingCentral card and click Connect.

Step 2: Authorize the Connection

1. A RingCentral authorization window opens.
2. Sign in to your RingCentral account.
3. Review the permissions ContractorScope AI is requesting:
   • Read call logs
   • Access call recordings
   • Send and receive SMS
   • Read voicemail and transcriptions
4. Click Authorize to connect.

You are redirected back to ContractorScope AI with a green "Connected" status.

Step 3: Select Extensions

If your RingCentral account has multiple extensions (team members, departments):

1. After connecting, you will see a list of available extensions.
2. Check the boxes next to the extensions you want to track in ContractorScope AI.
3. Click Save.

Only calls, texts, and voicemails from selected extensions are logged in ContractorScope AI.

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Start by selecting just your own extension to see how the integration works. You can add team member extensions later.

Call Tracking

How It Works

Once connected, every incoming and outgoing call on your selected RingCentral extensions is logged automatically:

1. A call comes in or goes out on your RingCentral number.
2. ContractorScope AI checks the phone number against your client list.
3. If a match is found, the call is logged on that client's communication timeline.
4. If no match is found, the call appears in your general call log with the option to link it to a client or create a new client from it.

What Gets Logged

For each call, the following information is recorded:

• Date and Time — When the call happened.
• Direction — Inbound or outbound.
• Duration — How long the call lasted.
• Phone Number — The number that called or was called.
• Client Name — Automatically matched from your client list.
• Recording — If call recording is enabled in RingCentral, a playback link is available.
• Notes — You can add notes to any call after the fact.

Viewing Call History

To see all calls for a specific client:

1. Open the client's profile in ContractorScope AI.
2. Click the Communications tab.
3. You will see a chronological timeline of all calls, texts, and voicemails with that client.
4. Click any call entry to see details, play the recording, or add notes.

A cross-client call log view is not currently available. To review recent calls, open the relevant client's profile and use the Communications tab described above — every call, text, and voicemail for that client lives there alongside their estimates and invoices.

Adding Notes to Calls

After a call, add notes to capture what was discussed:

1. Find the call in the client's communication timeline.
2. Click Add Note.
3. Type your notes (for example, "Discussed scope changes for the kitchen remodel. Client wants to upgrade to quartz countertops. Will revise estimate.").
4. Click Save.

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Adding notes to calls right after they happen creates a great paper trail. If a client later asks "What did we agree on?", you have a record right there in their profile next to the estimate it relates to.

SMS Messaging

Sending a Text from ContractorScope AI

1. Open the client's profile.
2. Click the Communications tab.
3. Click Send Text (or the SMS icon).
4. Type your message in the text box.
5. Click Send.

The message is sent from your RingCentral number and logged in the client's communication timeline.

Receiving Texts

When a client texts your RingCentral number:

1. The message appears in the client's communication timeline in ContractorScope AI.
2. You receive a notification in the app.
3. Reply directly from ContractorScope AI — the response goes out through your RingCentral number.

Quick Texts from Estimates

You can send texts related to specific estimates:

1. Open an estimate.
2. Click the text icon next to the client's name.
3. The message window opens with the client pre-selected.
4. Type your message (for example, "Hi John, I have sent over the estimate for the deck project. Let me know if you have any questions.").
5. Click Send.

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Text messages sent through ContractorScope AI come from your RingCentral business number, not your personal phone. This keeps your personal number private and all communication in one trackable place.

Voicemail Transcription

When a client leaves a voicemail on your RingCentral number:

1. The voicemail appears in the client's communication timeline.
2. If RingCentral voicemail transcription is enabled, the text of the voicemail is displayed.
3. You can play the original voicemail audio directly from ContractorScope AI.
4. Add notes or follow-up actions to the voicemail entry.

Setting Up Voicemail Transcription

Voicemail transcription is a RingCentral feature that must be enabled in your RingCentral account:

1. Log in to your RingCentral admin portal.
2. Go to Phone System > Auto-Receptionist > Voicemail.
3. Enable Voicemail Transcription.
4. Once enabled, transcriptions flow into ContractorScope AI automatically.

Click-to-Call

Start calls directly from ContractorScope AI:

1. Anywhere you see a client's phone number, click the phone icon next to it.
2. Your RingCentral softphone or desk phone rings first.
3. Pick up, and the system dials the client automatically.
4. The call is logged in the communication timeline.

This works from:

• Client profiles
• Estimate headers
• The client list
• Search results

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Click-to-call works best when you have the RingCentral desktop app or mobile app running. The call initiates through RingCentral, so it uses your business caller ID regardless of which device you answer from.

Communication Timeline

The communication timeline is a unified view of all interactions with a client. It brings together:

• Phone calls (with recordings)
• Text messages (sent and received)
• Voicemails (with transcriptions)
• Estimates sent and status changes
• Invoices (if QuickBooks is connected)
• Notes you have added manually

Everything is displayed in chronological order so you can see the full story of your relationship with each client. This is especially useful when:

• Following up on an estimate you sent last week
• Recalling what was discussed on a call before visiting the job site
• Checking if a client responded to a text about scheduling
• Documenting communication for dispute resolution

Managing the Integration

Sync Settings

Go to Settings > Integrations > RingCentral > Settings to manage:

• Active Extensions — Add or remove extensions being tracked.
• Auto-Match Calls — Toggle whether calls are automatically matched to clients by phone number. (Default: On)
• Notification Preferences — Choose which events trigger in-app notifications (missed calls, new voicemails, new texts).
• Call Recording — This is managed in RingCentral, not ContractorScope AI. If recording is on in RingCentral, recordings appear here.

Disconnecting RingCentral

If you need to disconnect:

1. Go to Settings > Integrations > RingCentral.
2. Click Disconnect.
3. Confirm the disconnection.

Existing call logs, texts, and voicemails already logged in ContractorScope AI are preserved. New calls and texts will simply stop being tracked.

You can reconnect at any time.

Troubleshooting

Calls Not Being Logged

If calls are not appearing in ContractorScope AI:

1. Verify the correct extensions are selected in the integration settings.
2. Check that the RingCentral connection is active (green status in Integrations).
3. Calls may take a minute or two to appear after they end.
4. If using a personal cell phone for RingCentral, make sure calls are routing through the RingCentral app.

Client Not Matched to Calls

If calls are logged but not matched to the right client:

1. Check that the phone number in the client's profile matches the number they are calling from.
2. Make sure the phone number format is correct (include area code).
3. You can manually link an unmatched call to a client by clicking the call entry and selecting Link to Client.

Text Messages Not Sending

If you cannot send texts from ContractorScope AI:

1. Verify your RingCentral plan includes SMS capability.
2. Check that your RingCentral number is SMS-enabled (some toll-free numbers are not).
3. Verify the client's phone number is a mobile number capable of receiving SMS.
4. Try sending a test text from the RingCentral app directly to rule out account issues.

If problems persist, contact support at info@contractorscopeai.com.

Next Steps

• Manage your account and subscription: Account and Billing.
• Share estimates with clients: Exporting and Sharing.
• Get help from our support team: Getting Help.