Email leads

This feature requires a subscription to the SortScape Premium plan.

Email leads lets you forward lead emails into SortScape. When lead processing is enabled, SortScape reads each forwarded email and creates a new request so your team can follow up quickly.

This feature was previously called Jim’s Mowing (sometimes “Jim’s Leads”). It still works with Jim’s lead emails, and it now supports lead emails from other sources as well.

What this feature does

Once enabled, SortScape gives you a unique forwarding address for your account. Forward lead emails to that address and SortScape will:

• capture the lead in SortScape as a request
• pull in the customer’s contact details, address, service, and comments from the email (where present)
• show the email in your recent lead activity list
• let you open the created request from the email details panel after processing succeeds

SortScape uses AI to extract lead details from the email. It works especially well with the Jim’s email formats below, and it will also attempt to process other lead emails (for example, website contact form notifications) when the required details are in the message.

This feature works from forwarded lead emails. It is not a direct two-way sync with Jim’s Mowing or any other lead provider.

For Jim’s National Contracts (NPCS) quote emails, SortScape creates a request so you can track the job in SortScape. You still submit your quote to Jim’s head office outside of SortScape. SortScape does not send the quote for you.

Supported lead sources

SortScape is designed to parse these Jim’s email types reliably:

• Jim’s paging leads — standard franchise leads from head office (usually melb-paging@jims.net), with a Client: block in the email body
• Jim’s Bizza — overflow / marketplace leads (“received a lead on Bizza!”)
• Jim’s National Contracts (NPCS) — quote request emails from contracts@jims.net, with NAME / ADDRESS / PHONE / SERVICE details

Paging leads are new customer enquiries to call; NPCS emails are quote requests you submit back to Jim’s head office.

You can forward all of these types to the same SortScape address.

Other lead emails (for example, website contact form notifications) are also supported. SortScape will attempt to extract the lead details when the required information is in the message.

Limitations

These are unlikely to import reliably:

• PICKUP emails (subject starts with PICKUP:) — contract job dispatch, not a standard lead
• Text messages (SMS/MMS) sent to your SortScape address
• Internal Jim’s emails (e.g. unserviced job alerts, “Hi ALL…” ops messages)
• Non-lead mail (e.g. Bizza account activation emails)

For those, create a request manually in SortScape if needed.

How to set it up

1. Open Settings → Quotes & requests → Email leads.
2. Turn on Lead processing.
3. Copy the forwarding address shown in SortScape.
4. Either set your lead provider to send lead emails directly to that address, or set up an automatic forwarding rule in your email client to forward supported lead emails to SortScape. Don’t rely on manual forwards from your phone or computer, which can strip part of the message.
5. Send a test lead email and confirm it appears in Lead activity.

Suggested rule examples for Jim’s leads:

• Forward emails from melb-paging@jims.net (paging leads)
• Forward emails from contracts@jims.net (NPCS quote requests)
• Forward Bizza lead notifications as they arrive

If your account is not on SortScape Premium, you will see a banner on this page and you will not be able to turn lead processing on.

Forwarding address format

SortScape shows a forwarding address like:

leads+{token}@inbound.sortscape.com

If you previously set this up under the older Jim’s Mowing name, your forwarding rules may still use:

jims+leads+{token}@inbound.sortscape.com

Both formats work. You can keep using the older address, or update your forwarding rule to the address shown in SortScape.

How lead processing works

1. SortScape receives the forwarded email.
2. SortScape uses AI to extract the customer name, contact details, address, service, and comments from the message.
3. SortScape creates a new request from that information.
4. Your normal request notifications are sent so you can follow up.

To avoid duplicates, SortScape ignores repeat copies of the same email when the message ID matches an email it has already received.

Checking lead activity

The Lead activity table shows emails received in the last 7 days. Each row shows when the email was received, who it came from, the subject line, and its processing status.

• Processed: the email was converted into a request successfully
• Failed: SortScape could not create a request from the email
• Received or Processing: the email is still being worked on

Click any email to open the full details. If processing succeeded, you can open the linked request directly from that panel.

Why a lead might fail

If a forwarded email cannot be turned into a request, it shows as Failed in Lead activity. Common causes:

• The email is not a lead (e.g. PICKUP dispatch, SMS, internal ops mail), so there are no customer details to extract
• The forward was incomplete — only headers arrived, not the full body (often happens with manual phone forwards)
• Required details are missing — at minimum a customer name, a service description, and a phone number or email (Contracts emails often only include a head office phone)

If a lead fails, open the email in Lead activity to review the message and error. You can retry a failed email from the email details panel after fixing your forwarding setup, if the full message is present.

Tips

• Use automatic email forwarding, not manual forwards from iPhone/iPad/Mac, for the most reliable results.
• Forward Contracts emails from contracts@jims.net if you want those jobs in SortScape. Remember SortScape does not submit the quote for you.
• Don’t forward PICKUP or text messages to SortScape. They are unlikely to import.
• Forward a test lead before going live so you can confirm your setup.
• Check the Lead activity list after enabling Email leads to make sure emails are arriving.
• If a lead fails, open the email details to review the message and see whether a request was created.

What SortScape needs in the email

To create a request, SortScape needs at least:

• a customer name
• a short service description (what they want done)
• a phone number or an email address

Address, suburb/postcode, and comments are helpful when present, but not required.

For emails that are not in a Jim’s format (for example, website contact form notifications), clear Label: value lines improve the chance SortScape can extract the details. You do not have to use these exact labels, but something like this works well:

Client: Sarah Thompson
Mobile: 0437 912 586
Email: sarah.thompson42@example.com
Address: 84 Banksia Crescent
Suburb: Lakeview 2750
Service: Lawn mowing
Comments: Looking for a quote for front and back yard.

Tips for other lead emails:

• Put the street on its own line (Address), and the suburb/city with optional postcode on another (Suburb)
• Free-form paragraphs are less reliable than labeled fields
• If there is no labeled service field, SortScape may still pick up the service from the message text when it is clear enough

Expected email format

These are the Jim’s formats SortScape handles especially well. Other lead emails may still work when the details above are present in the message.

Jim’s paging lead

Here is an example of what a typical Jim’s paging lead email looks like:

Client: Sarah Thompson
Address: 84 Banksia Crescent
Suburb: Lakeview 2750
Mobile: 0437 912 586
Home phone:
Work phone:
Email: sarah.thompson42@example.com
Service: MOWING
Date: 14/01
Operator: Online Job
Comments: Looking for regular mowing of yard, front and back.

Jim’s Bizza lead

Here is an example of what a typical Jim’s Bizza lead email looks like:

Please call Sarah Thompson on 0444 444 444 to secure the job.
Address: 84 Sample Street, Lakeview 2750
Service: Lawn Mowing
Email: sarah.thompson42@example.com
Notes: Looking for regular mowing of yard, front and back.

Jim’s National Contracts (NPCS)

Here is an example of what a typical Jim’s National Contracts (NPCS) email looks like:

Subject line (used for the client name):

Jamie Citizen Client - 99 Fake Street    Fakeville    NSW

Body (typical fields):

You have accepted to PROVIDE A QUOTE for NPCS, the details for this job are below.
NAME: 99 Fake Street Fakeville NSW
ADDRESS: 99 Fake Street Fakeville NSW
PHONE: 02 9000 0000 (only head office contact available currently)
SERVICE: Client requesting basic lawn mowing and gardening for safe access
Submit quote via Jim's process

The client name is taken from the subject (e.g. “Jamie Citizen” from “Jamie Citizen Client - …”). The phone number may be Jim’s head office, not the end customer. The created request includes a note that this is an NPCS quote request and that the quote is submitted outside of SortScape.