HVAC Lead & Booking Automation
Six GoHighLevel workflows that answer a new lead in under 60 seconds, route by sentiment, book the job, recover no-shows, and request the review after completion.
The problem
Leads arrived through Facebook lead ads and a claim-offer form and went cold within minutes. Every reply was typed by hand, so after-hours enquiries waited. Appointments were booked manually, no-shows were never followed up, and nothing asked for a review once the job was done.
Before
- Leads waited hours for a callback.
- Every SMS reply was typed by hand.
- Appointments were scheduled manually.
- No-shows were never recovered.
- Reviews were only requested when someone remembered.
The system
Facebook Lead Ad and claim-offer form post a webhook payload into GoHighLevel.
Twilio SMS and email, first reply inside 60 seconds.
The CRM contact record is the source of truth; every stage transition is a status change.
A 7-minute reply window, then a sentiment split into positive, negative and neutral paths.
Calendar link on a positive reply, plus reminders before the appointment.
The no-show path re-enters the same nurture sequence rather than a separate list.
The review request fires only after job completion.
Failed webhooks retry and each step fires only on a valid event payload.
What made it work
- The 7-minute wait plus sentiment branch is the core state machine: a hot lead gets the booking link, silence routes to call connect and voicemail, and negative sentiment escalates to a human path.
- No-show recovery reuses the pipeline rather than a separate list.
- The review request is gated on job completion so it cannot fire against an open deal.
- Every transition is driven by an event from the previous step, with no polling and no manual stage editing.
Outcome
Six workflows in production: leads answered in under 60 seconds, appointments booked automatically, missed appointments recovered, and reviews requested without anyone touching a record.
Start with the process
Send the process that is still running by hand.
You get a written read on what can be automated, what it would take, and what it removes from the week. No pitch deck required.