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❄️ GoHighLevel snapshot · HVAC (heating and cooling)

HVAC snapshot walkthrough

A guided tour of every pipeline, form and automation, with the actual messages your client’s customers will receive.

OverviewSetup guideWalkthroughMini-coursePDF guide ↓
1 · The big picture

How a lead flows through the system

  1. Capture: the quote form, a missed call or an imported list starts a workflow.
  2. Respond in seconds: SMS and email go out instantly and the team gets an alert.
  3. Book: the HVAC Service Visit calendar confirms and reminds automatically.
  4. Close: estimates and proposals get a 13-day follow-up so nothing slips.
  5. Deliver and delight: the Customer Journey pipeline handles feedback, reviews and referrals.
  6. Reactivate: past customers come back through service-due, seasonal and niche campaigns.
  Dashboard
Dashboard
2 · Pipelines

Three pipelines, named for hvac

Sales Pipeline

Every new inquiry from first touch to signed job.

New LeadContactedVisit BookedVisit CompletedEstimate SentWonLostLong-Term Nurture

Customer Journey

Delivery, feedback, reviews and referrals after the sale.

Job ScheduledInstall In ProgressJob CompletedFeedback Requested5-Star ReviewedReferral Partner

Reactivation

Turns your old list into booked work with the reactivation campaign.

Campaign SentReplied - InterestedBookedNot Interested
  Opportunities → Pipelines
Opportunities → Pipelines
3 · Forms & fields

Capture the right details the first time

01 · Request a Quote / Booking Request

Main lead form for the website, funnels, ads and QR codes. Starts workflow 01.

02 · Customer Feedback

Private 1-5 rating. Happy customers get the review link; unhappy ones trigger service recovery.

03 · Refer a Friend

Captures referrals and alerts the team to call the new lead the same day.

HVAC fields included

  • System Type (Central AC + Gas Furnace, Heat Pump, Ductless Mini-Split, Boiler, Electric Furnace)
  • System Age (Under 5 years, 5-10 years, 10-15 years, 15+ years, Not sure)
  • Issue Urgency (Emergency: no heat or no cool, Running but not right, Routine tune-up, Planning a replacement)
  • Maintenance Plan Member (Yes, No, Lapsed)
  • Last Tune-Up Date
  • Equipment Brand
  • Home Ownership (Own, Rent, Property manager / landlord)

Plus 13 core fields: timeline, budget, preferred contact method, feedback rating, referral details and service dates.

  Sites → Forms
Sites → Forms
4 · Automations

All 21 workflows, step by step

Open any workflow to see its trigger, every step and a sample message. Each one is installed and fully written.

01 · New Lead → Speed-to-Lead + 7-Day Follow-Up

Texts and emails every new HVAC lead instantly, flags emergencies, and follows up for 7 days until a visit is booked.

Trigger

Form 01 submitted, or tag 'start lead nurture' added

Steps
  1. Tag new lead
  2. Create opportunity in Sales Pipeline → New Lead
  3. Instant SMS reply with booking link
  4. Instant email: what happens next
  5. Text + email alert to the team
  6. Day 1 SMS follow-up
  7. Day 2 email: why customers choose you
  8. Day 4 SMS: quick question
  9. Day 7 email: close the loop
  10. Move to Long-Term Nurture

Stops when the lead replies

Sample text message:
Hi first name, it's owner name with business name. Got your request. Is your system down right now, or is this routine? If it's not heating or cooling, reply URGENT and we'll call first. Book: booking link Reply STOP to opt out.
02 · Missed Call → Instant Text-Back

Texts back missed callers and asks them to reply URGENT if their home has no heat or AC.

Trigger

Inbound call is busy, no-answer or voicemail

Steps
  1. Text-back within seconds
  2. Create opportunity → New Lead (source: missed call)
  3. Text alert to the team

Runs every time

Sample text message:
Hi, this is business name. Sorry we missed your call. How can we help? If your home has no heat or no AC right now, reply URGENT and we'll call you right back. Reply STOP to opt out.
03 · Customer Replied → Hot Lead Alert

Alerts dispatch the moment a homeowner replies so someone can call while they're ready to book.

Trigger

Customer replies (SMS, email, chat)

Steps
  1. Tag hot lead
  2. Text the team the reply so nobody waits

Runs every time

04 · Appointment Booked → Confirm + Reminders

Confirms the service visit and sends reminders 24 hours and 2 hours before the tech arrives.

Trigger

Customer books on the calendar

Steps
  1. Tag appointment booked
  2. Move deal → Appointment Booked
  3. Confirmation SMS + email with reschedule link
  4. Team alert
  5. 24-hour reminder SMS
  6. 2-hour reminder SMS

Runs for every booking

Sample text message:
You're booked, first name! Your HVAC service visit with business name is set for start time. We'll text when your tech is on the way. Reschedule: reschedule link
05 · No-Show → Reschedule Recovery

Rebooks missed service visits before the next heat wave or cold snap fills the schedule.

Trigger

Appointment status changes to No-show

Steps
  1. Tag no-show
  2. Sorry-we-missed-you SMS + email with booking link
  3. Team alert
  4. Day 1 rebook SMS
  5. Day 3 final SMS

Stops when they reply

Sample text message:
Hi first name, sorry we missed you today for your HVAC visit. No worries, life happens. Want to pick a new time? booking link
06 · Appointment Completed → Proposal Prep

Thanks the homeowner after the visit and reminds the comfort advisor to send repair or replacement options.

Trigger

Appointment status changes to Showed

Steps
  1. Move deal → Appointment Completed
  2. Thank-you SMS
  3. Team alert: send the proposal within 24 hours

Runs every time

Sample text message:
Thanks for having us out today, first name! If your tech recommended a repair or new system, we're putting your options together and will send them shortly. Questions? Just reply. - business name
07 · Proposal Sent → Follow-Up Sequence

Follows up on replacement estimates about options, efficiency, rebates and financing.

Trigger

Deal moves to Proposal Sent

Steps
  1. Day 1 SMS check-in
  2. Day 3 email: questions?
  3. Day 6 SMS: hold your spot
  4. Day 13 final email
  5. Team alert if still no answer

Stops when they reply

Sample text message:
Hi first name, did you get a chance to look over your HVAC estimate from business name? Happy to walk through the system options, efficiency levels or financing by phone.
08 · Deal Won → Welcome + Customer Journey

Welcomes new install customers and explains install day and the system walk-through.

Trigger

Deal moves to Won

Steps
  1. Tag customer, remove lead tags
  2. Create Customer Journey deal → Scheduled
  3. Welcome SMS
  4. Welcome email: what happens next
  5. Team alert

Runs every time

Sample text message:
Welcome to business name, first name! Thanks for trusting us with your home comfort. We'll be in touch shortly to confirm your install date. Save this number, it's our direct line.
09 · Deal Lost → 30/60/90-Day Nurture

Keeps lost replacement estimates warm with 30, 60 and 90-day check-ins.

Trigger

Deal moves to Lost

Steps
  1. Tag lost
  2. Day 30 check-in email
  3. Day 60 SMS
  4. Day 90 email with comeback offer
  5. Move to Long-Term Nurture

Stops when they reply

10 · Job Completed → Feedback Request

Asks for feedback after every service call or install.

Trigger

Customer Journey deal moves to Completed

Steps
  1. Move → Feedback Requested
  2. Tag review requested
  3. SMS + email asking for a private rating
  4. Day 2 reminder SMS

Runs every time

Sample text message:
Hi first name, thanks for choosing business name! How did your technician do today? It takes 20 seconds: feedback link
11 · Feedback Submitted → Review Ask or Service Recovery

Sends happy homeowners to Google reviews and routes unhappy ones privately to the owner.

Trigger

Form 02 submitted

Steps
  1. If rating is 4-5: tag promoter, send Google review link, move → 5-Star Reviewed
  2. If rating is 1-3: tag detractor, apology message, urgent team alert to fix it privately

Runs every time

12 · Happy Customer → Referral Request

Asks happy customers to refer friends whose systems are giving them trouble.

Trigger

Tag promoter added

Steps
  1. Wait 3 days
  2. Referral SMS with reward
  3. Referral email with reward

Once per contact

Sample text message:
Hi first name, thanks again for the kind words! Know anyone whose AC or furnace is giving them trouble? Send them our way and we'll thank you with referral reward: referral link
13 · Referral Received → Thank You + Team Alert

Thanks the referrer and alerts the team to call the new lead the same day.

Trigger

Form 03 submitted

Steps
  1. Move referrer → Referral Partner
  2. Tag referral partner
  3. Thank-you SMS
  4. Team alert with the friend's name and phone

Runs every time

14 · Database Reactivation Campaign

Re-engages past customers with a tune-up offer to fill the schedule.

Trigger

Tag 'start reactivation' added (bulk-tag an imported list)

Steps
  1. Create Reactivation deal → Campaign Sent
  2. SMS 1: still looking for help?
  3. Day 2 SMS: past-customer offer
  4. Day 5 email offer
  5. Day 10 last-call SMS
  6. Remove the campaign tag

Stops when they reply

Sample text message:
Hi first name, it's owner name from business name. We worked on your heating and cooling a while back. How's the system running these days? Reply STOP to opt out.
15 · Invoice Sent → Payment Reminders

Sends friendly reminders on overdue invoices.

Trigger

Invoice sent

Steps
  1. Wait 3 days
  2. Friendly SMS reminder
  3. Day 6 email reminder
  4. Day 10 team alert for a personal call

Payments workflow (16) stops it when the invoice is paid

16 · Payment Received → Thank You

Thanks customers when payment comes in.

Trigger

Payment received

Steps
  1. Tag customer, remove past-due tag
  2. Thank-you SMS
  3. Team alert

Runs every time

17 · Birthday → Gift Offer

Sends a birthday discount good toward any repair or tune-up.

Trigger

Contact's birthday (date of birth on file)

Steps
  1. Birthday SMS with gift offer
  2. Birthday email

Yearly

18 · Stale Deal Alert (7 Days No Movement)

Alerts the owner when an estimate or deal sits for 7 days with no movement.

Trigger

Sales Pipeline deal idle 7+ days

Steps
  1. Text + email alert to the team

Runs every time

19 · Service Due → Rebook Reminder

Reminds customers when their seasonal tune-up is due.

Trigger

Tag 'service due' added

Steps
  1. Service-due SMS with offer
  2. Day 3 email
  3. Day 7 final SMS
  4. Remove the tag

Stops when they reply

In hvac: A seasonal tune-up reminder: spring AC tune-up and fall furnace or heat pump tune-up, triggered about 6 or 12 months after the last tune-up date.

Sample text message:
Hi first name, it's business name. Your seasonal tune-up is due. Book now and get service due offer before the busy season: booking link Reply STOP to opt out.
20 · Seasonal Promo Campaign

Runs a pre-summer AC tune-up promotion, easily cloned for fall furnace season.

Trigger

Tag 'seasonal promo' added

Steps
  1. Offer SMS
  2. Day 2 email
  3. Day 5 last-call SMS
  4. Remove the tag

Stops when they reply

In hvac: A pre-season AC tune-up push in March through May. Clone it for a fall furnace tune-up push in September through October in heating markets.

Sample text message:
Hi first name, business name here. Before summer heat hits service area, we're offering seasonal offer. Want a spot? Reply YES or book: booking link Reply STOP to opt out.
21 · Maintenance Plan Enrollment

Invites one-time customers to join the maintenance plan for priority service and member pricing.

Trigger

Tag 'niche campaign' added

Steps
  1. Niche SMS
  2. Day 2 email
  3. Day 5 follow-up SMS
  4. Remove the tag

Stops when they reply

In hvac: Enrolls one-time customers, tune-up buyers and new installs into a recurring maintenance plan (service agreement). Run it after every completed repair or install and as a batch campaign in the shoulder seasons. Plan members smooth out cash flow, book the slow months, and are the best source of future replacement sales.

Sample text message:
Hi first name, it's business name. Our maintenance plan members get two tune-ups a year, priority service when it's 100 or 10 degrees out, and member pricing on repairs. Want the details? Reply YES. Reply STOP to opt out.
  Workflow 01 · Speed-to-Lead
Workflow 01 · Speed-to-Lead
Workflow 01 in the builder
  Workflow 14 · Reactivation
Workflow 14 · Reactivation
Workflow 14 · reactivation campaign

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One-time $397. Includes the snapshot, both PDFs, the walkthrough and the mini-course. Or get all 20 niches for $1,997.