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🧾 GoHighLevel snapshot · Tax & Accounting Firms

Tax & Accounting 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 Free Tax Consultation 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 tax & accounting

Sales Pipeline

Every new inquiry from first touch to signed job.

New InquiryContactedConsultation BookedConsultation CompletedEngagement Letter SentEngaged ClientNot EngagedLong-Term Nurture

Customer Journey

Delivery, feedback, reviews and referrals after the sale.

Documents RequestedReturn In PreparationFiled / DeliveredFeedback 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.

Tax & Accounting fields included

  • Client Type (Individual, Self-employed / 1099, Sole prop / Single-member LLC, S-Corp, Partnership / Multi-member LLC)
  • Tax Year(s) Needed
  • IRS or State Notice Received (No, Yes, Not sure)
  • Documents Status (Not started, Partial, Complete)
  • Extension Filed (Not needed, Recommended, Filed)
  • Bookkeeping Status (Up to date, Behind, Do it myself, No bookkeeping, Not applicable)
  • Return Filed Date

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

Replies to every new inquiry and follows up for a week until they book a free tax consultation.

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 business name. Thanks for reaching out! Is this for a personal return, a business return, bookkeeping, or an IRS notice? Reply here and we'll point you to the right person. Reply STOP to opt out.
02 · Missed Call → Instant Text-Back

Texts missed callers during the rush and asks whether they need a return, bookkeeping, or IRS help.

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! Is this about a tax return, bookkeeping, or an IRS letter? Reply here and we'll get right back to you. Reply STOP to opt out.
03 · Customer Replied → Hot Lead Alert

Alerts staff when a prospect replies so they get scheduled before another firm books them.

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 consultations and reminds prospects to have last year's return handy.

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:
Hi first name, your appointment type with business name is confirmed for only start date at start time. Need to change it? reschedule link
05 · No-Show → Reschedule Recovery

Reschedules missed consultations and offers a phone option.

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, we missed you for your tax consultation today. No worries! Want to grab another time? booking link
06 · Appointment Completed → Proposal Prep

Thanks the prospect and creates a task to send the engagement letter and fee quote.

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 meeting with us today, first name. We're preparing your engagement letter and fee quote now. Watch your email, and reply here with any questions.
07 · Proposal Sent → Follow-Up Sequence

Follows up on unsigned engagement letters and answers common questions about security and scope.

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, your engagement letter and fee quote from business name are in your email. Once signed, we'll send your secure document checklist. Questions? Reply here.
08 · Deal Won → Welcome + Customer Journey

Welcomes new clients, explains the secure portal process, and starts the return journey.

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! Your secure document checklist is on its way to your email. Please don't text tax documents or SSNs. Use the secure portal link instead.
09 · Deal Lost → 30/60/90-Day Nurture

Stays in touch with prospects who didn't engage, ready for next season or a mid-year need.

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 once the return is filed or delivered.

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, your return is filed! Thanks for trusting business name. How was your experience? It takes about 30 seconds: feedback link
11 · Feedback Submitted → Review Ask or Service Recovery

Sends happy clients to your Google review page and routes concerns privately to the firm 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 clients to introduce friends, freelancers, and business owners who need tax help.

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 choosing business name! Know a friend, family member, or business owner who needs tax help? Send them our way: referral link
13 · Referral Received → Thank You + Team Alert

Thanks the referring client and alerts staff to contact the new lead.

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

Invites last year's clients and old inquiries back with priority scheduling.

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 business name. We'd love to help with your taxes again this year. Returning clients get reactivation offer. Want a spot? Reply YES. Reply STOP to opt out.
15 · Invoice Sent → Payment Reminders

Sends polite reminders for unpaid preparation, bookkeeping, or advisory 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

Confirms payment and thanks the client.

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 note with a complimentary planning check-in.

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)

Flags inquiries and unsigned engagement letters that haven't moved so staff can follow up.

Trigger

Sales Pipeline deal idle 7+ days

Steps
  1. Text + email alert to the team

Runs every time

19 · Service Due → Rebook Reminder

Invites clients to a mid-year tax planning check-in to keep the relationship going after April.

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 tax & accounting: A mid-year tax planning check-in, sent each June to September, plus optional estimated tax payment reminders before the quarterly due dates. It keeps the firm in front of clients after April and naturally leads to planning, advisory, and bookkeeping engagements.

Sample text message:
Hi first name, it's business name. It's a good time for service due offer to look at estimated payments and plan ahead, so April has no surprises. Book here: booking link Reply STOP to opt out.
20 · Seasonal Promo Campaign

Opens early-bird tax season appointments to your full client list each January.

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 tax & accounting: A tax season kickoff campaign offering early-bird appointment slots to the full client list. Best sent in early to mid January, with a second push in late August and September aimed at extended filers before the October deadline.

Sample text message:
Hi first name, tax season is almost here! business name is opening seasonal offer. Want first pick of times? Book here: booking link Reply STOP to opt out.
21 · Tax Season Document Collection

Sends a secure document checklist and reminds clients until their file is complete, flagging extension candidates.

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 tax & accounting: Tax season document collection. Trigger when a client moves to Documents Requested (or Engaged Client) to send a secure-portal checklist, then remind every few days until Documents Status is set to Complete. Add a branch that flags clients still incomplete about two to three weeks before the deadline for an extension conversation.

Sample text message:
Hi first name, it's business name. We're ready to start your return! Your document checklist is in your email. Please upload through our secure portal, never by text. 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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