HighLevelDemo Build

Home Services Lead Capture & Follow-Up System

Every missed call, estimate, and warranty claim captured and routed

3 connected workflows8-stage service pipelineWebsite + funnel with 3 forms

The Problem

HVAC and plumbing companies lose jobs in the gaps: a call nobody picks up, an estimate request that sits in an inbox, a warranty claim written on a sticky note. Each one is a customer who calls the next company on the list.

How It Works

01Missed call or form submittedA missed call, a Free Estimate request, or a Warranty Claim starts the right workflow.
02Opportunity createdThe lead lands in the correct pipeline stage automatically, tagged by source.
03Instant replyMissed calls get a text-back that changes by business hours. Form leads get a branded confirmation email.
04Team notifiedThe office gets a notification with the customer details and the full claim or request.
05Follow-up if no replyA second text after 30 minutes, then a final wait of one day.
06Pipeline updates itselfReplies move to AI Qualifying. No reply moves to No Response.

Missed Call Text-Back: separate business-hours and after-hours paths, each with a reply check and a follow-up

Free Estimate Request: tag, opportunity, confirmation email, team notification

One pipeline, three entry points: missed call, warranty claim, and free estimate

Company website with warranty claim and contact forms

Free Estimate funnel form with SMS consent

Branded confirmation email sent seconds after a warranty claim

What I Built

Missed Call Text-Back: texts the caller back, with different messages for business hours (Mon-Fri 7-6, Sat 8-2) and after hours, then follows up once after 30 minutes.
Warranty Claim workflow: logs the claim in the pipeline, emails the customer, and sends the team every claim detail.
Free Estimate workflow: captures funnel leads, confirms by email, and alerts the team.
Service Requests pipeline: 8 stages from New Missed Call to No Response, covering missed calls, warranty claims, and estimates.
Website and funnel: 3 real forms (Free Estimate, Warranty Claim, Contact Inquiry), each redirecting to a Thank You page.

Tools Used

HighLevel

WWorkflows

PPipelines

FFunnels

WWebsites

FForms

SSMS

EEmail

What Was Tricky

Business hours with two schedules. Weekdays and Saturday have different hours, so the condition needs two groups joined by OR, each with AND inside. My first version put everything in one AND group, which asked for a call to be both "before Saturday" and "on Saturday". The business-hours path could never run. Testing caught it before launch. A missed call only gives you a phone number, so the first text opens with "Hi!" instead of a name that would come out blank.

Where This Fits

HVAC, plumbing and electrical companiesRoofing, pest control and other home servicesAny local business that loses leads to missed calls

Demo build for a fictional business. SMS steps were verified with a manual test trigger. Live delivery requires an A2P-registered phone number.