HighLevel for HVAC companies

Most callers who reach voicemail ring the next HVAC company on the list. A text inside a minute keeps the job yours until you can call back.

Trigger

Call Details (HighLevel’s call trigger). Add two filters: Call direction is Incoming, and Call status is no-answer or voicemail.

Steps

1. Send SMS: the text below.
2. Create/update opportunity: your pipeline, stage New lead.
3. Send internal notification: to you or whoever is on call.

Message

Sorry we missed your call! This is {{location.name}}. Is your heating or cooling down right now? Text back and we’ll call you as soon as we can. Reply STOP to opt out.

Older HighLevel guides call this trigger Call Status.

The first business to reply usually gets the job. This answers every form at once, day or night, and tells you who to call.

Trigger

Form Submitted. Filter: your quote request form.

Steps

1. Create/update opportunity: your pipeline, stage New lead.
2. Send SMS: the text below.
3. Send email: the email below.
4. Send internal notification: the alert below.
5. Add task: “Call back within 5 minutes”, assigned to whoever takes new leads.

Messages

Hi {{contact.first_name}}, thanks for contacting {{location.name}}. We got your request and will call you shortly to get a technician booked. Reply STOP to opt out.

Hi {{contact.first_name}},

Thanks for reaching out to {{location.name}}. Your request is in, and we’ll call you shortly to book a technician.

If you can, reply with a photo of the label on your furnace, air handler or outdoor unit (it shows the model and serial number). It helps us bring the right parts the first time.

Talk soon,
{{location.name}}

New HVAC lead: {{contact.name}}, {{contact.phone}}. Call within 5 minutes.

Most quotes are not a “no”, they are a “not yet”. Three polite nudges over ten days win back jobs that would otherwise go quiet, and they stop the moment the customer says yes.

Trigger

Pipeline Stage Changed. Filter: stage is Quote sent.

Steps

1. Wait: 2 days.
2. If / else: the opportunity is still in Quote sent. If not, end here.
3. Send SMS: first text below.
4. Wait: 3 days.
5. If / else: still in Quote sent.
6. Send email: the email below.
7. Wait: 5 days.
8. If / else: still in Quote sent.
9. Send SMS: last text below.

Messages

Hi {{contact.first_name}}, it’s {{location.name}}. Did you get a chance to look at your quote? Happy to answer questions about the equipment or the timing.

Hi {{contact.first_name}},

I wanted to follow up on the quote we sent. If you’re comparing options, we’re happy to walk you through efficiency, warranty and what installation day looks like.

Ready to go ahead? Reply YES and we’ll book it in.

Thanks,
{{location.name}}

Hi {{contact.first_name}}, should we keep your quote open? Reply YES to book the work, or let us know if anything has changed.

A wasted trip costs you a morning. A confirmation and two reminders cut no-shows, and give the customer an easy way to reschedule.

Trigger

Customer Booked Appointment. Filter: your service visit calendar.

Steps

1. Send SMS: confirmation below.
2. Wait: choose “Until a scheduled date/time” and set it to 1 day before the appointment.
3. Send SMS: day-before reminder below.
4. Wait: “Until a scheduled date/time” again, set to 2 hours before the appointment.
5. Send SMS: same-day text below.

Messages

You’re booked! A {{location.name}} technician will be there on [appointment date and time]. Reply here if you need to change it.

Reminder: your {{location.name}} service visit is tomorrow at [appointment time]. Please make sure we can get to your furnace, air handler or outdoor unit.

Your technician is on schedule for today at [appointment time]. See you soon! {{location.name}}

Where a text says [appointment date and time], insert HighLevel’s appointment merge field from the message editor’s merge-field menu.

People choose the business with the most recent reviews. Asking every happy customer, every time, is the cheapest marketing a trade business has.

Trigger

Pipeline Stage Changed. Filter: stage is Job complete.

Steps

1. Wait: 2 hours.
2. Send review request: HighLevel’s built-in review request (set your Google review link under Reputation first).
3. Optional second workflow: trigger New Review Received, step Send internal notification, so you can reply to every review the same day.

Message

Thanks for choosing {{location.name}}, {{contact.first_name}}! If we kept you comfortable, a quick Google review would mean a lot to our team: [your review link]

Six months after a job the season has turned. A tune-up reminder catches worn parts before they fail and keeps your technicians busy between the rushes.

Trigger

Pipeline Stage Changed. Filter: stage is Job complete.

Steps

1. Add contact tag: past-customer.
2. Wait: 6 months.
3. Send SMS: the text below.
4. Wait: 7 days.
5. Send email: the email below.

Messages

Hi {{contact.first_name}}, it’s {{location.name}}. It’s time for a seasonal tune-up so your system is ready before the weather turns. Reply YES and we’ll book you in.

Hi {{contact.first_name}},

A tune-up catches worn parts before they fail and helps keep your energy bills down.

Reply to this email or give us a call to choose a time.

{{location.name}}