Australia Home Services | GoHighLevel CRM & Automation14 Workflows: WF01A–WF08 in 5 folders

Idol Air & Electrical — GHL Lead-to-Job Automation

Simulated client engagementAI-assisted build

A full GHL lead-to-job system for Idol Air & Electrical: a public free-quote funnel feeds CRM lead capture, an opportunity pipeline, quote-visit booking and status handling, estimate follow-up, and job completion — plus emergency and after-hours routing, a filtered review request, a 6-month maintenance reminder, and missed-call recovery. Packaged as a reusable GHL snapshot driven by Custom Values.

Built with

GoHighLevelCRM AutomationWorkflow AutomationPipeline ManagementLead ManagementAppointment AutomationFunnel / Form IntegrationEmail/SMS Workflow DesignQA / Regression TestingCustom Values & SnapshotsBusiness Process Automation

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Problem

A home-services business needs a structured way to capture leads, manage quote visits, follow up with customers, manage opportunities, and move customers through the lead-to-job lifecycle.

Solution

Fourteen single-purpose GoHighLevel workflows (WF01A–WF08), organised into numbered folders, connect the public quote funnel to lead intake, emergency routing, quote-visit booking and outcomes, estimate follow-up, job completion, reviews, and repeat business. Business name, phone numbers, booking and review links all come from Custom Values, so the whole system can be re-branded for a new client without editing a single message.

Result

A lead can move from a website quote request through quote visit, estimate acceptance, and job completion to a filtered review request and a 6-month maintenance reminder without duplicate manual entry. The full build was saved as a snapshot and imported cleanly into a blank sub-account.

System Map

How the System Works

Start with the three system branches, then open the parts you want to inspect.

Idol Air & Electrical Lead-to-Job System

Demonstration

See the Automation in Action

Selected CRM & Automation Evidence

Screenshots from the live Idol Air & Electrical GHL sub-account: the published funnel, the numbered workflow folders, the builder for each key workflow (including emergency routing and the review filter), the opportunity pipeline, the contact timeline, and execution logs.

Published Idol Air & Electrical website — Free Quote funnel entry point

Workflows organised into numbered folders — Intake, Booking, Outcomes, Conversion, Nurture & Retention

WF01A — Lead Intake (tag, create opportunity, staff alert, confirmation email, thank-you SMS)

WF07 — Emergency & After-Hours Routing (emergency → owner + customer SMS; after-hours → auto-reply)

WF02 — Quote Visit Booked (Find Opportunity → update stage, confirmation, 24h email and 1h SMS reminders)

WF03B — Quote Visit No-Show (stop reminders, alert staff, rebooking SMS, follow-up task)

WF04A — Quote Follow-Up (day 1 SMS, day 3 email, day 6 SMS, then a manual follow-up alert)

WF05A — Job Won (stop quote follow-up, mark won, confirmation SMS, staff alert)

WF05B — Job Completed & Review (rating question; 4–5 gets the review link, anything else alerts the owner)

WF08 — Maintenance Reminder (6 months after Job Completed)

WF06 — Missed Call Text-Back (1-minute wait, text-back SMS, owner alert)

Idol Air & Electrical opportunity pipeline — test lead in New Lead

Owner View dashboard — contacts by source, appointments, no-shows, won jobs, and leads by UTM source (test data)

Contact activity timeline — form submission through appointment booking

WF01A execution logs — Create Opportunity, Tag, and Confirmation Email steps executed

Verified Workflows

Test Results

Download regression QA report

A full regression pass (17 September 2026) covered the happy path plus three exception branches — Appointment Cancelled, Appointment No-Show, and Quote Declined — across five test contacts, in addition to the original scene-by-scene happy-path run on 16 September. All four scenarios passed. Regression testing also caught a live defect in WF02 (the opportunity wasn't advancing on booking); it was fixed and re-verified with a fresh contact. WF06 remains configuration-audited only — live telephony was not available in the simulated environment. After the upgrade (27 September), a second live test confirmed UTM capture, emergency routing, booking reminders reaching a real inbox, and the job-completed review and maintenance enrolments; it also caught and fixed a skipped staff alert. Text messages fire on schedule but are not delivered because no phone number is connected. The finished build was saved as a snapshot and test-imported into a blank sub-account on 6 October; an Owner View dashboard was added the same day and the snapshot refreshed to v3.

Test Area	What We Verify	Result
Scenario 1 — Happy Path (Sophie Mitchell)	Free Quote Form → WF01A intake → Quote Visit booked → estimate accepted → Opportunity Won → Job Completed	PASS — full lead-to-job-completed path executed live, scene by scene
Scenario 2 — Appointment Cancelled (Lucas Parker / Amelia Grant)	WF03A stops WF02 reminders, tags the appointment Cancelled, alerts the assigned staff member, and sends a self-service reschedule-link acknowledgement	PASS — all WF03A actions executed as designed
Scenario 3 — Appointment No-Show (Ethan Collins)	WF03B tags the no-show, alerts staff, waits 10 minutes, sends a rebooking SMS, and creates a follow-up task	PASS — all WF03B actions executed
Scenario 4 — Quote Declined (Olivia Bennett)	WF04C stops quote follow-up and notifies staff on a Declined estimate	PASS — follow-up stopped and staff notified; the opportunity intentionally stays at Quote Completed by design (WF04C does not move the pipeline stage)
Defect found & fixed — WF02 booking-stage opportunity update	Whether the opportunity pipeline stage actually advances when a customer books a Quote Visit	Found: Update Opportunity was silently SKIPPED because WF02 had no opportunity in context. Fixed: added a Find Opportunity step (most recent open Opportunity in the Idol Air & Electrical pipeline) before the update. Re-verified with a fresh contact (Ethan Collins), whose opportunity auto-advanced to Quote Visit Booked.
Missed Call Text-Back (WF06)	Trigger filters, 1-minute wait, SMS text-back, and internal owner notification	PASS on configuration audit — live call/SMS delivery NOT EXECUTED: the simulated sub-account has no provisioned phone number
Upgrade live test — form, UTM, and emergency routing (27 Sep)	A Free Quote Form submission with Urgency = Emergency and UTM parameters in the link	PASS — UTM source, medium, and campaign saved on the contact; WF01A and WF07 both enrolled and the emergency branch ran. Bug found and fixed: WF01A's staff alert was skipped ('No user assigned'), now sent to all users
Upgrade live test — booking and reminders (27–29 Sep)	Booking moves the opportunity to Quote Visit Booked and the confirmation and 24-hour reminder reach a real inbox	PASS — stage moved, confirmation and 24-hour reminder emails delivered; the 1-hour reminder SMS fired on schedule but was not delivered (no phone number)
Upgrade live test — job completed, review filter, maintenance (27–29 Sep)	Moving the opportunity to Job Completed starts WF05B and WF08	PASS — both enrolled; the thank-you and rating SMS fired. The 4–5 vs other rating split is NOT EXECUTED: it needs a real inbound text reply
Snapshot test-import (6 Oct)	The saved snapshot loads into a blank sub-account with every workflow, folder, and pipeline intact	PASS — all [HS] workflows (WF01A–WF08) imported with triggers still linked. Custom Values arrive empty, so filling them is step one of every client setup
Owner View dashboard + UTM (6 Oct)	The owner can see where leads come from (including UTM source), appointments booked versus showed, and won and lost jobs in one view	PASS — dashboard saved and shared with account admins; the 'Leads by UTM Source' chart shows the qa_test value captured by the 27 Sep form test, confirming UTM capture end to end

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