Asset Inventory

Every major object below is included and linked to the supporting documentation.

• Pipelines: 01 Lead Intake - Sale, 02 Nurture, 03 Reactivation, 04 Archive, 04 Cold Outbound, 05 Promo Campaign
• Stages: Lead Intake stages plus nurture/reactivation/outbound stages
• Workflows: Lead Intake Folder workflows (WEB/CALL/SMS/FB/IG/EVNT/SLA/sSIG/NURT/REP/INT/PM/SYS)
• Templates: SMS and Email libraries
• Custom Fields: Contact, Opportunity, Company fields
• Tags: intake, source, campaign, quote/invoice, SLA, review
• Funnels: service funnels and routing
• Reporting: metrics and dashboards
• Testing and QA: validation checklists

Definitions and How It Works

Pipelines: Opportunity stages that drive automation. How it works: stage changes trigger workflows, tags, and tasks.

Stages: Status checkpoints per pipeline. How it works: stage and status updates route workflows and update fields.

Funnels: Service-based conversion flows. How it works: pages feed forms → pipeline → workflows.

Workflows: Automation sequences from the Lead Intake folder. How it works: triggers run actions (messages, tasks, tags, updates).

Templates: Message copy for SMS and email. How it works: referenced by workflow steps.

Custom Fields: Data fields for routing and reporting. How it works: captured in forms, used in workflows.

Tags: Labels for segmentation. How it works: applied by workflows and used in reporting.

Naming Standards

Keep names consistent to simplify support and reporting.

• Pipelines: Lead Linx Main Pipeline
• Stages: LL - Stage - [Stage Name]
• Workflows: LL - WF - [Purpose]
• Forms: LL - Form - [Funnel or Source]
• Funnels: LL - Funnel - [Service]
• Tags: LL - [Group] - [Tag]
• Messages: LL - MSG - [Workflow] - [Step]

Installation and Cloning

1. Clone the snapshot into a new GHL subaccount.
2. Confirm custom fields and tags were created successfully.
3. Update location name, business hours, and default sender.
4. Set review link placeholder in the Review Requested workflow.
5. Confirm calendars and notification settings.
6. Run test lead and test call paths before launch.

Lead Linx Main Pipeline Overview

This overview reflects the current Lead Linx pipeline structure from the master snapshot workbook.

01 Lead Intake - Sale

1. New Lead
2. Attempting Contact
3. Estimated Scheduled
4. Estimate Complete
5. Quote released
6. Quote approved
7. Job Scheduled
8. Job Complete
9. Invoice send
10. Paid
11. Customer review

02 Nurture

1. Nurture Pending
2. Nurture Active
3. Nurture Complete
4. Contact Replied
5. Appointment scheduled
6. Stopped (byuser)
7. Unsubscribed

03 Reactivation

1. Reactivation pending
2. Reactivation active
3. Reactivation ended
4. Contact Replied
5. Appointment scheduled
6. Stopped (byuser)
7. Unsubscribed

04 Archive

1. Former Clients
2. Stale Leads
3. Lost Deals
4. Abandoned

04 Cold Outbound

1. Pending contact
2. Email sent
3. Cold called
4. Contact Replied
5. Appointment Scheduled
6. Not interested

05 Promo Campaign

1. Promo Campaign Pending
2. Promo Campaign Active
3. Contact replied
4. Appointment Scheduled
5. Stopped (by user)

Stage Router

Use the Stage Router to view the workflows, messages, tasks, funnels, and fields that apply to a selected pipeline stage.

Stage Mapping Table

This table is the definitive mapping between pipeline stages and the content that applies to each stage.

Stage: New Lead

New inquiry captured from form, chat, SMS, DM, or inbound call.

Stage: Attempting Contact

Sales team is actively trying to reach the lead.

Stage: Estimated Scheduled

Estimate appointment has been booked.

Stage: Estimate Complete

Estimate completed and ready to be released.

Stage: Quote released

Quote delivered and active follow-up begins.

Stage: Quote approved

Customer approved the quote; job can be scheduled.

Stage: Job Scheduled

Job scheduled and prep is underway.

Stage: Job Complete

Work completed and ready for invoicing.

Stage: Invoice send

Invoice issued and payment is due.

Stage: Paid

Invoice paid and job closed.

Stage: Customer review

Review request and follow-up window.

Contact Fields

Object Type: Contact. Source and intake fields used across web, call, SMS, and form workflows.

Opportunity Fields

Object Type: Opportunity. Core sales, quote, invoice, and pipeline status fields.

Company Fields

Object Type: Company. Business profile fields used for templating and reporting.

Field Usage Map

• ATT-* fields power attribution reporting and source routing.
• Quote Status and Quote Released Date drive quote lifecycle automation.
• Invoice Status powers collections and paid status routing.
• Contact Attempts Made and Next Manual Action Due drive SLA workflows.
• Review Status and Customer Sentiment power reputation follow-up.

Tag Catalog

Naming Standard: Prefix-based operational tags from the master snapshot.

Lead Intake Tags

• cm-event lead form
• cm-fb lead form
• cm-fb-ig message
• cm-inbound call
• cm-sms
• cm-web form
• form-contact us
• form-request quote
• call-completed
• call-pending
• call-successful
• sla-missed call
• sla-call complete
• sla-call pending
• sla-call unsuccessful
• sla-no response
• sla-start
• spam-confirmed

Campaign Tags

• cmp-fb leads
• cmp-fb remarketing
• cmp-google business
• cmp-google local services
• cmp-google ppc display
• cmp-google ppc search

Source Tags

• src-bing
• src-company vehicle
• src-customer referral
• src-door hanger
• src-email marketing
• src-employee referral
• src-facebook
• src-google
• src-mailer
• src-return customer
• src-safari
• src-walk in
• src-yahoo

Medium Tags

• med-organic search
• med-paid search
• med-paid social

Lead Status Tags

• nl-existing
• nl-unique

Nurture Tags

• nurture-active
• nurture-complete
• nurture-contact unsubscribed
• nurture-new lead active
• nurture-pending

Quote and Invoice Tags

• quote-approved
• quote-declined
• quote-drafted
• quote-lifecycle active
• quote-locked
• quote-not started
• quote-released
• quote-withdrawn
• invoice-issued
• invoice-lifecycle active
• invoice-not issued
• invoice-paid
• invoice-pending
• invoice-voided
• opp-update value

Qualification Tags

• qualification-not a fit
• qualification-price only
• qualification-qualified
• qualification-scheduled estimate
• qualification-scheduled service
• qualification-timing issue

Review Tags

• review-no response
• review-received
• review-requested

Tag Usage Map

• cm-* and form-* tags identify intake source and drive routing.
• src-* and med-* tags power attribution and reporting.
• quote-* and invoice-* tags track lifecycle state changes.
• sla-* tags control follow-up automation and suppression.
• review-* tags drive review request and stop logic.

Lead Intake Folder Workflows

These workflows reflect the current Lead Intake Folder structure from the PDF documentation.

• WEB-01-Form-01-Intake
• WEB-02-Form-02-Intake
• WEB-03-AutoResponse
• CALL-01-Intake
• CALL-02-Transcript-Summary
• CALL-03-Completed
• CALL-04-Missed
• SMS-01-Intake
• FB-01-PAID-LF-Intake
• FB-02-DM-Intake
• FB-03-PostCmnt-Automation
• IG-01-PostCmnt-Automation
• EVNT-01-Form-Intake
• EVNT-02-AutoResponse
• EVNT-03-UpdateSheet
• EVNT-04-LeadCounter
• SLA-01-Tag-Start
• SLA-02-AttemptingContact
• SLA-03-Reminder
• SLA-04-Escalation
• SLA-05-FollowUp-Counter
• SLA-06-FollowUp-Email/SMS
• SLA-07-ExternalCall-Log
• SLA-08-FollowUp-Stop
• sSIG-01-NoteUpdated
• sSIG-02-Tag-CallCompleted
• sSIG-04-Quote-StageRouter
• sSIG-05-Quote-Lifecycle
• sSIG-06-Quote-Value
• sSIG-07-Quote-Approved
• sSIG-08-Invoice-Lifecycle
• sSIG-09-Opportunity-Won
• sSIG-10-Opportunity-Lost/Abandoned
• NURT-01-All
• NURT-02-Landscaping-Design
• NURT-Unsubscribed-Stop
• REP-01-Review-Request
• REP-02-Review-LinkClicked
• REP-03-Review-Received
• INT-01-NewLead-Notifications
• INT-03-CALL-Transcript-Summary
• PM-01-ServiceType-PipelineRouting
• SYS-01-FieldSync
• SYS-02-Pipeline-CleanUp

Workflow Index

Web Form Intake Workflows

Includes: WEB-01-Form-01-Intake, WEB-02-Form-02-Intake

Trigger: Inbound webhook submission (Contact Us / Request Quote forms).

Core Steps

1. Create or update contact using webhook payload.
2. Add system note with submission details and form name.
3. Apply intake tags (cm-web form, form-request quote, form-contact us).
4. Lead Type Router: unique vs existing lead.

Unique Lead Path

• Update contact fields (country, contact type, lead status).
• Update attribution (UTM source/medium/campaign).
• Add tags: nl-unique + source tags.
• Create opportunity in pipeline `01 Lead Intake - Sale` at `New Lead`.
• Assign to discovery agent.
• Add to workflows: PM-01 + INT-01.

Existing Lead Path

• Add tag: nl-existing.
• Remove tag: nl-unique.
• Find existing opportunity and update name/activity.
• Assign to discovery agent + add to PM-01/INT-01.

WEB-03 Auto Response

Trigger: Contact tag `cm-fb lead form` or `cm-web form`.

Actions

• Add system note for tracking.
• Send Email: “We have received your inquiry!”
• Send SMS: AR-FORM-01-SMS confirmation.

CALL-01 Intake

Trigger: Inbound call (website number pool).

Core Steps

• Unique lead check by tags.
• Apply tags (cm-inbound call, nl-unique or nl-existing).
• Assign contact to user.
• Call source router: Website / GBP / LSA / PPC / Other / None.
• Update contact field with source, apply source tag, and route to downstream workflow.
• If no source matches, update contact and create opportunity.

CALL-02 Transcript Summary

Trigger: Transcript generated > 45 seconds.

Actions

• Find contact.
• AI summary (max 4 sentences).
• Add system note with call summary + metadata.
• Send internal email (INT-03) with transcript details.

CALL-04 Missed

Trigger: Call status busy / voicemail / no answer.

Actions

• Add system note and tag `sla-missed call`.
• If during business hours: send AR-CALL-01-Missed SMS.
• If after hours: send AR-CALL-02-Missed-OOH SMS.

SMS-01 Intake

Trigger: Customer replied via SMS.

Actions

• Add system note.
• Unique vs existing lead router.
• Update contact source (SMS), apply tags (nl-unique, cm-sms).
• Assign user and add to INT-01.

Facebook/Instagram Intake

Includes: FB-01-PAID-LF-Intake, FB-02-DM-Intake, FB-03-PostCmnt-Automation

Actions

• Capture lead data and add system note with form details.
• Apply tags (cm-fb lead form / cm-fb-ig message).
• Update attribution (src-facebook, med-paid social).
• Create or update opportunity in Lead Intake pipeline.
• Assign discovery agent and add to PM-01 + INT-01.

IG-01 Post Comment Automation

Trigger: Instagram comment.

Actions

• Reply in comments (prompt to check DMs).
• Send internal notification with comment text.
• Direct message the commenter.

Event Intake Workflows

Includes: EVNT-01-Form-Intake, EVNT-02-AutoResponse, EVNT-03-UpdateSheet, EVNT-04-LeadCounter

Actions

• Capture event form details and apply tag cm-event lead form.
• Route unique vs existing lead and create opportunity.
• Send email + SMS auto response.
• Update event sheet and increment lead counter.

SLA Workflows

Includes: SLA-01 through SLA-08

Highlights

• SLA-01 adds call pending tags and sets next action dates.
• SLA-02 logs call disposition notes on Attempting Contact.
• SLA-03/04 send 24h and 48h reminders/escalations.
• SLA-05/06 manage follow-up attempt counters and SMS/Email attempts.
• SLA-08 stops follow-ups when contact is made or lead is lost.

Sales Signal Workflows

Includes: sSIG-04 through sSIG-09

Purpose

• Quote status routing and tagging.
• Invoice status lifecycle automation.
• Opportunity won updates + LTV math.

Nurture Workflows

Includes: NURT-01-All, NURT-02-Landscaping-Design, NURT-Unsubscribed-Stop

Purpose: Long-term nurture sequences with unsubscribe handling and stage updates.

Reputation Workflows

Includes: REP-01-Review-Request, REP-02-Review-LinkClicked, REP-03-Review-Received

Purpose: Request reviews and capture review status/sentiment.

Internal Notifications

Includes: INT-01-NewLead-Notifications, INT-03-CALL-Transcript-Summary

Purpose: Route internal alerts for new leads and call summaries.

Pipeline Management

Includes: PM-01-ServiceType-PipelineRouting

Purpose: Route opportunities based on service type.

System Workflows

Includes: SYS-01-FieldSync, SYS-02-Pipeline-CleanUp

Purpose: Synchronize IDs and clean stale opportunities.

Funnel Index

• LL - Funnel - General Landscaping
• LL - Funnel - Hardscaping
• LL - Funnel - Lawn Maintenance
• LL - Funnel - Seasonal Services
• LL - Funnel - Video Landing

General Landscaping Funnel

Target Service: Landscaping design, cleanup, mulch, sod.

Traffic Sources: Google Ads, Facebook Ads, SEO.

Landing Page Copy

Headline: Professional Landscaping That Makes Your Property Stand Out

Subhead: Fast estimates, reliable crews, and a yard you’re proud of.

• Design + install in one team
• Clear pricing and timelines
• Local crews with real reviews

Social Proof: “We booked our estimate in 5 minutes and the yard looks amazing.”

FAQ: “How soon can you start?” “Do you offer design only?” “Do you handle permits?”

Form Labels: Name, Phone, Email, Address, Service Type, Budget Range

CTA Button: Get My Free Estimate

Calendar Page

Headline: Pick a time for your free on-site estimate.

Copy: “We’ll walk the property, discuss options, and send pricing fast.”

Lead Magnet Page

Headline: 5 Landscaping Upgrades That Boost Curb Appeal

CTA: Send Me the Guide

Thank You Page

Headline: Thanks! Your request is in.

Copy: “We’ll reach out shortly to confirm your estimate.”

Form Mapping

• Service Type → Service Type field + service tags
• Budget Range → Estimated Budget Range

After Submit

• Pipeline: New Lead
• Workflow: Speed to Lead
• Tags: LL - Source - Website

Hardscaping Funnel

Target Service: Pavers, patios, retaining walls.

Traffic Sources: Google Ads, Facebook Ads, referrals.

Landing Page Copy

Headline: Build the Outdoor Space You Actually Use

Subhead: Patios, pavers, and retaining walls built to last.

• Engineered for drainage and durability
• Design guidance included
• Guaranteed craftsmanship

Social Proof: “Best hardscaping crew in town. Solid work.”

FAQ: “What’s the timeline?” “Do you handle permits?”

Form Labels: Name, Phone, Email, Address, Service Type, Timeline

CTA Button: Schedule My Estimate

Calendar Page

Headline: Book your on-site hardscape estimate.

Copy: “We’ll measure your space and provide a clear, itemized plan.”

Lead Magnet Page

Headline: What to Know Before Installing Pavers

CTA: Send the Checklist

Thank You Page

Copy: “We’ll confirm your estimate and prepare design options.”

Form Fields

Name, Phone, Email, Address, Service Type, Project Timeline, Budget Range.

Form Mapping

• Service Type → Service Type field + LL - Service - Hardscaping
• Project Timeline → Project Timeline
• Budget Range → Estimated Budget Range

After Submit

• Pipeline: New Lead
• Workflow: Speed to Lead
• Tags: LL - Service - Hardscaping

Lawn Maintenance Funnel

Target Service: Recurring lawn care.

Traffic Sources: Google Ads, local SEO, referrals.

Landing Page Copy

Headline: Weekly Lawn Care Without the Hassle

Subhead: Consistent crews, clear pricing, and a yard that stays sharp.

• Weekly or bi-weekly schedules
• Reliable communication
• Easy service changes

Social Proof: “They show up every week and the lawn looks perfect.”

FAQ: “Do you offer bi-weekly?” “Can I pause service?”

Form Labels: Name, Phone, Email, Address, Property Type, Service Frequency

CTA: Get Lawn Care Pricing

Calendar Page

Copy: “Pick a call time and we’ll build a plan.”

Lead Magnet Page

Headline: Lawn Care Checklist for Busy Homeowners

CTA: Email Me the Checklist

Thank You Page

Copy: “We’ll follow up with a maintenance plan.”

Form Fields

Name, Phone, Email, Address, Property Type, Service Frequency, Budget Range.

Form Mapping

• Service Type → Lawn Care Maintenance
• Property Type → Property Type
• Budget Range → Estimated Budget Range

After Submit

• Pipeline: New Lead
• Workflow: Speed to Lead
• Tags: LL - Service - Lawn Maintenance

Seasonal Funnel

Target Service: Spring/Fall cleanup, snow removal.

Traffic Sources: Seasonal campaigns, email lists, local PPC.

Landing Page Copy

Headline: Seasonal Cleanup Done Fast and Right

Subhead: Book once and we handle the rest.

• One-time or recurring service
• Transparent pricing
• Local crews

Social Proof: “They handled our fall cleanup in one day.”

FAQ: “What’s included?” “Do you haul away debris?”

Form Labels: Name, Phone, Email, Address, Service Type, Preferred Timing

CTA: Book Seasonal Service

Calendar Page

Copy: “Pick a time and we’ll confirm your cleanup window.”

Lead Magnet Page

Headline: Outdoor Project Planning Checklist

CTA: Send Me the Checklist

Thank You Page

Copy: “We’ll reach out to confirm timing and pricing.”

Form Fields

Name, Phone, Email, Address, Service Type, Preferred Timing.

Form Mapping

• Service Type → Service Type field
• Preferred Timing → Project Timeline

After Submit

• Pipeline: New Lead
• Workflow: Speed to Lead
• Tags: LL - Service - Seasonal

Video Funnel

Target Service: Brand or service based.

Traffic Sources: Facebook Ads, YouTube Ads, retargeting.

Owner Video Script (60–90s)

“Hey, I’m [Owner Name] with {{location.business_name}}. We help homeowners and businesses transform their outdoor spaces with clean, reliable crews and clear pricing. If you’re thinking about landscaping or hardscaping this season, book a free estimate and we’ll walk your property and give you a clear plan.”

Landing Page Copy

Headline: Watch How We Transform Outdoor Spaces

Subhead: A quick video from the owner, plus a fast estimate form below.

Social Proof: “The video sold us. Easy process and great work.”

FAQ: “What areas do you serve?” “How quickly can you estimate?”

Form Labels: Name, Phone, Email, Address, Service Type

CTA: Get My Free Estimate

Calendar Page

Copy: “Pick a time and we’ll confirm your estimate visit.”

Lead Magnet Page

Headline: 5 Tips to Maximize Curb Appeal

Thank You Page

Copy: “We’ll reach out shortly to schedule your estimate.”

Form Fields

Name, Phone, Email, Address, Service Type.

Form Mapping

• Service Type → Service Type field

After Submit

• Pipeline: New Lead
• Workflow: Speed to Lead
• Tags: LL - Source - Video

SMS Library

Speed to Lead

Hi {{contact.first_name}}, thanks for reaching out to {{location.business_name}} 👋
We just received your request for a free estimate.
When’s a good time to talk or stop by your property?

Missed Call Text Back

Hi {{contact.first_name}}, sorry we missed your call!
This is {{location.business_name}}. Reply YES and we’ll help you with a free estimate.

Estimate Scheduled Confirmation

You’re all set, {{contact.first_name}}. We’ll see you on {{appointment.start_time}} for your estimate.
Reply here if you need to reschedule.

Estimate Scheduled Reminder (24h)

Reminder: your estimate with {{location.business_name}} is tomorrow at {{appointment.start_time}}.

Estimate Scheduled Reminder (2h)

We’ll see you soon for your estimate today at {{appointment.start_time}}.

Estimate Completed Follow Up

Thanks for meeting with us today, {{contact.first_name}}.
We’re finalizing your estimate and will send it shortly.

Quote Released Follow Up (Day 1)

Hi {{contact.first_name}}, just checking in to see if you had any questions about your estimate.

Quote Released Follow Up (Day 3)

Hey {{contact.first_name}}, wanted to follow up on your estimate. Would you like to move forward?

Quote Released Follow Up (Day 7)

Hi {{contact.first_name}}, this is a quick follow-up before we close out your estimate.

Quote Approved

Great news, {{contact.first_name}}! To lock in your dates, your deposit is ready.
Reply here if you need the invoice link again.

Job Scheduled Confirmation

You’re scheduled! Your project start date is {{opportunity.scheduled_start_date}}.
We’ll keep you updated as we get closer.

Job Planning Expectations

We’re planning your project now. If you have any access notes or questions, reply here.

Materials Ordered (Optional)

Quick update: materials for your project are on order. We’ll confirm delivery timing soon.

Crew Scheduled

Your crew is scheduled and we’re on track for {{opportunity.scheduled_start_date}}.

In Progress Update

Project update: we’re in progress and on track. Reply with any questions.

Work Blocked

We hit a temporary delay due to {{opportunity.blocked_reason}}.
We’ll update you with a revised timeline shortly.

Change Order Needed

We found a change needed for your project.
We’ll send an updated estimate for approval.

Final Walkthrough

Your project is ready for final walkthrough. What time works best for you?

Job Complete

Final invoice is ready. Let us know if you need the payment link again.

Paid Thank You

Thanks for your payment, {{contact.first_name}}! We appreciate your business.

Review Request

Hi {{contact.first_name}}, thanks again for choosing {{location.business_name}} 🙌
If you were happy with our work, we’d really appreciate a quick review: {{review_link}}

Review Reminder

Quick reminder — your review helps us a ton. Here’s the link again: {{review_link}}

Lost Lead Reactivation

Hi {{contact.first_name}}, just checking back in!
If you’re still considering landscaping work, we’d be happy to help.

Long Term Nurture (Day 10)

Hi {{contact.first_name}}, just checking back in 🙂
If you need landscaping or outdoor work this season, we’d be happy to help.

Long Term Nurture (Day 15)

Hey {{contact.first_name}}, this is {{location.business_name}}.
Just wanted to see if you’re still considering any landscaping or outdoor projects.

Seasonal Campaign

Seasonal slots are open! Want to schedule your spring cleanup?
Reply YES and we’ll send options.

Email Library

Speed to Lead

Subject: We Received Your Estimate Request 🌿
Thanks for contacting {{location.business_name}}. We’ve received your request and will reach out shortly.

Estimate Scheduled

Subject: Your Estimate Is Scheduled
Hi {{contact.first_name}},
We’re confirmed for {{appointment.start_time}}. Reply if you need to reschedule.

Estimate Completed

Subject: We’re Finalizing Your Estimate
Thanks for meeting with us today. We’ll send your estimate shortly.

Quote Released Follow Up

Subject: Quick Follow-Up on Your Estimate
Just checking in to see if you have any questions or would like to move forward.

Deposit Request

Subject: Deposit Needed to Reserve Your Dates
Hi {{contact.first_name}},
Your deposit secures your project dates. Reply if you need the payment link.

Scheduling Confirmation

Subject: Your Project Is Scheduled
We’re scheduled to start on {{opportunity.scheduled_start_date}}. We’ll keep you updated.

Job Planning Expectations

Subject: Project Planning & Next Steps
We’re finalizing your project plan. Reply with access notes or questions.

Work Blocked

Subject: Project Update
We encountered a delay due to {{opportunity.blocked_reason}}. We’ll follow up with a revised timeline.

Change Order

Subject: Change Order Approval Needed
We need your approval for a change order before moving forward.

Final Walkthrough

Subject: Final Walkthrough Scheduling
Your project is ready for a walkthrough. Reply with a time that works.

Invoice Reminder

Subject: Final Invoice Reminder
Your final invoice is ready. Reply if you need the payment link again.

Review Request

Subject: We’d Love Your Feedback ⭐
If you were happy with our service, please leave us a quick review here: {{review_link}}

Lost Reactivation

Subject: Still Thinking About Your Landscaping Project?
Just checking back in to see if you’d like to move forward or have questions.

Long Term Nurture (Email 1)

Subject: Just Checking In
Hi {{contact.first_name}},
If you have questions or want to revisit your estimate, feel free to reply anytime.
Best,
{{location.business_name}}

Long Term Nurture (Email 2)

Subject: Planning Landscaping This Season?
Hi {{contact.first_name}},
Many homeowners start planning outdoor projects ahead of time.
If you’d like a fresh estimate or have questions, we’re happy to help.
Thanks,
{{location.business_name}}

Long Term Nurture (Email 3)

Subject: A Quick Landscaping Tip
Hi {{contact.first_name}},
Booking landscaping work earlier in the season often gives you more scheduling flexibility.
Let us know if you’d like to discuss your project.
Best regards,
{{location.business_name}}

Long Term Nurture (Email 4)

Subject: Still Interested in Moving Forward?
Hi {{contact.first_name}},
Just checking back in to see if your project is still on your radar.
No rush at all—we’re here whenever you’re ready.
Best,
{{location.business_name}}

Long Term Nurture (Email 5)

Subject: Now Scheduling Upcoming Projects
Hi {{contact.first_name}},
We’re currently scheduling upcoming landscaping and outdoor projects.
If you’d like to secure a spot or ask questions, feel free to reply to this email.
Thanks,
{{location.business_name}}

Long Term Nurture (Email 6)

Subject: Keeping in Touch
Hi {{contact.first_name}},
Just staying in touch in case you’re planning any outdoor or landscaping work in the near future.
We’d be happy to help whenever the time is right.
Best regards,
{{location.business_name}}

Long Term Nurture (Email 7)

Subject: We’re Here When You’re Ready
Hi {{contact.first_name}},
We’ll pause our follow-ups for now, but if you ever need landscaping or outdoor services, feel
free to reach out anytime.
We’d be glad to help.
Best,
{{location.business_name}}

Seasonal Campaign

Subject: Seasonal Service Slots Now Open
We’re booking seasonal projects now. Reply if you’d like a fresh estimate.

Merge Fields

• {{contact.first_name}}
• {{location.business_name}}
• {{review_link}}

Messages are stored in GHL as templates and referenced inside workflow actions. SMS and Email steps point to these templates so updates in one place apply across the system.

Message to Workflow Map

• Speed to Lead → SMS + Email
• Missed Call → SMS
• Estimate Scheduled → Confirmation + reminders
• Estimate Completed → SMS
• Quote released → SMS Day 1/3/7 + Email
• Quote approved → SMS + Email
• Job Scheduled → SMS + Email
• Invoice send → SMS + Email reminders
• Customer review → SMS + Email + reminder
• Lost Reactivation → SMS + Email
• Long Term Nurture → SMS Day 10/15 + 7 emails
• Seasonal Campaign → SMS + Email blast

Metrics and Definitions

Lead Volume by Source

Answers: Which channels drive the most leads?

Powered By: Source tags + UTM fields.

Where in GHL: Opportunities by source, attribution report.

Speed to First Response

Answers: How fast are leads contacted?

Powered By: Lead created timestamp vs first SMS/email timestamp.

Where in GHL: Conversations and workflow logs.

Estimate Scheduled Rate

Answers: How many leads book estimates?

Powered By: Appointment bookings / New Leads.

Where in GHL: Calendars and opportunity reports.

Estimate Close Rate

Answers: How many estimates become won jobs?

Powered By: Quote approved stages / Quote released stages.

Where in GHL: Pipeline conversion reports.

Time in Stage

Answers: Where deals get stuck.

Powered By: Stage timestamps and stage duration.

Where in GHL: Pipeline analytics.

Win Rate by Service Type

Answers: Which services close best.

Powered By: Service Type field + Won stage.

Where in GHL: Opportunity filters by custom field.

Revenue and Average Job Size

Answers: Revenue and average estimate value.

Powered By: Estimate Amount field.

Where in GHL: Opportunities value reports.

Review Request and Review Received Rate

Answers: How effective review automation is.

Powered By: Review Requested Date and Review Left fields.

Where in GHL: Custom fields reporting and tag counts.

Dashboards in GHL

• Pipelines dashboard for stage conversion
• Attribution dashboard for source tracking
• Opportunity reporting for revenue

What to Monitor Weekly

• Leads by source
• Speed-to-lead time
• Estimate scheduled and close rates
• Jobs in progress and blocked
• Review request vs received

Test Scenarios

• Form submission → Speed to Lead
• Missed call → Missed call text-back
• Calendar booking → Estimate scheduled reminders
• Stage change → correct workflow triggers

Troubleshooting

• Check workflow status (must be on)
• Confirm custom fields exist in subaccount
• Verify SMS/email provider settings

Before Delivery Checklist

• Workflows default off
• No account-specific tokens
• Review link placeholder behavior verified
• Test lead and call paths
• Test calendar booking
• Stage routing triggers verified
• Tags and fields exist
• Funnel form mappings verified
• Stage router mapping table accurate

Clone Checklist

• Clone snapshot into new account
• Update business name and contact info
• Configure calendars
• Swap review link
• Enable workflows after testing

Common Variations by Region

• Snow removal funnel for cold climates
• Year-round maintenance for warm climates
• HOA approval step for suburban regions

Optional Add Ons Phase 2

• Financing workflows
• Upsell maintenance plans
• Referral campaign for review received

Integration Ready Design

• Webhook ready for CRM or accounting
• Zapier/Make hooks for job management
• UTM-based attribution tagging