Asset Inventory

Every major object below is included and configured.

• Pipelines: Lead Linx Main Pipeline
• Stages: 22 stages including job execution
• Calendars: Estimate Visit, Estimate Call, Job Start Check-In
• Forms: Estimate Request, Service Inquiry, Lead Magnet
• Funnels: General Landscaping, Hardscaping, Lawn Maintenance, Seasonal, Video
• Workflows: 19 workflows, mapped to stage changes
• Templates: SMS and Email libraries
• Custom Fields: contact, opportunity, appointment
• Tags: lead source, service type, milestones, customer status, review
• Reporting: metrics and dashboards

Definitions and How It Works

Pipelines: Opportunity stages that drive automation. Naming: Lead Linx Main Pipeline. How it works: stage changes trigger workflows, tags, and tasks.

Stages: Status checkpoints in the pipeline. Naming: LL - Stage - [Stage Name]. How it works: stage changes update fields and launch workflows.

Calendars: Appointment objects for estimates and walkthroughs. Naming: LL - Cal - Estimate Visit/Call. How it works: bookings update stages and trigger reminders.

Forms: Lead capture inputs for funnels and chat. Naming: LL - Form - [Source]. How it works: submissions create contacts/opportunities and apply tags.

Funnels: Multi-page conversion flows. Naming: LL - Funnel - [Service]. How it works: pages feed forms → pipeline → workflows.

Workflows: Automation sequences. Naming: LL - WF - [Purpose]. How it works: triggers run actions (messages, tasks, tags, updates).

Triggers: Events like stage changes or appointments. Naming: embedded in workflows. How it works: guardrails prevent duplicate sends.

Templates: Message copy for SMS and email. Naming: LL - MSG - [Workflow] - [Step]. How it works: referenced by workflows.

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

Tags: Labels for segmentation. Naming: LL - [Group] - [Tag]. 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 focuses on the core pipeline from lead intake through job won, then payment completion.

Lead Intake and Estimate

1. New Lead
2. Contacted
3. Estimate Scheduled
4. Estimate Completed
5. Estimate Sent
6. Follow Up Needed

Job Won

1. Won Pending Deposit
2. Won Scheduled

Payment Completion

1. Completed Awaiting Payment
2. Paid (Payment Received / Paid in Full)

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 inquiries captured from forms, chat, or inbound calls.

Stage: Contacted

Lead has been reached by phone or text.

Stage: Estimate Scheduled

Estimate visit or call is booked on calendar.

Stage: Estimate Completed

Estimate visit completed and pricing prepared.

Stage: Estimate Sent

Estimate delivered; follow-up automation begins.

Stage: Follow Up Needed

Lead has not responded; keep the conversation alive.

Stage: Won Pending Deposit

Estimate accepted, deposit pending.

Stage: Won Scheduled

Deposit received and job scheduled on calendar.

Stage: Completed Awaiting Payment

Final invoice sent; payment pending.

Stage: Paid

Project paid in full.

Stage: Lost

Lead lost or job declined.

Stage: Nurture Long Term

Long-term nurture for unresponsive leads.

Stage: Reactivation

Previous leads re-engaged for new projects.

Contact Fields

Object Type: Contact. Captured through forms, chat, inbound calls, and estimate scheduling.

Opportunity Fields

Object Type: Opportunity. Used for pipeline automation, routing, and sales reporting.

Appointment Fields

Object Type: Appointment. Appointment fields track estimate scheduling and job visits.

Field Usage Map

• Service Type drives funnel routing and service tags.
• Estimate Sent Date triggers follow-up timing.
• Deposit Paid Date transitions to Won Scheduled.
• Work Status drives job execution automations.
• Review Requested Date triggers reminders.

Tag Catalog

Naming Standard: LL - [Group] - [Tag]

Lead Source Tags

• LL - Source - Facebook Ads — Applied by Facebook lead forms; triggers Speed to Lead workflow.
• LL - Source - Google Ads — Applied by UTM rules; used in reporting dashboards.
• LL - Source - Website Chat — Applied by chat widget; triggers Speed to Lead workflow.

Service Type Tags

• LL - Service - Landscaping — Applied by Service Type; routes to Landscaping funnel.
• LL - Service - Hardscaping — Applied by Service Type; routes to Hardscaping funnel.
• LL - Service - Lawn Maintenance — Applied by Service Type; routes to Maintenance funnel.

Pipeline Milestone Tags

• LL - Milestone - New Lead — Applied on New Lead stage; helps speed-to-lead reporting.
• LL - Milestone - Estimate Sent — Applied on Estimate Sent stage; starts follow-up sequence.
• LL - Milestone - Won Scheduled — Applied on Won Scheduled stage; triggers job planning workflow.

Customer Status Tags

• LL - Customer - Active Job — Applied on Job Planning; suppresses lead-gen outreach.
• LL - Customer - Past Client — Applied after Review Received; used for referral campaigns.

Review Tags

• LL - Review - Requested — Applied when review request sent; triggers reminder.
• LL - Review - Received — Applied when review left; stops reminders.

Tag Usage Map

• Lead Source tags are applied on form submission and used for reporting.
• Service tags trigger routing to the correct funnel and workflow branch.
• Milestone tags are applied at stage changes for historical tracking.
• Review tags suppress review reminders when Review Received is true.

Workflow Index

Workflow: Speed to Lead

Purpose

Respond instantly to new inquiries to improve booking rates.

Trigger Conditions

• New contact created via form, funnel, chat, or inbound call
• Stage set to New Lead

Filters and Guardrails

• Do not fire if contact has tag LL - Customer - Active Job

Actions

1. Send instant SMS
2. Send instant email
3. Notify owner/sales rep
4. Create follow-up task

Messages Used

• LL - MSG - Speed to Lead - SMS 1
• LL - MSG - Speed to Lead - Email 1

Tasks Created

• Call lead within 5 minutes

Tags and Fields Updated

• LL - Milestone - New Lead
• Lead Status = New

How to Test

• Submit form and confirm SMS/email within 60 seconds

Failure Modes and Fixes

• No SMS: check phone number format and SMS provider
• No task: ensure workflow permissions allow task creation

Workflow: Missed Call Text Back

Purpose

Capture leads when calls are missed.

Trigger Conditions

• Missed call event in GHL

Filters and Guardrails

• Do not fire if contact already exists and is Active Job

Actions

1. Send missed call SMS
2. Add to pipeline as New Lead

Messages Used

• LL - MSG - Missed Call - SMS 1

Tasks Created

• Call back within 30 minutes

Tags and Fields Updated

• LL - Source - Missed Call

How to Test

• Simulate missed call and confirm SMS

Failure Modes and Fixes

• Check phone forwarding and missed call triggers

Estimate Workflows

LL - WF - Estimate Scheduled

Purpose: Confirm the appointment and reduce no-shows.

Trigger Conditions: Appointment booked for Estimate Visit or Estimate Call.

Filters and Guardrails: Ignore appointments with status Cancelled.

Actions: Confirmation SMS and email, reminder 24 hours prior, reminder 2 hours prior.

Messages Used: Estimate Scheduled SMS, Estimate Scheduled Email.

Tasks Created: Task for estimator to review details.

Tags and Fields Updated: Lead Status = Estimate Scheduled.

How to Test: Book a test appointment and confirm reminders fire.

Failure Modes and Fixes: Reminder missing → check calendar event triggers.

LL - WF - Estimate Completed

Purpose: Set expectations and ensure estimate is sent quickly.

Trigger Conditions: Appointment status changes to Completed.

Filters and Guardrails: Only if Estimate Amount is empty.

Actions: SMS “We’re finalizing your estimate”, task to send estimate within 24 hours.

Messages Used: Estimate Completed SMS.

Tasks Created: Send estimate PDF.

Tags and Fields Updated: Lead Status = Estimate Completed.

How to Test: Mark appointment complete and verify SMS/task.

Failure Modes and Fixes: No task → check task creation permissions.

LL - WF - Estimate Sent Follow Up

Purpose: Drive decision with structured follow-up.

Trigger Conditions: Stage change to Estimate Sent.

Filters and Guardrails: Stop if stage changes to Won or Lost.

Actions: SMS Day 1, Day 3, Day 7 + Email Day 1.

Messages Used: Estimate Follow-Up SMS 1/2/3, Estimate Follow-Up Email.

Tasks Created: Follow-up call task on Day 3.

Tags and Fields Updated: LL - Milestone - Estimate Sent.

How to Test: Move a test lead to Estimate Sent and check messages.

Failure Modes and Fixes: Messages continue after Won → add stage stop condition.

Won and Deposit Workflows

LL - WF - Won Pending Deposit

Purpose: Collect deposit and confirm next steps.

Trigger Conditions: Stage change to Won Pending Deposit.

Filters and Guardrails: Only if Deposit Required = Yes.

Actions: Send deposit request SMS/email, create task to confirm payment method.

Messages Used: Deposit Request SMS, Deposit Request Email.

Tasks Created: Confirm deposit and update Deposit Paid Date.

Tags and Fields Updated: LL - Milestone - Won Pending Deposit.

How to Test: Move test lead to Won Pending Deposit and verify messages.

Failure Modes and Fixes: No email → verify sender domain.

LL - WF - Won Scheduled

Purpose: Confirm schedule once deposit is received.

Trigger Conditions: Deposit Paid Date is set OR stage change to Won Scheduled.

Filters and Guardrails: Only if Scheduled Start Date exists.

Actions: Send scheduling confirmation, update Work Status = Scheduled.

Messages Used: Scheduling Confirmation SMS/Email.

Tasks Created: Internal kickoff checklist.

Tags and Fields Updated: LL - Milestone - Won Scheduled.

How to Test: Set Deposit Paid Date and confirm stage movement.

Failure Modes and Fixes: Missing start date → add validation before trigger.

Job Execution Workflows

LL - WF - Job Planning

Purpose: Align team and set customer expectations.

Trigger Conditions: Stage change to Job Planning.

Filters and Guardrails: Require Scheduled Start Date.

Actions: Internal kickoff checklist, customer expectations email.

Messages Used: Job Planning Email.

Tasks Created: Confirm materials list, confirm crew.

Tags and Fields Updated: Work Status = Planned.

How to Test: Move a test job to Job Planning.

Failure Modes and Fixes: Missing start date → add scheduling step.

LL - WF - Materials Ordered

Purpose: Ensure materials are ordered and tracked.

Trigger Conditions: Stage change to Materials Ordered.

Filters and Guardrails: Require Materials List.

Actions: Internal reminder to confirm ETA.

Messages Used: Optional materials update SMS.

Tasks Created: Confirm delivery dates.

Tags and Fields Updated: Work Status = Scheduled.

How to Test: Update stage and verify internal task.

Failure Modes and Fixes: No materials list → block stage change.

LL - WF - Crew Scheduled

Purpose: Confirm crew and customer start date.

Trigger Conditions: Stage change to Crew Scheduled.

Filters and Guardrails: Scheduled Start Date must exist.

Actions: Notify crew, send customer schedule confirmation.

Messages Used: Crew Scheduled SMS/Email.

Tasks Created: Add job to crew calendar.

Tags and Fields Updated: Work Status = Scheduled.

How to Test: Set crew assigned and move stage.

Failure Modes and Fixes: Missing crew name → require field.

LL - WF - In Progress Updates

Purpose: Optional status updates while job is active.

Trigger Conditions: Stage change to In Progress.

Filters and Guardrails: Only for projects longer than 1 day.

Actions: Weekly update SMS to customer.

Messages Used: In Progress Update SMS.

Tasks Created: Weekly internal check-in.

Tags and Fields Updated: Work Status = In Progress.

How to Test: Move stage to In Progress.

Failure Modes and Fixes: Too many updates → adjust frequency.

LL - WF - Work Blocked

Purpose: Escalate blockers and communicate delays.

Trigger Conditions: Stage change to Work Blocked.

Filters and Guardrails: Blocked Reason required.

Actions: Notify manager, send delay SMS.

Messages Used: Work Blocked SMS.

Tasks Created: Resolve blocker and update timeline.

Tags and Fields Updated: Work Status = Blocked.

How to Test: Set Blocked Reason and change stage.

Failure Modes and Fixes: No reason → prompt in workflow.

LL - WF - Change Order Needed

Purpose: Request approval for scope change.

Trigger Conditions: Change Order Required = Yes.

Filters and Guardrails: Change Order Amount required.

Actions: Send change order email and approval request.

Messages Used: Change Order Email.

Tasks Created: Follow-up for approval.

Tags and Fields Updated: Tag LL - Milestone - Change Order.

How to Test: Set Change Order Required = Yes.

Failure Modes and Fixes: Approval missing → add reminder.

LL - WF - Final Walkthrough

Purpose: Confirm completion and walkthrough.

Trigger Conditions: Stage change to Final Walkthrough.

Filters and Guardrails: Job Completed = Yes.

Actions: Schedule walkthrough, request approval.

Messages Used: Walkthrough Scheduling SMS/Email.

Tasks Created: Collect final photos and sign-off.

Tags and Fields Updated: LL - Milestone - Final Walkthrough.

How to Test: Move stage to Final Walkthrough.

Failure Modes and Fixes: No photos → add photo checklist.

Payment and Review Workflows

LL - WF - Completed Awaiting Payment

Purpose: Collect final payment after completion.

Trigger Conditions: Stage change to Completed Awaiting Payment.

Filters and Guardrails: Final Invoice Amount must exist.

Actions: Send invoice reminder SMS/email, create payment follow-up task.

Messages Used: Payment Reminder SMS/Email.

Tasks Created: Verify payment received.

Tags and Fields Updated: Payment Status = Unpaid.

How to Test: Move stage to Completed Awaiting Payment.

Failure Modes and Fixes: No invoice → update billing system.

LL - WF - Paid

Purpose: Confirm payment and transition to review request.

Trigger Conditions: Payment Status = Paid.

Filters and Guardrails: Review Link must be set.

Actions: Thank-you message + move to Review Requested stage.

Messages Used: Thank You SMS/Email.

Tasks Created: Verify review link accuracy.

Tags and Fields Updated: Paid Date set.

How to Test: Set Payment Status = Paid.

Failure Modes and Fixes: Missing review link → update location settings.

LL - WF - Review Requested

Purpose: Collect reviews with reminders.

Trigger Conditions: Stage change to Review Requested.

Filters and Guardrails: Stop if Review Left = Yes.

Actions: Send review SMS + email, reminder after 3 days.

Messages Used: Review Request SMS/Email.

Tasks Created: Check review after 7 days.

Tags and Fields Updated: LL - Review - Requested.

How to Test: Set Review Requested Date and check reminders.

Failure Modes and Fixes: Reviews not marked → create quick update form.

Lost and Reactivation Workflows

LL - WF - Lost Reactivation

Purpose: Re-engage lost leads after a cooling period.

Trigger Conditions: Stage change to Lost OR 30–60 day timer.

Filters and Guardrails: Stop if stage changes to Won.

Actions: Re-engagement SMS + email.

Messages Used: Reactivation SMS/Email.

Tasks Created: Optional personal outreach task.

Tags and Fields Updated: LL - Milestone - Reactivation.

How to Test: Move lead to Lost and wait for trigger.

Failure Modes and Fixes: No trigger → confirm delay timers.

LL - WF - Long Term Nurture

Purpose: Stay present without pressure.

Trigger Conditions: Stage change to Nurture Long Term.

Filters and Guardrails: Stop if lead replies or stage changes.

Actions: SMS Day 10/15 + 7-email sequence over 90 days.

Messages Used: Nurture SMS/Emails 1–7.

Tasks Created: Quarterly review of nurture list.

Tags and Fields Updated: LL - Milestone - Nurture.

How to Test: Move lead to Nurture Long Term and watch sequence.

Failure Modes and Fixes: Too frequent messages → adjust schedule.

Seasonal Campaigns

Spring cleanup, fall cleanup, snow removal, and seasonal upgrades.

LL - WF - Seasonal Campaigns

Purpose: Generate off-season demand and fill schedules.

Trigger Conditions: Date-based campaign or Seasonal tag.

Filters and Guardrails: Exclude Active Job customers.

Actions: Broadcast SMS + email offer, tag responders.

Messages Used: Seasonal Offer SMS/Email.

Tasks Created: Follow-up calls for responders.

Tags and Fields Updated: LL - Source - Seasonal.

How to Test: Trigger with test tag.

Failure Modes and Fixes: Low response → test new offer headline.

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.

Estimate Sent Follow Up (Day 1)

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

Estimate Sent Follow Up (Day 3)

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

Estimate Sent Follow Up (Day 7)

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

Won Pending Deposit

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

Won 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?

Completed Awaiting Payment

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.

Estimate Sent 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
• Estimate Sent → SMS Day 1/3/7 + Email
• Won Pending Deposit → SMS + Email
• Won Scheduled → SMS + Email
• Job Planning → Email expectations
• Work Blocked → SMS + Email
• Change Order Needed → Email approval
• Completed Awaiting Payment → SMS + Email reminders
• Review Requested → 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: Won stages / Estimate Sent 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