Automated Review Requests for Local Service Businesses The Problem

Google reviews help local businesses get found, and every HVAC company, salon, cleaner and contractor knows it. Most of them ask for reviews inconsistently. The reason isn’t that they don’t care. Asking every customer, right after every job, depends on someone remembering at the exact moment the business is busiest. Happy customers never get asked, and the review count grows slower than it should.

The Solution

I built an n8n system that sends the review request automatically, once, at the right time, and tracks what happens next. Nobody gets asked twice and nobody gets forgotten. How the System Works

1. Checks every 15 minutes. The workflow reads a Google Sheet that lists each job and what has already been sent. The sheet is the system’s memory, so nothing depends on timers that can fire twice.

2. Sends the request. Two hours after a job is marked complete, the customer gets an email with a review link.

3. Tracks the click. The link goes through a tracking step that records “clicked” in the sheet, then sends the customer to Google.

4. Sends one follow-up. If there’s no click after three days, one reminder goes out. Customers who clicked or opted out are skipped.

5. Alerts me on errors. A separate error workflow emails me if any step fails. Why this design: every step re-checks the sheet before sending, so the system can’t double-send and a customer who already responded is never contacted again. Tools: n8n, Gmail, Google Sheets

I'd test the tracking link with email security scanners before using clicks to suppress reminders. How do you distinguish an automated link check from a customer opening the review page?

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I'd have availability answers read from a current setting rather than the same knowledge base as past projects. Does your assistant check that live, or could an older answer keep telling clients you're free after you've booked a project?