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A GoHighLevel system that answers every enquiry, books the right appointment and follows up automatically, built for a Dallas HVAC company
The challenge;
Technicians are on jobs, calls get missed, and repairs, installs and emergencies all land in the same inbox. Follow-up depends on someone remembering.
What I built;
- AI receptionist that qualifies each lead by service, issue and urgency
- Smart booking: repairs to the service calendar, installs to the estimate calendar
- Emergency handoff: gas or burning smells go straight to a human, never auto-booked
- Missed-call text-back and lead nurturing that stop when the customer replies
- Reminders 1 day and 2 hours before every visit
10-stage CRM pipeline, high-value lead alerts, post-service follow-up and 90-day reactivation
The network for creativity
Join 1.25M professional creatives like you
Connect with clients, get discovered, and run your business 100% commission-free
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After a sales call, most people either rush the follow-up email or forget it. This workflow does the first draft for you.
When Fireflies finishes transcribing a call, it:
pulls the full transcript
uses OpenAI to write call notes: a summary, open questions, the next step and the outcome
saves a follow-up email to the contact as a Gmail draft
logs the call in Google Sheets and emails you the notes
Nothing is sent to the contact automatically. The follow-up waits in your drafts until you check it and press send.
Works with the free Fireflies plan and n8n Cloud.
Get it here: https://n8n.io/workflows/20963
Congrats on getting it approved. Drafting instead of auto-sending is the right default. One edge case worth a guard: calls where the transcript comes back empty or cut short, otherwise the model writes a confident follow-up from almost nothing.