An 8-year-old HVAC business was receiving 50–70 inquiries a week but converting only a fraction of them — every reply took 2–3 hours. This is the 90-day GoHighLevel system that fixed the response window.
Arctic Flow had no CRM, no automated intake, and no after-hours coverage. Inquiries arriving through Facebook Messenger, Google, and phone calls waited 2–3 hours for a manual reply. The owner estimated 20–25 leads were lost every week to slow follow-up — at a ₱3,500–₱4,000 average ticket, that's ₱70,000–₱100,000 in weekly revenue slipping away.
Messages sent between 6 PM and 8 AM received no response until morning — missing the peak browsing hours of the target audience.
Around 120 active PMS (preventive maintenance service) clients relied on memory for scheduling. Most defaulted to one annual visit instead of the three recommended.
Lead status was scattered across spreadsheets and phone notes. There was no reliable data on weekly inquiry volume.
"You message a company and nobody gets back to you, so you just move on and find someone else. — heard again and again across the Metro Manila HVAC market"
Arctic Flow was already receiving enough inquiries to hit 100 monthly bookings — the issue was system responsiveness, not lead generation. The solution: a GoHighLevel-based system routing every inquiry through an automated intake conversation, regardless of channel or time of day, collecting unit type, disclosing pricing, and confirming a schedule. Humans get involved only after a prospect is qualified.
Fires within 1 minute of a Messenger message or form submission. Captures service type, unit type, pricing acknowledgment, and preferred schedule.
A four-touch SMS chain from booking confirmation to "on-the-way," targeting an 85%+ show-up rate.
Two-touch SMS plus a value-add email at 1 hour, 24 hours, and 72 hours after a booking is abandoned.
Fires 90 days after a completed maintenance visit, targeting the 120+ active client base for proactive rebooking.
| Metric | Before | After |
|---|---|---|
| Reply Time | 2–3 hours | Sub-1-minute |
| Coverage | Manual only | 24/7 intake + 9am SLA |
| Lead Tracking | Spreadsheets | GHL pipeline visibility |
| PMS Scheduling | Client memory | Automated 90-day recall |
| Abandoned Prospects | None recovered | Two-touch SMS sequence |
| Reviews | No process | 3-day post-job request |
All outcomes are tracked in the GHL pipeline from day one.
From an 80–90 baseline to 100 confirmed jobs monthly, via recovered inquiries — no new ad spend.
Of ~120 active maintenance clients receiving proactive outreach for the first time.
Achieved via the four-touch reminder sequence before every appointment.
Up from an estimated 1.0, aligning with Metro Manila's 3–4 month maintenance cycle recommendation.
I build marketing automation systems that turn ignored inquiries into booked work — without bolting on more ad spend.