HVAC · Missed-call rescue
Missed-call rescue, estimate follow-up and review requests for HVAC
A homeowner with no heat who reaches voicemail tends to dial the next number on the list. We build the GoHighLevel (GHL) workflows that pick up that missed call, chase the open estimate and ask for the review once the job is done, with every message written out for your sign-off first.
The job
Three workflows on one pipeline
The call, the estimate and the review, each with a workflow of its own.
These three jobs are the core of the system an HVAC revenue-recovery service runs on, which we built in HighLevel. It has one pipeline, one booking calendar, one lead and contact form and one reporting view. Missed-call rescue, estimate follow-up and review requests each run as their own named workflow, and reactivation is offered as an optional fourth, so it can stay off until the first three are running.
Missed-call rescue. The point is that a caller is never left with only a voicemail beep. Our furnace build for a garage door company runs the same idea: an unanswered call goes to the AI, and the caller gets a text back as well, so the lead has two ways to keep moving while the crew is on a roof or in a basement.
Estimate follow-up. This one only works if HighLevel can tell when an estimate went out, and that is the first question we ask about it. On the furnace build the estimate comes out of an in-home visit booked in the field-service software, so HighLevel never sees it. The pipeline there runs New Lead, Contacted, Callback Scheduled, In-Home Visit Scheduled, Estimate Sent and Job Completed, and the Estimate Sent card is moved by hand. Automatic estimate follow-up stayed out of that build on purpose, because nothing would have started it.
Review requests. The review request is its own workflow, and review tags on the contact show who has already been asked. Source and service tags sit on the same record, next to custom fields for service type, urgency, financing interest, lead source and maintenance due date, so a tune-up customer and a replacement customer can be told apart.
Seeing it work. The reporting comes in three levels: a daily view for whoever runs the phones, a weekly strategy view and a monthly health view. Live alerts fire for a new appointment, a proposal response and a no-show, so nobody has to keep the dashboard open to catch them.
What we set up
What goes into your HighLevel account
- One pipeline, one booking calendar and one lead and contact form
- A missed-call rescue workflow
- An estimate follow-up workflow, switched on only where HighLevel can see an estimate go out
- A review request workflow, with review tags on the contact
- Custom fields for service type, urgency, financing interest, lead source and maintenance due date
- Source, review and service tags
- Daily, weekly and monthly dashboard views, with live alerts
- Email in three layers: one-to-one from Gmail, automation from a subdomain, cold outreach off HighLevel entirely
- An optional reactivation workflow, left off until you want it
How a setup runs
How this job gets built
A 1:1 with Rob
Rob asks where your calls go when nobody answers, how an estimate leaves your hands, and who asks customers for a review today.
Every message on paper
The missed-call message, each estimate follow-up and the review request are written word for word in a plan document. Nothing gets built until you sign it off.
Find what starts each workflow
We check what can trigger each one. If HighLevel cannot see an estimate go out, that workflow waits instead of guessing.
Build, then prove it
We build in your account and test every workflow. The QA report at handover shows each one firing, with screenshots.
Changes after launch
Want a follow-up reworded or a new step added? The request gets a verdict first: a fix inside the agreed scope, or new scope.
What you bring
What we need from your office
How calls reach you
The number customers dial and who answers it during the day, so we know which calls count as missed.
How estimates go out
Where estimates are written and sent. That decides whether estimate follow-up can run automatically or waits on a card moved by hand.
Where you want reviews
The review page you want customers sent to, and when after a job you would like them asked.
Your legal business details
Your legal business name and registered address, for the carrier texting registration the follow-ups depend on.
Where it stops
This job does not book the in-home visit, send the estimate or write anything into your field-service software. It texts only people who agreed to texts, and only once your texting registration is approved.
Services used
The setups this job leans on
A2P 10DLC registration
Brand and campaign registration filed from your IRS EIN letter, and rejected campaigns fixed at the field the rejection code names.
See A2P 10DLC registrationMissed call text back
The text a caller gets when nobody picks up, set up so it fires once per caller, from a number that can send it.
See Missed call text backQuestions
What HVAC owners ask about follow-up
What happens when a call goes unanswered?
Can estimate follow-up run if our estimates live in other software?
When does the review request go out?
Can the follow-ups text people before our registration is approved?
Is cold email part of this?
How does the owner keep track without living in the dashboard?
Who you talk to
Rob Eason
Rob runs HLAI Experts and takes the 1:1 calls himself.
He is a HighLevel Certified Admin with the second-most reviews in HighLevel's Certified Admin Directory worldwide, all of them 5 out of 5.
He won HighLevel's Top New Subaccounts via AI Employee award in its 2025 Summer of AI Awards and taught HighLevel's official masterclass on its AI Employee.
Before HighLevel, he co-owned a 60-employee financial services firm and sold his share.
On the call he looks at your account, not a script.
5/5 across 83 reviews in HighLevel's Certified Admin DirectoryFind the leak before you fix it
On a 30-minute call Rob looks at your missed calls, open estimates and review asks, and tells you which workflow to build first.