// flagship case study
HVAC Lead Automation System
Replacing manual lead handling with an event-driven backend that responds in seconds, books automatically, and closes the loop with reviews.
GoHighLevelTwilioWebhooksCalendar APIWorkflow Builder
Problem
Leads were going cold within minutes.
- • No instant response — leads waited hours for a callback.
- • Manual SMS replies created bottlenecks and missed bookings.
- • No booking automation — every appointment scheduled by hand.
- • Zero review collection or retention loop after the job.
System Design
Event-driven backend, end to end.
Every interaction is treated as an event. The CRM is the source of truth — every state change emits the next action.
Ad Click
FB / Google
Funnel
form
Webhook
POST
CRM
ingest
SMS
Twilio
Booking
calendar
Review
post-job
01 · Capture
Funnel form POSTs lead payload to webhook endpoint.
02 · Ingest
Webhook normalizes payload, creates CRM contact, fires trigger.
03 · Respond
Twilio SMS dispatched within 60 seconds with booking link.
04 · Book
Lead self-books via calendar; reminders scheduled automatically.
05 · Service
Stage advances to 'job complete' — triggers next workflow.
06 · Retain
Delayed review request + reactivation loop for repeat work.
Tools
Stack used.
GoHighLevel
CRM, workflows, custom fields, calendar, pipeline
Twilio
SMS dispatch + conversation routing
Webhooks
Lead ingestion + retry handling
Calendar API
Auto-booking + reminder scheduling
Result
Measurable system performance.
< 60s
Lead response time
100%
Auto-booked leads
0
Manual follow-ups
↑↑
Repeat customers
// let's build
Let's build automation systems that scale.
Open to backend automation, CRM, and integration roles — full-time, contract, or project-based.