An 8-year-old HVAC business in Metro Manila was receiving 50–70 inquiries every week and converting only a fraction. The bottleneck wasn't demand. It was the 2 to 3-hour silence before anyone replied.
Arctic Flow had no CRM, no automated intake, and no after-hours coverage. Inquiries trickled in across Facebook Messenger, Google, and direct calls, then waited 2–3 hours for a manual reply. By that time, the prospect had already booked a competitor.
The owner's own estimate: 20–25 leads lost every week to slow follow-up. At an average ticket of ₱3,500–₱4,000, that's roughly ₱70,000–₱100,000 in weekly revenue walking away.
Every message sent between 6 PM and 8 AM sat unanswered until morning — peak browsing hours for the target persona.
~120 active PMS clients were expected to remember their own service schedules. Most defaulted to one visit a year instead of three.
Lead status lived in spreadsheets and phone notes. Nobody could answer "how many inquiries did we get this week?"
"You message a company and nobody gets back to you, so you just move on and find someone else."— Voice of the customer, repeated across the Metro Manila HVAC market
The strategic bet was simple: Arctic Flow already received enough inquiries to hit 100 bookings a month. What it needed was a system that responded within one minute, every minute of the day, and recovered the leads that slipped through.
Built on GoHighLevel, the system routes every inquiry — regardless of channel or hour — through a single automated intake conversation that collects unit type, discloses the price, and confirms a follow-up time. A human only enters the workflow once the prospect is qualified and the schedule is half-booked.
Fires within 1 minute on every Messenger inquiry or form submission. Collects service type, unit type, pricing acknowledgment, and preferred schedule.
Four-touch SMS chain from booking confirmation to "on-the-way" — designed to push show-up rate above 85%.
Two-touch SMS plus a value-add email at 1 hr, 24 hr, and 72 hr for prospects who completed intake but didn't confirm.
Fires 90 days after every completed maintenance visit. Targets the full active client base for proactive rebooking.
The system is engineered around five measurable outcomes, each tracked inside the GHL pipeline from day one.
From 80–90 baseline to 100 confirmed jobs per month, driven by recovered inquiries — not new ad spend.
Of ~120 active maintenance clients receiving proactive outreach for the first time.
Achieved through the four-touch reminder chain leading up to every booked appointment.
Up from an estimated 1.0, aligned to the recommended 3–4 month Metro Manila maintenance cycle.
The engagement produced a complete marketing automation stack — strategy document, integrated campaign plan, funnel architecture, landing page copy, SMS and email sequences, and a fully specced GHL workflow build ready for implementation.
I build marketing automation systems that turn ignored inquiries into booked work — without bolting on more ad spend.
Start a conversation →