Appendix C: Automation Workflow Diagrams
Visual flowcharts for each of the five essential automations from Chapter 9. Use these as reference when building your Zaps or GoHighLevel workflows.
Workflow 1: Speed-to-Lead — Missed Call Flow
INCOMING CALL
│
▼
Call Answered? ──── YES ──── Normal call. No automation needed.
│
NO (Missed Call)
│
▼
AUTOMATION TRIGGERS (within 30 seconds)
│
├──► SEND SMS to caller
│ "Hey, this is [Company]. Sorry we missed your call —
│ we're on a job. How can we help?"
│
├──► CREATE CONTACT in CRM
│ Phone number, timestamp, tag: "Missed Call"
│
└──► NOTIFY OWNER via text or app
"Missed call from [Number] at [Time]"
│
▼
CALLER REPLIES?
│
├── YES, contains "emergency" / "urgent" / "flooding"
│ │
│ ▼
│ ESCALATE: Call or text owner/on-call tech immediately
│ "URGENT lead needs immediate callback: [Number]"
│
├── YES, non-emergency
│ │
│ ▼
│ UPDATE CRM: Add details from their reply
│ NOTIFY OWNER: "Lead replied: [summary]. Follow up."
│
└── NO REPLY (after 2 hours)
│
▼
ADD TO FOLLOW-UP QUEUE
"Missed call, no response. Try calling back."
Workflow 2: Estimate Follow-Up Nurture Sequence
ESTIMATE SENT
│
▼
START 3-STEP SEQUENCE
│
├──► DAY 2: Send "Checking In" SMS
│ "Hey [Name], just wanted to make sure you got
│ the estimate for [job type]. No rush — happy
│ to answer questions."
│
│ Customer responds? ──► STOP SEQUENCE
│ Estimate accepted? ──► STOP SEQUENCE
│
├──► DAY 4: Send "Educational Value" EMAIL
│ Subject: "Quick note about your [project type]"
│ Body: Useful info related to their specific job,
│ Good-Better-Best explanation, seasonal timing note.
│
│ Customer responds? ──► STOP SEQUENCE
│ Estimate accepted? ──► STOP SEQUENCE
│
└──► DAY 7: Send "Closing the Loop" SMS
"Hi [Name], just closing the loop on the estimate.
If you went a different direction, no hard feelings.
Let me know either way."
│
├── Customer responds YES ──► BOOK THE JOB
├── Customer responds NO ──► Mark declined, send gracious reply
└── No response ──► SEQUENCE ENDS. Move to "Cold Estimate" list.
STOP CONDITIONS (check before each message):
✓ Customer replied to any message
✓ Estimate status changed to "Accepted"
✓ Estimate status changed to "Declined"
✓ Customer called or booked independently
Workflow 3: Invoice Paid to Review Request
INVOICE MARKED "PAID"
│
▼
WAIT 1 HOUR
(Let the customer settle in, enjoy the fix)
│
▼
SEND REVIEW REQUEST SMS (Step 1)
"Hey [Name], thanks for trusting us with your
[job type]! If you have 60 seconds, a Google
review would mean the world: [DIRECT LINK]"
│
▼
WAIT 3 DAYS
│
▼
REVIEW POSTED? ─── YES ──── STOP. Send thank-you SMS.
│ "Thanks for the review, [Name]!
│ Means a lot to our team."
NO
│
▼
SEND FOLLOW-UP SMS (Step 2)
"Hi [Name], no pressure at all — if you had a good
experience, a quick review helps other homeowners
find reliable [trade]: [DIRECT LINK]"
│
▼
SEQUENCE ENDS
(Do not send additional review requests)
IMPORTANT RULES:
✗ Never send more than 2 review requests per customer
✗ Never incentivize reviews (violates Google TOS)
✗ Never gate reviews (only sending links to happy customers)
✓ Always use the DIRECT Google review link (one-tap)
✓ If customer expressed dissatisfaction during the job,
route to private feedback instead of review request
Workflow 4: New Google Review to Notification + Response
NEW GOOGLE REVIEW DETECTED
│
▼
CHECK STAR RATING
│
├── 4-5 STARS (Positive)
│ │
│ ├──► NOTIFY OWNER: "New [X]-star review from [Name]!"
│ │
│ ├──► GENERATE AI RESPONSE DRAFT
│ │ Prompt: "Write a warm, brief response to this
│ │ 5-star review for a [trade] company. Reference
│ │ the specific service. Under 50 words."
│ │
│ ├──► SEND THANK-YOU SMS to customer
│ │ "Thanks for the review, [Name]! Really appreciate it."
│ │
│ └──► LOG in review tracking sheet
│ Date, Name, Rating, Response Status
│
└── 1-3 STARS (Negative)
│
├──► URGENT NOTIFY OWNER
│ "ALERT: [X]-star review from [Name]. Needs response."
│
├──► GENERATE AI RESPONSE DRAFT
│ Prompt: "Write a professional, empathetic response.
│ Acknowledge concern, apologize for experience,
│ invite them to call [number] to discuss directly."
│
└──► LOG as urgent in tracking sheet
OWNER ACTIONS:
1. Review AI draft
2. Edit if needed
3. Post response on Google
4. For negative reviews: follow up personally
Workflow 5: Jobsite Photo to Content Pipeline
NEW JOBSITE PHOTOS UPLOADED
(CompanyCam, shared album, or job completion form)
│
▼
PHOTOS AUTO-TAGGED
- Job type
- Location / neighborhood
- Date
- Tech name
│
▼
ADD TO CONTENT PIPELINE
(Spreadsheet, Trello board, or project management tool)
- Status: "Raw — Ready for Batching"
- Link to photos
- Tech notes or voice memo (if available)
│
▼
WEEKLY NOTIFICATION (Friday)
"You have [X] new jobsite photo sets ready for
your next batching session."
│
▼
MONTHLY BATCHING SESSION (Chapter 3)
│
├──► Review all flagged photo sets
├──► Select best 20-25 for the month
├──► Run through AI prompts (Chapter 2)
├──► Design graphics (Chapter 3)
├──► Schedule posts (Chapter 8)
│
▼
UPDATE STATUS: "Scheduled" or "Content Bank"
CONTENT BANK OVERFLOW:
If more good photos than needed for the month,
generate extra evergreen posts and file in Content Bank
for future slow months.
Master Flywheel — How All 5 Connect
┌─────────────────────────┐
│ JOBSITE CONTENT │
│ (Photos + Voice Memos) │
└────────────┬────────────┘
│
▼
┌─────────────────────────┐
│ AI CONTENT GENERATION │
│ (Chapters 2-3) │
└────────────┬────────────┘
│
▼
┌─────────────────────────┐
│ SCHEDULED SOCIAL POSTS │◄──── Content Calendar
│ (Chapter 8) │ (Chapter 8)
└────────────┬────────────┘
│
▼
┌─────────────────────────┐
│ LEADS COME IN │
│ (Calls, Forms, DMs) │
└────────────┬────────────┘
│
┌────────────┴────────────┐
│ │
▼ ▼
┌──────────────────┐ ┌──────────────────┐
│ SPEED-TO-LEAD │ │ ESTIMATE SENT │
│ Instant text-back│ │ 3-step follow-up │
│ (Chapter 4) │ │ (Chapter 5) │
└────────┬─────────┘ └────────┬──────────┘
│ │
└───────────┬───────────┘
│
▼
┌─────────────────────────┐
│ JOB COMPLETED & PAID │
└────────────┬────────────┘
│
┌────────────┴────────────┐
│ │
▼ ▼
┌──────────────────┐ ┌──────────────────┐
│ REVIEW HARVESTER │ │ NEW JOBSITE │
│ Auto review │ │ PHOTOS CAPTURED │
│ request │ │ (Chapter 1) │
│ (Chapter 6) │ │ │
└────────┬─────────┘ └────────┬──────────┘
│ │
▼ │
┌──────────────────┐ │
│ 5-STAR REVIEWS │ │
│ Build credibility │ │
│ Boost SEO ranking │ │
└────────┬─────────┘ │
│ │
└───────────┬───────────┘
│
▼
┌─────────────────────────┐
│ FLYWHEEL CONTINUES │
│ More content → More │
│ leads → More jobs → │
│ More reviews → More │
│ visibility → REPEAT │
└─────────────────────────┘