Overview
- Most businesses don’t lose leads in the ad. They lose them in the follow-up.
- We automate the steps people forget: texting back missed calls, replying to forms, asking for reviews and reporting where leads came from.
- We build on the tools you already pay for, like CallRail, HubSpot, Make.com and Zapier, before we suggest anything new.
- Each workflow gets tested on real leads, and a person on your team owns it after launch.
You’re paying for clicks, rankings and a website so the phone rings. Then the phone rings during a job, nobody answers, and that customer calls the next company on the list. A form comes in at 6 p.m. and sits until morning. A happy customer never gets asked for a review because everyone was busy. None of that is a marketing problem. It’s a follow-up problem, and it’s the cheapest one to fix.
What we automate
Missed call text back. When a call goes unanswered, the caller gets a text within seconds that asks one useful question. For most local service companies, this pays back faster than any other automation. Our speed to lead guide explains why minutes matter.
Instant form response. Every form gets a text and an email right away, and the right person on your team gets an alert with the details.
Lead qualification and booking. A system that answers calls and forms after hours, asks the questions your staff would ask, and books the appointment or routes the lead to a person. We’ve built this for law firms with CallRail, Claude and Lead Docket, and for HVAC companies with Make.com and a custom GPT.
Review requests. The ask goes out by text right after the job, while the customer still remembers you. No review gating and no incentives, since both break Google’s rules. Here’s how we run review generation.
Follow-up for leads who aren’t ready yet. Short, personal messages based on what the lead asked about, not the same drip email sent to everyone.
Reporting. Calls, forms and booked jobs by source, in one place, so you know which marketing pays. This connects to our marketing analytics and attribution work.
Internal busywork. Quote follow-ups, proposal drafts and onboarding steps that eat your team’s afternoons.
The tools
We work in CallRail, HubSpot, GoHighLevel, Make.com, Zapier and n8n, and we connect systems directly through their APIs when no off-the-shelf connector does the job. If you already pay for a tool that can do the work, we use it. New software is the last answer, not the first. If you’re comparing call tracking platforms, start with our call tracking roundup.
How a project runs
- Find the leak. We trace what happens to a lead from the first call or form to the booked job, and look for where people drop off.
- Pick one workflow. The one most likely to pay for itself first. For most service businesses, that’s missed calls or form response.
- Build and test. We run real leads through it before it goes live, including the edge cases, like a call at 11 p.m. or a form with a typo in the phone number.
- Hand it over. A named person on your team owns the workflow and knows what it does. Automation nobody understands gets switched off the first time it breaks.
- Measure. We compare response time and booked jobs before and after, then decide whether to build the next one.
Where AI fits
AI is good at a first reply, at collecting the address and the problem, and at booking a slot after hours. It’s bad at judgment calls and promises. So we set AI up to handle the first touch and hand off to a person quickly. It never quotes prices it hasn’t been given, and it never commits your team to something a person wouldn’t. For the broader picture, see our AI marketing implementation page.
Who this is for
Local service businesses that live on phone calls: HVAC, plumbing, roofing, junk removal, pest control and the like.
Law firms and professional services firms where intake speed decides who signs the client.
B2B companies with a CRM full of leads nobody follows up on. For larger sales and marketing systems, see GTM engineering.
What it costs
Most automation work starts as one workflow with a scope and a price you agree to before we start. If you want ongoing help building several systems, that runs as a monthly engagement, the same way our fractional CMO work does, starting at $5,000 a month. Our guide to AI consulting for small businesses gives honest market numbers for both. Everything else we offer is on our pricing page.
Marketing automation FAQs
Do I need to buy new software?
Usually not. Most businesses already pay for a call tracking tool, a CRM or a field service platform that can handle the basics. We start there.
Will automated texts annoy my customers?
Not if they’re short and personal. One sentence, one question, signed with a real name. Someone who just called you and got no answer is glad to get a text back.
Which automation should I start with?
Missed call text back or instant form response, for almost every local business. Both are quick to set up, and you’ll see the results in your booked jobs within weeks.
Let’s find your leak
Tell us how leads reach you today through our contact page, and we’ll tell you which workflow we’d build first. The first conversation is free. You can also call or text 772-999-4457.
Related reading
