GoHighLevel HVAC How-To Playbook

/ CRM, GHL / By

The HVAC How-To Playbook With GoHighLevel

If you run an HVAC company and currently juggle tools like ClickUp, spreadsheets, and sticky notes, this step-by-step guide will show you how to centralize operations using GoHighLevel. You will learn exactly how to attract more jobs, speed up cash flow, and turn one-time homeowners into long-term service customers.

This how-to article is based on the official GoHighLevel HVAC playbook found here: Original GoHighLevel HVAC Playbook.

Why Use GoHighLevel For Your HVAC Business

Before you set anything up, it helps to understand what problems GoHighLevel is solving for your HVAC company.

  • Capture every lead from calls, forms, and ads in one place
  • Respond faster so you win the job before competitors
  • Automate reminders, follow-ups, and review requests
  • Shorten the time between quote, job, and payment
  • Turn repair jobs into recurring maintenance agreements

The sections below walk you through exactly how to configure GoHighLevel to achieve these outcomes.

Step 1: Set Up GoHighLevel To Capture HVAC Leads

Your first job is to make sure every new prospect automatically lands in your GoHighLevel account.

Connect Your HVAC Phone Lines To GoHighLevel

  1. Purchase or connect tracking numbers in GoHighLevel for each lead source (Google Ads, website, postcards, etc.).
  2. Forward those tracking numbers to your main office or dispatcher line.
  3. Confirm inbound calls are logged as conversations and new contacts in your GoHighLevel CRM.

This gives you a full record of which marketing channels are generating calls and booked jobs.

Build Lead Capture Forms And Chat Widgets With GoHighLevel

  1. Create a new form for HVAC estimate requests and service calls.
  2. Add fields such as name, phone, email, address, service type, and preferred time.
  3. Embed the form and chat widget on your website and landing pages.
  4. Test by submitting a few sample requests and confirm they appear as contacts in GoHighLevel.

Now you have a single place where all HVAC leads are captured, no matter how they contact you.

Step 2: Automate Fast Responses With GoHighLevel

Responding quickly is often the difference between winning and losing an HVAC job. Use GoHighLevel automation so every lead gets an instant reply.

Create An Instant Response Workflow In GoHighLevel

  1. Open the automation section and create a new workflow for New Lead – HVAC.
  2. Set the trigger to fire when a contact submits your HVAC form or calls from a tracking number.
  3. Add actions to send a text reply confirming you received their request.
  4. Include a short message such as: “Thanks for contacting us about HVAC service. We’ll call in a few minutes to confirm details.”
  5. Optionally, send an instant email with the same confirmation and a link to your reviews page.

This makes your company look responsive even when the office is busy.

Route New HVAC Leads To The Right Person

  1. Inside your GoHighLevel workflow, add internal notifications for your dispatcher or sales team.
  2. Send a notification via SMS or email with the contact name, phone, and service requested.
  3. Assign the new lead to the correct user or pipeline stage automatically, such as “New Estimate Request”.

By routing leads correctly, you ensure the right technician or estimator follows up quickly.

Step 3: Use GoHighLevel Pipelines To Close More HVAC Jobs

Visual pipelines in GoHighLevel help your team track every HVAC opportunity from inquiry to paid invoice.

Build An HVAC Sales Pipeline In GoHighLevel

  1. Create a new pipeline called HVAC Jobs.
  2. Add stages like:
    • New Lead
    • Estimate Scheduled
    • Estimate Sent
    • Job Booked
    • Completed – Awaiting Payment
    • Paid
  3. Make sure every new contact from your forms or calls is automatically added to the New Lead stage.
  4. Train your team to move each opportunity through the stages as they progress.

This makes it easy to see bottlenecks, such as estimates not being sent or jobs not being scheduled.

Automate Follow-Ups For Open HVAC Estimates

  1. Create a new workflow triggered by the Estimate Sent stage in your GoHighLevel pipeline.
  2. Add a delay of 24–48 hours, then send a friendly follow-up text or email asking if they have any questions.
  3. Add another reminder a few days later with an option to book directly by replying or clicking a link.
  4. End the workflow once the contact moves to the Job Booked stage.

Consistent follow-up helps you close more HVAC estimates without manual chasing.

Step 4: Accelerate HVAC Payments With GoHighLevel

Once jobs are completed, your goal is to get paid as quickly as possible. Use GoHighLevel to automate invoice and payment reminders.

Send Digital Invoices Using GoHighLevel

  1. Integrate your invoicing or payment system with GoHighLevel, if available.
  2. Create a workflow triggered when a job moves to the Completed – Awaiting Payment stage.
  3. Send a text and email that includes a link to the invoice or payment page.
  4. Use clear language reminding the customer their HVAC job is complete and payment is due.

Customers appreciate the convenience of paying from their phone without calling the office.

Automate Friendly Payment Reminders

  1. Add a 3-day delay inside the same workflow.
  2. If the contact is still in the Awaiting Payment stage, send a gentle reminder.
  3. Repeat once more after a week, adjusting the tone to remain professional but firm.
  4. When payment is received, automatically move the contact to the Paid stage and stop reminders.

This system helps you stabilize cash flow while reducing awkward collection calls.

Step 5: Keep HVAC Customers For Life With GoHighLevel

The biggest profit center for many HVAC companies is repeat service and maintenance plans. GoHighLevel makes it easy to stay in touch automatically.

Set Up Maintenance And Tune-Up Campaigns

  1. Segment your contacts into groups such as:
    • New Install Customers
    • Repair Only Customers
    • Maintenance Plan Members
  2. For each segment, build a nurture campaign in GoHighLevel with:
    • Seasonal tune-up reminders
    • Filter change reminders
    • Educational tips on energy savings
  3. Schedule messages ahead of key seasons (spring and fall) when HVAC demand is high.

Regular communication reminds customers to book with you instead of searching for new providers.

Automate Review And Referral Requests With GoHighLevel

  1. Create a workflow triggered when a customer moves to the Paid stage.
  2. Add a delay of 1–2 days after job completion.
  3. Send a text asking how their experience was, plus a link to leave a review on your preferred review site.
  4. Optionally, send a follow-up message offering a referral incentive if they send a friend or neighbor.

More reviews boost your local search ranking and make future GoHighLevel campaigns more effective.

Best Practices For Running HVAC Systems On GoHighLevel

To keep your setup efficient and scalable, follow these ongoing practices.

  • Review pipelines weekly to spot stuck jobs and follow up.
  • Update automation templates with seasonal promotions or new services.
  • Train your office team to log all calls and outcomes directly in GoHighLevel.
  • Monitor which campaigns bring the most profitable HVAC jobs and reinvest in them.

If you want help implementing this HVAC playbook and optimizing your GoHighLevel setup, you can work with specialists at Consultevo.

Start Implementing Your GoHighLevel HVAC Playbook

Using GoHighLevel as your central operating system transforms how your HVAC business captures leads, books jobs, and gets paid. By setting up lead capture, instant responses, organized pipelines, automated invoices, and long-term nurture campaigns, you build a predictable engine for growth instead of relying on sporadic calls.

Follow the steps in this how-to guide, customize the messages for your brand, and refine your automations over time. With consistent use, GoHighLevel can help you turn more estimates into profitable, long-term HVAC relationships.

Need Help With ClickUp?

If you want expert help building, automating, or scaling your GHL , work with ConsultEvo — trusted GoHighLevel Partners.

Scale GoHighLevel

“`