Ever feel like you're juggling leads, follow-ups, missed calls, and bookings all at once? You're not alone.

In this post, I’m going to walk you through a real-world workflow automation example that transformed a local service business—from struggling with missed leads to doubling their monthly bookings in just 60 days.

Whether you’re a solo plumber, run a small cleaning crew, or operate a local landscaping company, this is something you can replicate starting today.

Meet the Business: Taylor’s Pressure Washing

Taylor owns a pressure washing business in Louisville, Kentucky. Like many small business owners, he was doing everything himself: answering phones, sending quotes, booking appointments, and following up—while still on the job site doing the work.

"I kept missing calls while I was power-washing driveways. I was literally rinsing leads away," Taylor told me.

He needed a way to automatically respond to leads, follow up, and stay on top of bookings without hiring a full-time assistant.

That’s where workflow automation came in.

The Problem: Missed Calls = Missed Business

Before implementing automation, here’s what Taylor’s customer journey looked like:

• A potential customer Googled “pressure washing near me.”

• They clicked on Taylor’s site and filled out a quote form.

• Or worse—they called, but Taylor didn’t pick up because he was on another job.

• That lead? Gone. Off to the next result on Google.

Taylor said, “I felt like I was bleeding business every week.”

He needed a simple, repeatable system to:

• Respond instantly to lead forms or missed calls

• Follow up without manual effort

• Book appointments while he worked

The Solution: A Simple Workflow Automation Example That Changed the Game

We implemented a 3-step lead workflow automation, which looked like this:

Step 1: Lead Form or Missed Call Triggers a Response

• When someone submitted a lead form or called and didn’t leave a voicemail, the system triggered an automatic text and email reply within 30 seconds.

• Text: “Hey, this is Taylor with Taylor’s Pressure Washing. Just missed your call—want a quick quote? Text me here or click to schedule: [link].”

• Email: A short version of the same, with a calendar booking link embedded.

Step 2: Auto-Follow-Up (2 Days)

• If the lead didn’t respond, the system followed up automatically 48 hours later with another text:
  “Still interested in pressure washing services? I’ve got a few openings this week.”

Step 3: Smart Reminders

• Once a lead booked, they received automated appointment confirmations and reminders via text and email—no more no-shows.

This is a classic workflow automation example of how simple steps can create huge results.

The Results: 2X Bookings in 60 Days

After setting this up, Taylor saw results almost immediately:

• 25% more leads converted within the first week

• No more cold leads slipping away after a missed call

• Bookings doubled in just 60 days—without adding a single staff member

Taylor’s favorite part?

“I’m finally working on driveways, not glued to my phone. Automation is my assistant now.”

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Why This Workflow Automation Example Works

Here’s why this setup works so well, and why it’s one of our go-to systems for local service businesses:

• Instant Gratification: Leads expect a fast reply. Responding in under 1 minute increases conversion rates dramatically.

• Human Feel, Automated Power: Using Taylor’s voice in the texts made the automation feel personal—not robotic.

• Persistence Without Pressure: The follow-up feels friendly, not pushy.

• Calendar Booking: You remove the back-and-forth and let people book instantly. Easy wins.

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Common Questions About This Workflow Automation Example

Q: What if I already use a CRM?

No problem—you can usually integrate or replicate this flow inside most modern CRMs (like HubSpot, Zoho, etc.). But if you're not using automation yet, GoHighLevel gives you everything in one place.

Q: What if I want to personalize the messages more?

Absolutely. You can use merge fields (like {{first name}}) and even insert personalized voice notes using apps like Bonjoro.

Q: What if I don’t get many form submissions?

You can apply the same workflow to missed calls, Facebook leads, or even DMs. It’s all about responding quickly, automatically, and with clarity.

Final Thoughts: Automate the Hustle, Not the Heart

The beauty of this workflow automation example is that it doesn’t replace human interaction—it enhances it.

Taylor now has more time to talk to booked customers, do better work, and even upsell services—all because he’s not scrambling to chase every new lead.

You can do the same.

Ready to Automate Your Workflow?

If you want help setting this up for your business, we’ll build your first lead workflow for free.

📞 Contact us at 877-706-2242
📧 Or shoot us an email at [email protected]

Let’s stop losing leads—and start booking more jobs.