Solutions
Lead-to-booking, scheduling and invoice automation for multi-site service businesses
For cleaning companies, clinics, physio and vet groups, property managers and franchises running several locations on GoHighLevel, a booking tool, Gmail and a spreadsheet of contractor invoices. We connect the tools you already pay for and automate the hand-offs between them.
Automated workflows from lead capture to win-back for a multi-location cleaning company
Service areas auto-tagged on every inbound lead
Lead captured, classified and in the CRM on a revops pipeline we built
The processes we are asked to fix in multi-site service businesses
Lead-to-booking
Leads arrive from Local Services Ads, the website, the phone and referrals, and someone re-types them into the CRM. A pipeline that captures, tags by location and service, routes to the right branch and follows up until booked or declined.
Contractor and supplier invoice checks
Invoices from contractors checked by hand against jobs done and rates agreed. A reconciliation step that matches invoices to completed jobs and flags the ones that do not add up, before they are paid.
Scheduling and reminders
Bookings, reschedules, reminders and no-show follow-ups handled by the office. Automations on top of your booking tool that reduce no-shows and rebook without a phone call.
Multi-location reporting
Each location reports differently and the owner rebuilds the comparison monthly. One dashboard: leads, bookings, revenue and reviews per location, pulled from the systems you already use.
Service-business automation we have shipped
Lead-to-revenue pipelines on the platforms service businesses already run: GoHighLevel, Make, n8n, HubSpot, QuickBooks.
Stellar Cleaners
Lead-to-revenue automation for a multi-location residential cleaning company on GoHighLevel, BookingKoala, Make, Gmail, Google Local Services Ads and Squarespace. Make polls Gmail every 15 minutes, parses Local Services Ads emails, and auto-creates tagged contacts and opportunities. A seven-stage pipeline and six automated workflows run capture-to-rebooking with stop-on-response logic.
6 automated workflows from lead capture to win-back
Location-based auto-tagging across 10 service areas
7-stage pipeline with timed escalation
Real-time owner and office push notifications
Smart Lead Automation
A self-hosted n8n workflow on AWS that handles the full lead lifecycle in under two minutes: Google Form → Google Sheets → GPT-4o-mini classification (Hot/Warm/Cold with reasoning) → Slack → HubSpot contact and deal → QuickBooks customer record. No manual step from capture to CRM.
End-to-end in under 2 minutes
AI scoring with a one-line reason per lead
4-system sync: Sheets, Slack, HubSpot, QuickBooks
Failure alerts and a weekly summary for the owner
Which hand-off between your tools is still a person?
What a build like this looks like in practice
Weeks for a lead-routing pipeline
fixed price, on the platform that fits your volume and stack
Polling cadence on the cleaning build
tunable per business; nothing waits for a person
Runbook and failure alert
left with every pipeline, because a pipeline nobody can see stops quietly
Multi-site service businesses: common questions
We run on GoHighLevel. Do you work inside it or replace it?
Inside it. GoHighLevel is the right core for most multi-location service businesses; what it lacks is the glue to the other tools (booking, email parsing, accounting) and the logic that decides what happens next. We build that glue on Make or n8n and configure the pipelines and workflows in GoHighLevel itself, as we did for Stellar Cleaners.
Make, n8n or Zapier: which will you use?
It depends on volume, branching and whether there is an AI step. Under a few hundred leads a month with standard tools, Zapier. High branching across locations and service lines, Make. Thousands of events, AI classification or data that must stay on your servers, self-hosted n8n. We wrote up the decision rules in the blog post linked above.
Can you automate contractor invoice checking?
Yes. The pattern is: invoices arrive by email or upload, are parsed, matched to completed jobs and agreed rates, and anything that does not reconcile is flagged for a person. The approval stays with you; the matching and chasing do not.
What happens when something breaks at 2 a.m.?
Every pipeline we leave behind has retries, a failure alert to the owner or office, and a weekly summary of what it processed. The goal is that you find out a lead was dropped from the alert, not from the salesperson a week later.
How long and how much?
A lead-routing or invoice-reconciliation pipeline is a fixed-price build, typically delivered in one to two weeks after a Process Audit. Tool subscriptions are on top and are yours.
Which process goes first?
Tell us which process is still manual. The first call is a working session, not a pitch.
