Automated Lead & Reputation Management for a Plumbing Agency

A white-label digital marketing agency serving multiple plumbing companies across the United States, requiring a scalable CRM infrastructure to manage emergency leads, automate follow-ups, and drive consistent review growth.

CHALLENGE

The agency was handling plumbing clients with no centralized lead pipeline, no automated emergency response workflows, and no unified dashboard across accounts. Review requests were missed, call attribution was guesswork, and onboarding each new plumbing client took days of manual setup.

SOLUTION

We built a complete white-label infrastructure on GoHighLevel, integrated with Make.com, BrightLocal, and Search Atlas, delivered across six structured milestones.

Agency Infrastructure

• White-label GHL setup with custom domain, branding, and Mailgun SMTP

• Agency dashboard: traffic, form/chat submissions, BrightLocal citations, heatmaps, keyword rankings, reputation stats, and landing page leads

• Missed Call Text Back at agency level — auto SMS fires within seconds

• Automated review requests triggered at "Job Completed" stage (Google, Yelp)

Lead Capture & Tracking

• 3 landing pages + 1 website form + 1 chat widget, each tracked separately

• 4 GHL tracking numbers: website, GBP, LSA landing page, Facebook landing page

• "1st In Town" outbound funnel — Loom video showing prospect's local ranking, link tracked, auto-tags as Warm Lead if clicked within 24 hours

Client Sub-Account Snapshot

• Master GHL sub-account duplicated instantly for every new plumbing client

• Includes: forms, chat widget, missed call text back, pipeline stages, custom fields, tracking numbers, and reputation automation (Google + Yelp)

• Pipeline stages: Lead → Job Booked → Job In Progress → Job Completed

• Client dashboard: leads, conversions, ROI from job revenue field, GBP stats, LSA & Facebook ad numbers, page visits, reputation stats

• Call report: all inbound numbers, date range, and source attribution

Emergency Response Workflow (Make.com + GHL)

• Trigger fires when a contact submits an emergency plumbing request

• Immediate SMS + Email sent to homeowner confirming response within 2 hours

• Internal alert pushed to plumbing company dispatcher in real time

• Follow-up SMS sent if no status update after 3 hours

• Post-job review request fires automatically once status moves to Job Completed

Compliance & Documentation

• A2P 10DLC registration completed at agency level

• Opt-in checkboxes and STOP logic on all forms and SMS workflows

• Full documentation: snapshot duplication, client onboarding, A2P steps, workflow adjustment guide, and troubleshooting manual

RESULTS

• New plumbing clients onboarded in minutes via snapshot duplication

• Emergency response SMS fires in under 60 seconds — zero manual effort

• All lead sources tracked and attributed separately across every channel

• ROI auto-calculated per client from job revenue data in GHL

• Review collection fully automated at the right pipeline moment

• Full A2P compliance protecting SMS deliverability across all clients

KEY TECHNOLOGIES

GoHighLevel · Make.com · BrightLocal · Search Atlas · Mailgun · Twilio

Google Business Profile · A2P 10DLC

IMPACT QUOTE

"Our plumbing clients went from missing calls and losing leads to having a

fully automated system that responds instantly, follows up, and collects

reviews - without anyone on our team lifting a finger."

— Agency Owner, Orants AI Client