CRM for Contractors That Catches Every Lead
We set up HighLevel so every call, form and chat message lands in one list with a name, a source and a next step.
A customer calls while you are under a sink, gets voicemail and calls the next plumber on the list. A CRM for contractors exists to stop that. Right now your leads probably live in missed calls on your phone, quotes in a notebook and a shared inbox that nobody checks after the office closes. We set up HighLevel (the app your crew and office use is called LeadConnector) so every call, form and chat message lands in one list with a name, a source and a next step. We build it, train your office, and keep it running as part of a monthly plan.
Missed-call text-back, quote follow-up and review requests
You are on a roof when a customer calls your tracking number and nobody answers. Quotes go quiet for a similar reason: you are busy, and the customer assumes you lost interest. Four parts of the setup cover both.
Missed-call text-back
HighLevel sees the unanswered call and sends a text from that same number within seconds. When the customer replies, the message lands in the shared inbox and as a notification in the LeadConnector app on your phone and your office's phones. Whoever picks it up answers from the app, and the thread stays attached to that contact.
Wording and rules
The text names your company and asks what the customer needs. We write it with you so it sounds like your company, and we set rules so it skips numbers that cannot receive texts and callers you already spoke with.
Quote follow-up
A follow-up sequence starts when you move a contact to the quoted stage. It sends a text and an email on a schedule you approve, and it stops the moment the customer replies or you move them to booked or lost. You move the card, and the sequence handles the reminders.
Review requests
When you mark a job won and complete, HighLevel texts the customer a link to your Google review page, with one reminder if they do not respond. It goes out while the job is fresh, so you collect reviews as a side effect of closing jobs instead of remembering to ask.
Our post on missed call text back covers the exact wording and the mistakes to avoid. Texting from a business number needs carrier registration, so the text-back may go live a few days after the rest of the setup.
What a CRM for contractors does that a phone and a notebook cannot
In HighLevel, each contact sits in a pipeline with six stages: new lead, contacted, quoted, booked, won and lost. A call that comes in while you are on a job creates a contact, and so does a web form or a message through the chat widget on your site. Each contact carries its source, so you can see which channel produced it.
We give each channel its own call tracking number. Google Ads gets one, your Google Business Profile gets one, your website gets one, and a truck wrap or yard sign can get one. Every number forwards to the phone you already use, so customers reach you the way they always have, and each call is tagged with where it came from. That is call tracking for contractors in practice, and it is the data we use later to work out what each new customer cost you.
Most owners know how many jobs they booked last month. Few can say how many people called, how many got a quote, and where the rest went. Once every contact has a stage, that answer is one screen away.
What we set up in the first 30 days
We start with the phone numbers and the missed-call text-back because that is where leads are lost fastest. The rest follows the order in our guide to what to set up first in GoHighLevel for contractors.
Week 1
- Your HighLevel account, branded as LeadConnector, with your logo and business details.
- The six-stage pipeline, named in your own words for how you sell.
- Call tracking numbers for each channel, forwarding to your existing phones.
Week 2
- Missed-call text-back with your approved wording, plus an after-hours version.
- Routing for your website forms and chat widget into the same inbox.
Week 3
- Quote follow-up and review request sequences.
- A booking calendar if you want one.
Week 4
- The LeadConnector app installed on your phone and your office's phones, with a training session for whoever answers leads.
What you see on your phone and what we report
Open the LeadConnector app and you see new conversations at the top, the pipeline as columns you can drag cards across, and a log of every call with its source. You can reply, call back and move a lead forward without a laptop.
Our monthly report starts with calls and lead forms, because those connect to revenue. Next comes how many leads were contacted, quoted and won, and how many reviews came in. We are moving every client toward one number, cost to acquire a customer, and the pipeline and tracking numbers are what make it possible to calculate.
How we work with home service companies
We have worked with home service companies since 2015, first on marketing and now on the systems behind it. For a CRM that means the HighLevel account, the pipeline, the call tracking numbers, the missed-call text-back and the follow-up sequences, plus training for the people who answer your leads.
After launch you get a monthly report built from your own account. It shows calls and lead forms by source, how many leads were contacted, quoted and won, and how many reviews came in. A call with no source or a lead stuck in one stage shows up there too, so the next fix is easy to see.
Who this is not for
A one-person operation that takes three calls a week and answers all of them does not need this. A CRM pays off when leads arrive faster than you can track by memory. It is also a poor fit if you want software only, because our plan includes training and ongoing management. And if nobody in your company will open the app, the follow-up sequences have no one to hand replies to.
Questions owners ask
Do I have to change my phone number?
No. Your tracking numbers forward to your current line, and customers who already have your number keep using it.
What happens to my existing leads and customers?
We import your contact list from a spreadsheet or your current tool during setup, so you start with history instead of an empty pipeline.
How is this different from HomeAdvisor, Angi or Thumbtack?
Those marketplaces sell you leads. A CRM manages the leads you already get from your website, ads, referrals and phone calls, and it is yours to keep.
How much does it cost?
That depends on your call volume, number of locations and how much you want us to manage. We quote after a short audit of how your leads come in now.
Request a free audit
We review your site, profile and ads and send back what we find, then call at the time you pick.
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