PIPELINE STAGES New Lead → Attempted Contact → Contacted → Quote Sent → Booked → Service Complete → Invoice Sent → Invoice Paid → Google Review Requested → Monthly Plan Pitched → Monthly Plan Active → Seasonal Campaign → Lapsed Client → Win Back

Form submitted — you get an instant text with their info, they get a thank you email, a contact record is created instantly, and one minute later they get a personal text letting them know you are already on it.

No response — a follow up text sends two hours later and another the next morning automatically. If still nothing after day three a final text sends with a first time offer attached.

Quote sent — if no response after two days a follow up sends automatically. Day five another one. Day ten a final reach out.

Booking confirmed — a confirmation goes out immediately, a reminder the day before, and a text an hour before the appointment.

Service complete — a same day thank you goes out and two hours later a Google review request sends with a direct link while the experience is still fresh.

Google review received — four or five stars triggers an automatic referral ask. One to three stars flags internally so you can call before it becomes a public problem.

One week after service — an automated text goes out asking if they want to talk about a monthly maintenance plan.

Monthly plan declined — they enter a seasonal campaign automatically. Spring lawn prep offer in March, summer heat treatment in July, fall cleanup in October. All sending on their own all year.

Monthly plan active — a monthly check in text, a quarterly satisfaction message, and an automatic renewal reminder before the plan expires.

Sixty days without contact — a win back sequence sends. A friendly check in, a seasonal offer, a referral incentive. All automatic.

PIPELINE STAGES New Patient → Forms Sent → Forms Received → Appointment Booked → Visit Complete → Treatment Plan Sent → Treatment Accepted/Declined → Google Review Requested → Six Month Recall → Annual Recall → Lapsed Patient → Win Back

New patient form submitted — a welcome email goes out instantly with new patient paperwork attached, a contact record is created instantly, and a personal text sends one minute later welcoming them and explaining what to expect.

Forms not returned in three days — a gentle automated reminder sends without anyone having to notice.

Appointment confirmed — a reminder sends two days before with prep instructions, the morning of with your address and check in info, and a final text an hour before.

Service complete — a same day thank you goes out and two hours later a Google review request sends.

Google review received — four or five stars triggers a referral ask automatically. One to three stars flags internally for immediate personal follow up.

Treatment plan sent but not accepted — a follow up sends after five days, a second after two weeks with financing options, and a final reach out after thirty days.

Six month recall — sends automatically. If no response after one week a second reminder goes out. Twelve months with no visit starts a lapsed patient campaign with a returning patient offer.

Seasonal campaigns send automatically — a New Year smile promotion in January, a back to school reminder in August — going to segmented lists based on last visit date.

PIPELINE STAGES New Lead → Attempted Contact → Quote Sent → Booked → Service Complete → Invoice Sent → Invoice Paid → Google Review Requested → Recurring Plan Pitched → Recurring Plan Active → Seasonal Campaign → Lapsed Client → Win Back

Form submitted — instant owner notification, thank you email and text to lead, contact record created instantly.

No response — follow up text two hours later, email next morning, final offer day three.

Quote sent — two day follow up, five day follow up, day ten final reach out.

Booking confirmed — confirmation immediately, reminder morning of the clean with estimated arrival window.

Service complete — same day thank you, two hours later a Google review request sends.

Google review received — four or five stars triggers a referral ask with a discount for both parties. One to three stars flags internally immediately.

One week after service — an automated message goes out about recurring weekly, biweekly, and monthly plans.

Recurring plan active — monthly check in, quarterly satisfaction message. If a clean is cancelled a reschedule offer sends within the hour.

Invoice unpaid after three days — automated reminder sends. Again after seven days. Flagged internally after fourteen.

Seasonal campaigns target past clients not on a recurring plan — spring deep clean in March, holiday clean special in November, fresh start campaign in January.

Lapsed sixty days — win back sequence sends with a returning client discount and referral offer.

PIPELINE STAGES New Lead → Booking Confirmed → Day of Service → Service Complete → Upsell Campaign → Recurring Plan Pitched → Recurring Plan Active → Seasonal Campaign → Lapsed Client → Win Back

Booking submitted — instant confirmation text and email, contact record created instantly, tagged by vehicle type and service level.

Morning of appointment — a reminder sends with the estimated arrival window.

Thirty minutes before arrival — an on my way text sends automatically.

Service complete — same day thank you, two hours later a Google review request sends while the detail is still fresh and they are still admiring the result.

Google review received — four or five stars triggers a referral ask automatically. One to three stars flags internally for immediate personal follow up.

Three days after service — an upsell message sends based on what was booked. Basic wash clients hear about ceramic coating. Interior clients hear about a full detail package.

One week after service — a recurring monthly detail offer sends at a discounted rate.

Recurring plan declined — they enter a seasonal campaign tailored to what actually happens in Florida:

Love bug season hits twice a year in Florida — spring and fall — and those little guys destroy paint if they are not removed quickly. An automated campaign sends at the start of both seasons reminding past clients that love bug splatter is one of the most acidic things that can hit a car and offering a timely detail special before the damage sets in.

Pollen season in Florida turns every car yellow seemingly overnight. An automated spring campaign sends to past clients and cold leads reminding them what a fresh detail does for a pollen coated car and making it easy to book right from the text.

Summer rainy season brings water spots, humidity, and mold risk on interior surfaces. An automated campaign sends about a summer protection detail including sealant and interior treatment.

Pre-holiday clean sends in November so clients show up to Thanksgiving and Christmas gatherings in a clean car.

Lapsed sixty days — win back sequence sends with a discount and a referral offer.