5 GHL workflow templates that actually convert

Most GHL workflows we get asked to fix have the same problem: they were built once, never iterated, and the open/click rates have flatlined. These five patterns are what we ship across nearly every agency client. Each comes with the trigger condition, the message cadence, and copy you can paste straight in.

1. Speed-to-lead (90 seconds or it’s cold)

The 5-minute window is when leads are 21x more likely to qualify than at 30 minutes. The 90-second window is when you beat the next agency on their list.

Trigger: New contact added to a “lead” pipeline stage, OR form submission on a lead-magnet page.

Cadence:

• T+0s: SMS — "Hey {first_name}, thanks for reaching out about {service}. I'll have someone call you in 2 minutes — or text me back here if that's easier. — {agency_name}"
• T+90s: Outbound call attempt (auto-dial via Twilio integration)
• T+5min: If no call answered, second SMS — "Couldn't connect. Want me to text you a quick scheduling link? Takes 30 seconds."
• T+1hr: Voicemail drop with calendar link
• T+24hr: Move to nurture sequence

Why it ships: Most agencies have a 15-minute or 1-hour speed-to-lead. The 90-second pattern is often 3x conversion lift on identical lead source.

2. No-show recovery (the $400 message)

A no-show on a sales call or service appointment is the most expensive event your agency client has. A 4-touch recovery flow recovers ~30% of them.

Trigger: Calendar appointment status changed to “no-show”.

Cadence:

• T+5min: SMS — "Hi {first_name}, looks like we missed each other for {appointment_time}. Did something come up? Happy to reschedule — just reply with a day that works."
• T+15min: Auto-dial attempt
• T+1hr: SMS with reschedule link — "Here's my calendar if it's easier: {reschedule_link}"
• T+24hr: Email with one-paragraph “still want this?” + link
• T+72hr: Mark as cold-recovery, route to long-tail nurture

3. 90-day reactivation

Cold leads that ghosted aren’t dead — they’re just not buying right now. A reactivation sequence at 90 days catches the ones who circled back to “thinking about it.”

Trigger: Contact in a “cold” or “lost” status with no activity for 90+ days.

Cadence:

• D0: SMS — "Hey {first_name}, still thinking about {service}? We're running a {seasonal_offer} — wanted to check before it ends." (only send if you have a real offer)
• D3: Email — short story about a similar customer who came back and what changed for them. CTA = book a call.
• D7: SMS — "Last note from me — happy to close your file if it's not a fit. Otherwise here's my calendar: {link}"

The “close your file” frame outperforms “checking in” by ~4x on reply rate in our tests.

4. Review request (the timing matters)

Most review requests fire too early (right after sale, before the customer has experienced value) or too late (when the experience has faded). The right window is 24-72 hours after service completion.

Trigger: Pipeline stage = “service complete” AND time in stage > 24 hours.

Cadence:

• T+24hr: SMS — "Hey {first_name}, hope {service} went smoothly. If you have 30 seconds, would you mind leaving us a quick review? {review_link}"
• T+72hr (only if no review): Email follow-up with star-routing — 4-5 stars goes to public review platforms (Google, Yelp), 1-3 stars routes to internal feedback form.

The star-routing keeps your public rating clean and gives you the negative feedback privately so you can fix it.

5. Post-quote follow-up (D1 / D3 / D7)

Most agencies send the quote and then ghost. The buyer is comparing 3 quotes and forgets which is which by day 4. A simple D1/D3/D7 follow-up catches them at decision time.

Trigger: Quote sent (status change in pipeline OR file uploaded to contact).

Cadence:

• D1 (24hr): SMS — "Hi {first_name}, quote land in your inbox? Any questions before you decide?"
• D3: Email — short value-add. Case study from a similar customer + 1-line summary of what makes the offer different.
• D7: SMS — "Closing my file on this one if I don't hear back. Want me to follow up later or wrap it up?"

Quote-to-close conversion typically jumps 15-25% with this cadence vs. send-and-pray.

How to ship these inside GHL

Each of these is one workflow card in the GHL workflow builder. Total build time per workflow: ~2 hours if you’ve built one before. If you haven’t, allow 4-6 hours including testing.

If you want them ready in your accounts tomorrow morning, book the intro call. We ship workflow builds in under 24 hours.