Automated Storm-Response & Lead Management for a Restoration Agency

A white-label digital marketing agency serving water damage, fire damage, and mold restoration companies across the United States, requiring an automated storm-triggered lead system, scalable client onboarding, and full-funnel performance tracking across all sub-accounts.

CHALLENGE

Restoration companies live and die by response speed — the first company to reach a homeowner after a storm, flood, or fire wins the job. The agency had no automated way to reach homeowners in affected areas immediately after a weather event. Lead sources were untracked, onboarding new restoration clients was slow and inconsistent, and review collection was entirely manual.

SOLUTION

We built a complete white-label infrastructure on GoHighLevel, integrated with Make.com and OpenWeatherMap, purpose-built for restoration companies that depend on being first to respond — 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 — auto SMS fires within seconds of any missed call

• Automated review requests triggered at "Job Completed" stage (Google, Yelp, BBB) based on platform selected per contact record

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 restoration prospect their local market ranking, link tracked, auto-tags Warm Lead if clicked within 24 hours, follow-up sequence fires automatically if not clicked

Client Sub-Account Snapshot

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

• Pipeline stages: Lead → Assessment Booked → Assessment Done → Quote Approved → Job In Progress → Job Completed

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

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

• Custom contact fields: zip code, service type (water/fire/mold), storm response active (yes/no), job revenue amount

Storm-Response Automation (Make.com + OpenWeatherMap + GHL)

• Make.com monitors live weather across all restoration client zip codes pulled directly from GHL — no manual sheet maintenance required

• Storm thresholds per event: Heavy Rainfall, Flash Flood, Hurricane, Hail, High Wind — restoration is the #1 post-storm emergency service

• Contact filtering: paying clients only, matching zip code, opted-in only

• Three-phase communication workflow:

Phase 1 — Pre-storm email: "Is your property protected? Here's a checklist to minimize water and storm damage"

Phase 2 — Silence during active storm (zero spamming)

Phase 3 — Post-storm SMS + Email: free damage assessment offer + follow-up message 2 days after storm clears

• Storm tag auto-removed after defined period so contacts re-qualify for the next weather event without any manual intervention

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, storm threshold adjustment guide, and troubleshooting manual

RESULTS

• Restoration clients reach storm-affected homeowners before competitors call

• New clients onboarded in minutes via master snapshot duplication

• 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 stage

• Full A2P compliance protecting SMS deliverability across all clients

KEY TECHNOLOGIES

GoHighLevel · Make.com · OpenWeatherMap API · BrightLocal · Search Atlas

Mailgun · Twilio · Google Business Profile · A2P 10DLC

IMPACT QUOTE

"Restoration is all about being first. This system now contacts homeowners

in the affected zip code within minutes of a storm passing - our clients

are booked before most competitors even know the storm happened."

— Agency Owner, Orants AI Client