GoHighLevel for Appliance Repair: Automate Model Intake, Parts Pulls, Dispatch, Warranties, Reviews
GoHighLevel turns appliance repair into a system. You collect model and serial by photo, build parts pull sheets, route by zones, collect deposits for special orders, log warranty fields, and grow reviews and neighbor jobs.
TL;DR
- Capture service requests from your website or Google My Business
- Automate appointment scheduling and reminders
- Centralize client info, job status, and payments
- Send follow-up emails and SMS for repeat work
- Reduce no-shows and scale your operation
🏆 Start your Highlevel journey today
TL,DR2
Appliance jobs are lost to slow quotes, missing model numbers, wrong parts on the van, and zigzag routes. GoHighLevel captures every lead, collects brand and model from a photo, auto builds a parts pull sheet, books emergency or scheduled windows, batches routes by zone, logs warranty fields, and requests reviews. Fewer second trips, tighter days, more upsells.
Pain points you are paying for
- “What do you charge” loops, no model, no serial, vague symptoms.
- Tech arrives without the board, valve, belt, or gasket. Second trip.
- Routes cross the city, 70 to 100 km per day, low billable hours.
- After hours calls without card on file.
- Warranty claims missing model, serial, labor codes.
- No review or maintenance nudge after the fix.
What the system does
- Capture phone, SMS, forms, and Google messages in one CRM.
- Qualify in 90 seconds, appliance type, brand, model, serial, symptoms, photos, short video optional.
- Parts auto build a picklist from model lookup rules in your knowledge base.
- Book 2 hour windows with travel buffers, emergency or scheduled, after hours premium when needed.
- Assign by zone and skill tags, sealed system, gas, stacked laundry, built in.
- Payments card on file, deposit for high part cost, balance link with tip buttons.
- Warranty fields stored, model, serial, install date, claim or labor code, photo proof.
- Reviews request 2 hours after visit, neighbor offer at day 7.
Fast intake flow that converts
- Caller selects emergency or scheduled.
- AI asks appliance type, symptoms, location, then prompts for model and serial photos.
- System presents a clear diagnostic fee and a realistic parts or labor range.
- Client picks a window, adds card on file or pays deposit if the part is special order.
- Tech receives a job card with symptoms, photos, model, serial, likely parts, and safety notes.
Intake fields that keep quotes accurate
- Appliance, refrigerator, range, wall oven, microwave, dishwasher, washer, dryer, stack, cooktop, hood, wine fridge, ice maker.
- Brand, model, serial, photo of rating plate.
- Symptoms, no cool, warm freezer, no heat, leaks, loud spin, no drain, error code.
- Install type, freestanding, built in, stacked, gas or electric.
- Age if known, purchase or install date.
- Water and drain hookup access, shutoff present yes or no.
- Access notes, stairs, elevator, tight cabinet, counter removal, gas shutoff.
- Photos, rating plate, full front, interior defect, install context, floor protection needed.
- Short video, noise or fault demo.
- Map pin for routing.
Example pricing rules, USA friendly
Ranges are USD. Adjust to your labor and parts policy. Keep limits visible.
| Task | Typical price, USD | Limits | Notes |
|---|---|---|---|
| Diagnostic and first 30 minutes | 89 to 149 | per visit | Applies to most calls |
| After hours or weekend premium | +30 to +60 percent | labor only | Card on file required |
| Refrigerator, defrost system repair | 180 to 360 | labor only | Board or heater parts extra |
| Refrigerator, icemaker replace | 160 to 320 | labor only | Water shutoff required |
| Dishwasher, drain pump replace | 160 to 300 | labor only | Pull and reset included |
| Dishwasher, inlet valve replace | 140 to 260 | labor only | Check for supply debris |
| Range or oven, igniter replace | 160 to 300 | labor only | Gas shutoff access required |
| Cooktop, element or switch | 140 to 280 | labor only | Glass top handling noted |
| Microwave, magnetron or diode | 200 to 420 | labor only | High voltage safety, bench preferred |
| Washer, drain pump replace | 160 to 300 | labor only | Hose inspection included |
| Washer, door boot or bellow | 200 to 380 | labor only | Counter clearance needed |
| Dryer, belt or idler kit | 140 to 260 | labor only | Clean out included |
| Dryer, heater element replace | 160 to 300 | labor only | Vent test included |
| Built in removal and reset | 60 to 140 | add on | Per unit, cabinetry risk consent |
| Second trip due to parts | 0 | if intake complete | Your guarantee when model, serial, photos are supplied |
Rules
- Special order parts over a set amount, collect a deposit before ordering.
- If photos show built in, stacked, gas line, or sealed system, add time factor and skill tag.
- No model or serial provided, keep the quote at diagnostic only, no parts commitment.
Routing and capacity logic that protect margin
- Zone calendars, keep techs inside 10 to 15 km radii, target under 60 km per day.
- Buffers 15 to 25 minutes between homes, longer for built ins or stacked.
- If a tech does not accept inside 2 minutes, auto route to the next qualified tech in zone.
- Traffic or weather flag, add buffer and reorder by proximity.
- Keep a short job hotlist near each zone to fill gaps.
High impact automations
- Missed call text back in 15 seconds with intake link and rating plate photo example.
- Model helper with brand examples, where to find the plate for each type.
- Parts pull sheet to van stock and warehouse.
- Deposit link for special orders, auto order on payment.
- Prep SMS day before, clear counter, water shutoff, floor protection note.
- On site approvals one tap for add time, haul away, or trim kit.
- Auto charge after visit, tip buttons at 10, 15, 20 percent.
- Review request 2 hours after visit, reminders at day 3 and day 7.
- Neighbor offer link for same street, expiry inside 7 days.
- Warranty bundle email, invoice plus photos plus model and serial.
Scripts that convert
- First reply, “Share one photo of the rating plate and one of the front. I will give you a diagnostic fee and a realistic range now.”
- Anchor, “Diagnostic is 89 to 149 USD. For your model the common fix is 180 to 300 USD in labor, parts extra. I can hold 10:00 to 12:00 or 13:00 to 15:00.”
- Parts consent, “This part is special order. A small deposit confirms it today. We schedule as soon as it lands.”
- Built in clarity, “This is built in. We will protect floors and cabinets. There is a small removal and reset add.”
- Close, “I will send prep notes and a secure card link now.”
Metrics to track weekly
| Metric | Target | If below target, do this |
|---|---|---|
| First response time | under 2 minutes | Turn on missed call text back, extend AI hours |
| Intakes with model and serial | over 85 percent | Stronger photo prompts and examples |
| First trip completion rate | 70 to 85 percent | Expand van kits, improve parts rules |
| Daily km per tech | under 60 km | Tighten zones, raise buffers |
| Quote to booking | 60 to 80 percent | Show ranges early, offer two windows |
| After hours collection, card on file | 100 percent | Enforce policy in intake |
| Review rate | 25 to 40 percent | Ask at 2 hours, remind day 3 and 7 |
Real example, compact
A three tech team in Scarborough added model photo intake and parts pull sheets. In 45 days: 302 inquiries, 88 percent with model and serial, first trip completion 79 percent, daily km per tech 73 to 46, second trip rate cut by 41 percent, reviews 12 to 39, average ticket up 16 percent from on site add ons.
Owner insights
- Rating plate photos decide first trip success.
- Special order deposit policy protects cash flow.
- Zones beat squeezing one small job across town.
- Warranty fields captured once save hours later.
Setup blueprint in GoHighLevel
- Intake form, appliance, brand, model, serial, symptoms, install type, access, photos, map pin.
- Knowledge base, model to common parts rules, diagnostic ranges, special order policy.
- Calendars by zone and skill tags, with buffers and capacity caps.
- Workflows, missed call text back, model helper, parts pull sheet, deposit links, approvals, auto charge, reviews, neighbor offer, warranty bundle.
- Payments, card on file for after hours and special orders.
- Dashboards, response time, first trip completion, km per tech, review rate.
- Test with 20 real leads, tune ranges, buffers, and kit lists.
FAQs
How do I cut second trips
Require rating plate photos and a front shot before booking. Use the model rules to create a parts pull sheet.
What about after hours calls
Publish the premium in intake and require card on file. Offer first morning window as a lower cost option.
How do I handle built in or stacked units
Add a removal and reset line, collect consent, and add time. Protect floors and cabinetry.
Do I need deposits for parts
Yes for special order or high cost parts. Auto order only after payment.
Can I track warranties cleanly
Yes. Store model, serial, install date, claim or labor codes, and photos. Attach the bundle to the invoice automatically.
Commercial next steps
- Deploy the appliance repair snapshot with photo intake, parts pulls, zones, deposits, and warranty bundles.
- Train CSRs on the model helper script.
- Audit van kits weekly against parts pull data.