CRM & Business Automation
Arctic Dry Ice Service Management System
A GoHighLevel service management system built more than a year ago to manage service requests, quotes, bookings, vehicle check-ins, service updates and invoicing.
01 / CONTEXT
The situation
A custom service workflow built around GoHighLevel's CRM and Custom Objects, connecting customer requests, quoting, booking, service status updates, and invoicing into one process.
02 / PROBLEM
Where the work got stuck
The service process involved several steps, including collecting vehicle information and images, reviewing the request, providing a quote, booking the service, checking in the vehicle, updating the service status, and sending the invoice.
THE SHIFT
From friction to flow.
Before / the friction
Service request
Manual review
Quote
Booking
Service
Invoice
Information and customer communication had to be managed across multiple steps.
After / the system
Service Request
Custom Service Record
Quote
Booking
Check-in
In Progress
Complete
Invoice
Each service has its own record and status, with automated customer and internal notifications.
03 / SOLUTION
What I built
I built a custom service management system in GoHighLevel using a Custom Object to manage each service.
When a customer submits the service request form, a service record is created automatically. The team can review the request, add the quote amount and estimated duration, and send the customer the next step.
Once the service is booked, the team can manage the service through different stages, including check-in, in progress and completion. Automated emails keep the customer updated throughout the process.
For completed services, an invoice link from Xero can be added to the service record, triggering the customer invoice notification.
04 / WORKFLOW
How it works
- 01
Customer submits the service request form
- 02
A Custom Service record is created automatically
- 03
The team receives the request and reviews the details
- 04
Vehicle images, service type and other information are reviewed
- 05
Quote amount and estimated duration are added
- 06
Customer receives the quote
- 07
Customer books a service date and provides the vehicle handover details
- 08
Team checks the vehicle in
- 09
Service moves to In Progress
- 10
Service is completed
- 11
Xero invoice link is added
- 12
Customer receives the invoice notification
05 / ARCHITECTURE
The system behind it
- 01Customer
- 02Service Request Form
- 03GoHighLevel CRM
- 04Custom Service Object
- 05Automation Workflows
- 06Quote / Booking / Status Updates
- 07Xero Invoice
- 08Customer Notification
This version is enough to launch the project now. I would not add made-up metrics or claim specific time/cost savings, because the walkthrough doesn't provide those numbers.
06 / OUTCOME
What changed
The system brought the main service process into one CRM workflow and reduced the need to manually track each stage.
The team can manage service requests, quotes, bookings, vehicle status, service progress and invoice communication from a connected system.
TOOLS IN THE SYSTEM
CLIENT PROOF
What the client said.
Next step
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