Automated Lead Management System for Landscaping Businesses.

01 The Problem: Anxiety & Inconsistency

For many landscaping businesses, all inquiries end up in the same place, regardless of urgency or job size. Leads from Google search, local service ads, Facebook ads, and website forms are handled manually.

This creates a bottleneck where:

• Urgent tree removal requests get delayed.
• High-value hardscaping projects receive slow responses.
• Owners spend time sorting messages instead of running the business.

02 The Solution: Three Lanes of Service

I designed a custom lead automation system that acts as a digital intake and dispatch assistant. When a new inquiry is submitted, the system:

The system categorizes leads into three primary groups:

landscaping_triage_v2.json

Figure 1: The "Digital Foreman" Triage Logic

Figure 2: The Structured Lead Database (Airtable)

03 Built-In Escalation & Control

For emergency situations, I engineered a safety net. If an urgent lead is not acknowledged within a 15-minute window, the system triggers a secondary Escalation Layer (SMS to backup manager) to ensure nothing is missed.

Manual control fields in the CRM allow the business to:

• Mark when the owner has taken action.
• Stop the escalation timer immediately.
• Track lead status clearly inside the CRM.

{
  "process": "EMERGENCY_ESCALATION",
  "trigger": "Lead_Labeled_Urgent",
  "monitoring_loop": {
     "wait_time": "900000", // 15 Minutes
     "check_status": "Airtable_Field('Owner_Ack') == TRUE",
     "on_success": "End_Workflow",
     "on_fail": {
        "action": "TRIGGER_BACKUP_CALL",
        "recipient": "Shop_Manager_Cell",
        "message": "URGENT: Owner has not responded to Tree Emergency #1042."
     }
  }
}

Simulated logic of the Escalation Safety Net.

04 The Impact