// Case Study
Six interconnected systems turn inbound calls, web-form leads, and a 4,000-contact database into confirmed ServiceTitan bookings with zero dispatcher involvement, from form fill to booked job.
The problem
Goodfellas was losing HVAC leads to competitors who called faster. Web-form submissions sat uncontacted for hours, peak-season inbound calls went unanswered, and thousands of dormant contacts were never re-engaged.
Every qualification call needed a dispatcher to walk five data points manually before ServiceTitan. After-hours calls hit voicemail and were lost, and no call analytics existed to see where leads dropped off.
Six interconnected systems on self-hosted n8n, orchestrating Retell AI voice, GoHighLevel, and ServiceTitan.
A GHL form triggers an n8n flow that normalises the phone number to E.164 and fires a Retell AI call within minutes, using a 5-question qualification script with 4-bucket routing.
Retell to n8n to GHL (find or create contact, native booking) to a Zapier webhook to ServiceTitan, completing in under 10 seconds with a fallback booking link.
The same qualification and routing, running 24/7, with an after-hours flag that changes both the greeting and the routing logic automatically.
Every call logged to PostgreSQL with 15+ fields (duration, recording, sentiment, routing category, issue and unit type, urgency, booking status) with a 7-branch GHL follow-up.
Four n8n workflows pulling 60-message history from PostgreSQL, routing to 4 AI agent types with 6 booking functions, backed by a knowledge base of vector embeddings in Supabase.
A CSV upload triggers a multi-touch per-lead sequence (SMS, AI call, SMS, email), with any reply immediately exiting the contact from the sequence.
Zero dispatcher time on lead qualification.
Inbound and outbound calls handled 24/7 with automatic after-hours detection.
4,000+ dormant contacts cycled through a structured multi-touch sequence.
A 5-system booking chain completing in under 10 seconds with a fallback booking link.
15+ fields of call intelligence logged per call.
A text engine routing to 4 specialist agents with 60-message memory and live booking functions.
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