RMS AI Lead Qualifier (Chat + SMS) for Home Services
Everything you need after install: what you got, how to make it yours, and how to review the bot before you let it run on its own.
Your AI lead qualifier, ready to configure.
This app installs an AI assistant that chats with new leads by text message, website chat and (once you connect them) Facebook Messenger and Instagram DMs. It finds out what the lead needs, collects the job details, scores the lead, offers a free estimate, and keeps your team in control. It comes with five workflows and the CRM records behind them. Everything arrives with placeholders. You fill in your business details, connect your channels, add a real team member for handovers, and review the bot’s replies before you let it run on its own.
Plan on 45 to 75 minutes for setup and testing. Human Handover, your users, your calendar and your channels must be set by you.
The bot starts in Suggestive mode. It drafts replies for you to review rather than sending on its own. Stay in Suggestive mode through your testing, and switch to Auto-Pilot only when you are happy (see Suggestive to Auto-Pilot).
What you need ready.
- A business account on the CRM platform with Conversation AI available, and a plan or wallet for usage charges (see Billing notes).
- A text-enabled business number with US registration (A2P 10DLC or toll-free verification) if you want to text leads.
- At least one real team user who can take over conversations, receive alerts and own tasks.
- A calendar (Google or Outlook) for estimate visits.
- Your business facts: trades, service area, hours, emergency policy, estimate policy and FAQ answers.
- Optional: a connected Facebook page (Messenger, Instagram DMs and Facebook lead ads) and a website for the chat widget.
Everything the install brings in.
Conversation AI bot: “RMS Home Services Lead Qualifier”
A prompt-based bot that writes in a short, text-message style, one question at a time. It stops after 12 replies in a conversation to prevent loops, and waits a few seconds before replying. Its actions are:
| Action | What it does |
|---|---|
| Knowledge base | Answers from your FAQs instead of guessing. |
| Contact info (10 fields) | Saves Trade, Job Type, Job Details, Service Address, Service ZIP, In Service Area, Urgency, Timeline, Homeowner and Preferred Contact to the contact, skipping what is already known. |
| Appointment booking | Offers times from the RMS Chat Estimate Calendar and books the estimate. The bot first makes sure it has the lead’s phone number and only then offers booking times. The bot pauses after a booking. |
| Lead Qualified (trigger workflow) | Starts the C2 workflow once the lead is qualified. |
| Stop Bot | Ends the bot’s conversation when appropriate. |
Human Handover is not switched on in the shipped bot, because it needs a real user from your account. You add it in step 6. The “Conversation Summary” field is also not mapped automatically in this build. Map it yourself if you want it filled.
Workflows (folder “RMS Chat”)
| Workflow | What starts it | What it does |
|---|---|---|
| C1 New Lead Instant SMS | A new contact is created, or a form is submitted. | Sends an immediate text to the new lead to start the conversation. The Facebook Lead Form trigger is not included because it needs your Facebook page. Re-add it in step 8 if you run Facebook lead ads. |
| C2 Qualification & Tagging | The bot’s “Lead Qualified” action (no trigger of its own). | Branches the lead as Out-of-area, Emergency, Hot, Warm or Cold, then tags it and moves the opportunity. Trade and homeowner tags are not applied. Those answers live in custom fields. |
| C3 Hot Lead Owner Alert | A lead tagged hot. | Alerts the assigned user and creates a callback task due in 1 day. It is unassigned until you assign a user (step 7). |
| C4 Estimate Booked | A booking on the estimate calendar. | Tags the contact, moves the opportunity to Estimate Booked, texts the lead a confirmation, then sends a reminder 24 hours before and a “see you today” text 2 hours before the appointment. It also texts the owner. |
| C5 No-Reply Nudge | A lead who stops replying. | Sends a short sequence of follow-up texts between 9 am and 7 pm. It stops as soon as the lead replies and does not re-enter the same lead. It does not move the opportunity to Lost, so you decide that. |
CRM structure
| Item | Contents |
|---|---|
| Custom values (6) | Business Name (rms_chat_business_name), Owner Phone, Owner Email, Booking Link, Business Hours Text, Service Area Text. |
| Custom fields (14) | Folder “RMS Chat”: Trade, Job Type, Job Details, Service Address, Service ZIP, In Service Area, Urgency, Timeline, Homeowner, Preferred Contact, Lead Score, Qualification Status, Source Channel, Conversation Summary. |
| Tags (25) | All start with rms-chat- (new-lead, engaged, qualified, hot, warm, cold, estimate-booked, human-handover, no-reply, nudge tags, out-of-area, emergency and more). |
| Pipeline | “RMS AI Qualifier Leads”: New Lead, Emergency - Call Now, Qualifying, Estimate Booked, Quote Sent, Won, Lost. |
| Calendar | “RMS Chat Estimate Calendar”: 60-minute free estimates, 30-minute interval, 15-minute buffer, 2 hours’ notice, 30-day window, Mon–Fri 8 am–5 pm (Central) as a starting point. Email confirmation on, text confirmation off. No team member is assigned. |
| Knowledge base | “RMS Chat KB - Business Info”: 38 FAQs (35 business FAQs plus 3 chat-only) with [[…]] placeholders. |
Twelve steps, in this order.
Menu names can differ slightly between accounts and over time. If you cannot find an item, search the settings for its name or email us.
Open the bot
Go to AI Agents → Conversation AI and open RMS Home Services Lead Qualifier. Confirm it appears and is the Primary bot. If you already have a primary bot, decide which one stays primary, because two primary bots on the same channel are not supported. The bot ships in Suggestive mode. Leave it there for now.
Fill in your custom valuesRequired
Go to Settings → Custom Values and fill in the six RMS Chat values.
| Custom value | What to enter | Shipped as |
|---|---|---|
| Business Name | Your company name | placeholder |
| Owner Phone | Cell for owner text alerts, e.g. +15125550123 | +15555550100 |
| Owner Email | Where owner alerts are emailed | owner@example.com |
| Booking Link | The booking link of your estimate calendar (see step 5) | https://example.com/book |
| Business Hours Text | e.g. “Monday to Friday 8am to 5pm” | placeholder |
| Service Area Text | Cities or area you serve | placeholder |
Replace the placeholders in the bot promptRequired
Open the bot’s Prompt (Bot Goals). Re-enter the business name in the bot settings, because app installs do not carry it. Then replace every [[PLACEHOLDER]] in the prompt. Text such as “(example: …)” is sample wording, so replace or delete it.
| Placeholder | Enter | Example |
|---|---|---|
[[BUSINESS_NAME]] | The name leads see | Smith Home Services |
[[TRADES_OFFERED]] | Trades you actually handle | HVAC, plumbing, roofing |
[[SERVICE_AREA]] | Cities or ZIP areas you serve | Greater Austin, TX |
[[BUSINESS_HOURS]] | Your hours | Mon–Fri 8am–5pm |
[[EMERGENCY_POLICY]] | What counts as an emergency and who follows up | 24/7 for burst pipes and no heat; the team calls back fast |
[[ESTIMATE_POLICY]] | How you describe estimates | Free on-site estimates for most jobs |
Use the browser’s Find for [[ until nothing is left. The knowledge base also uses [[PHOTO_POLICY]].
Edit the knowledge base
Open RMS Chat KB - Business Info. Replace every [[…]] with real answers. Keep answers to one or two sentences. Delete FAQs for trades you do not offer, and any you cannot answer truthfully. The three chat-only FAQs cover photos, “are you a real person?” and “how do I stop texts?”.
Connect your calendarRequired
Open Calendars → Calendar Settings → RMS Chat Estimate Calendar. Add a team member, connect their Google or Outlook calendar, and set the availability you want, plus the time zone and buffers. Copy the calendar’s booking link into the Booking Link custom value (step 2), and confirm the bot’s Appointment Booking goal points at this calendar.
Add Human Handover with a real userRequired
In the bot’s goals, add Human Handover and choose a real user in your account to take over. This does not ship configured. Suggested settings: hand over when the lead asks for a person, when the bot lacks information, and when it cannot resolve the question after two tries; assign the conversation to the contact owner or your default user; send a short final message (for example “Got it - I’m bringing in a team member who will follow up shortly.”); pause the bot for 24 hours; and tag the contact rms-chat-human-handover. Make sure that user has notifications turned on.
Assign users for tasks and notifications
Open C3 Hot Lead Owner Alert and C4 Estimate Booked. The callback task in C3 is due in 1 day and ships unassigned, and notifications go to the assigned user. Assign a real user (or set contact owners by default) so alerts and tasks reach a person. Also check any other task or notification step in C1–C5.
Connect your channels and re-add the Facebook Lead Form trigger
- Text: use a business number with US A2P 10DLC or toll-free verification approved (Settings → Phone System → Trust Center).
- Website chat: turn on the Chat Widget (Sites → Chat Widget) and choose this bot.
- Facebook / Instagram DMs: connect your page in Settings → Integrations.
- Facebook lead ads: if you use them, open C1 New Lead Instant SMS, add the trigger Facebook Lead Form Submitted, and choose your page and form. It was removed from the shipped workflow because it needs your page. Skip this if you do not run lead ads.
- Check that C1’s other triggers (new contact, form submitted) match how leads reach you.
Review the five workflows
Open Automation → Workflows, folder RMS Chat. All five (C1–C5) ship Published and ready to run. Read through each one and check the message wording. C2 has no trigger because the bot starts it; confirm the bot’s Lead Qualified action points at C2.
Review the pipeline and notifications
Confirm the pipeline RMS AI Qualifier Leads is in your account with its seven stages. Do not rename the stages or tags the workflows use. Check who is notified for new opportunities in your account settings.
Test in Suggestive mode
Run the Test checklist. Review every drafted reply before it goes out.
Decide when to go to Auto-Pilot
See Suggestive to Auto-Pilot below. There is no deadline: stay in Suggestive for as long as you like.
Suggestive to Auto-Pilot.
In Suggestive mode the bot drafts replies and a person approves them. In Auto-Pilot the bot sends replies on its own. Switch in the bot’s mode setting once you are comfortable. Good signs it is time:
You can go back to Suggestive any time, for example after editing the prompt, and test again.
Test every path before you go live.
Use a test contact with a real mobile number you control, and run each scenario from that phone as well as from the bot’s chat preview. Delete test contacts afterwards.
Before testing
Scenarios
Common questions.
Why does the bot draft replies instead of sending them?
It ships in Suggestive mode so you can review replies first. Switch to Auto-Pilot when you are ready.
Why did Human Handover not work?
It is not configured in the shipped bot. Add it with a real user (step 6) and make sure that user has notifications on.
Why do I see no Facebook trigger in C1?
It was removed because it needs your Facebook page. Re-add Facebook Lead Form Submitted (step 8) if you run Facebook lead ads.
Why is the Conversation Summary field empty?
It is not mapped automatically in this build. Map it yourself in the bot’s settings if you want it filled.
The bot asks for my phone number before booking. Is that right?
Yes. It gets a phone number first and only then offers booking times, so you always have a way to reach the lead.
Who gets the hot-lead alert?
The user assigned in workflow C3, plus the owner contact details you set in the custom values. If nobody is assigned, the task and notification have no owner, so assign one in step 7.
Does C5 mark non-responders as Lost?
No. It sends its follow-up texts and stops. Move leads to Lost yourself or add a step.
Can the bot give prices?
It is told not to invent prices. It uses your estimate policy and FAQs, and offers a free estimate. Add pricing answers to the FAQs only if you want it to share them.
Which channels does it work on?
Text, website chat, and Facebook Messenger and Instagram DMs once you connect them. Each is set up in your own account.
Texts aren’t sending.
Check your A2P 10DLC or toll-free approval, that the contact has not opted out, and that your wallet has funds.
Can I install it on more than one business?
No. It is licensed for one business account per purchase. Resale and redistribution are not permitted.
Do I also need the Voice AI Receptionist?
No. The two apps are independent and use separate pipelines, so you can install either one or both.
Usage fees are billed separately.
Your purchase covers this template. HighLevel bills usage-based charges separately for Conversation AI replies, Voice AI minutes, and SMS and phone usage. These depend on your HighLevel plan and wallet and are not part of the app price. Text messages and registration fees (such as A2P 10DLC) are charged by your account’s messaging provider. Keep your wallet funded, and check your platform’s current rates before going live. This guide does not quote prices because they change.
Only text people who have agreed to hear from you, keep the “Reply STOP” wording, and check your state’s rules on AI disclosure. Revenue Mode Systems does not guarantee lead volume, bookings or any business result.
Need help? Email us first.
Support for this product is handled by Revenue Mode Systems. Email is the fastest way to reach us, and it keeps your setup details in one thread. Include your business name, the step you are on, and a screenshot if you can.
No turnaround time or outcome is guaranteed. Results depend on your setup, your testing and your follow-up.