Vexflow reviews your customer records, confirms who is eligible and permissioned to hear from you, and runs approved email and SMS follow-up inside HighLevel. Replies are sorted, interested customers are handed to your team or a real booking calendar, and each outcome is tracked through to completed work.
The Assessment is a 20-minute call. Built on white-labeled HighLevel.
Named deliverables. Not real customer data.
In many service companies, past-customer value goes untouched for ordinary reasons, none of which is a lack of effort:
Customer history lives in a field-service system, an accounting file and old spreadsheets, with no single list of who did what and when.
Nobody is certain which contacts agreed to texts, which opted out, and who was contacted last month.
Outreach to past customers sits behind today's jobs, so it happens in bursts or not at all.
When a customer does answer, the message lands in a shared inbox without a next step.
If work comes back, it is hard to say whether outreach caused it.
Reactivation is designed to turn that into a controlled, repeatable process with your approval at each step. The Assessment is where we find out whether any of this applies to you.
A structured look at the records you choose to share: fields, completeness, duplicates, service history, last-contact dates.
You getWritten findings and a go / fix-first recommendationDeduplication, field mapping and normalization into HighLevel contacts and custom fields.
You getField map; a clean, tagged contact set in your sub-accountRule-based segments by service type, last service, location and value, excluding opt-outs, recently contacted contacts and unsuitable records you define.
You getSegment definitions and exclusion rules you approveOffers, journeys, timing, message drafts and frequency limits for each segment.
You getCampaign brief and message set for your sign-offEmail and SMS sequences built as HighLevel workflows that check consent and suppression before every send.
You getConfigured workflows, tested in test mode firstDeterministic rules catch STOP, wrong number and keywords. AI-assisted classification sorts the rest (interested, question, not now, complaint) for routing.
You getReply categories, routing rules and a review queueInterested replies go to a real booking calendar or a named staff member, and the contact and opportunity are updated in the CRM.
You getPipeline stages, tasks and notificationsTracking of the eligible audience, contacts reached, positive replies, confirmed appointments, completed jobs and verified attributable sales, using an attribution method agreed in advance.
You getMonthly report, optimization notes, change logHighLevel is the system of record: contacts, Smart Lists, custom fields, workflows, conversations and opportunities. AI is used where it helps, mainly to classify replies and draft variations you approve. It is not used for list filtering or scheduling, which are deterministic rules. Connections to other platforms are added only when scoped and access is verified.
DEMO. Fictional company and customer. Shown for illustration; not a real conversation or result.
The audience narrows at each step. Only eligible, permissioned contacts continue.
| KPI | Definition | Source |
|---|---|---|
| Eligible audience | Contacts that pass segment rules, consent and suppression checks at campaign start | HighLevel Smart List snapshot |
| Contacted | Eligible contacts sent at least one approved message | Workflow history |
| Delivered | Messages accepted by the carrier or mail server (not opened or read) | Messaging delivery status |
| Positive replies | Replies classified as interested or requesting service, with low-confidence results human-reviewed | Reply categories |
| Confirmed appointments | Appointments with a confirmed time on a real calendar or entered by staff | Calendar / opportunity stage |
| Completed jobs | Appointments marked completed in the system of record | Client FSM or CRM, per agreed source |
| Verified attributable sales | Collected revenue on completed jobs meeting the attribution rule (e.g., booked within an agreed window after contact) | Client-provided invoice data |
| Opt-outs | Contacts who unsubscribed or replied STOP during the period | Suppression list |
Attribution vs. incremental lift: Attribution counts work that followed outreach. It does not prove the outreach caused it. Where volume allows, we can hold out part of the eligible audience as a comparison group so incremental lift can be estimated. We agree the method with you before launch.
An illustration of how a past-customer pilot might be tracked. Everything below is fictional DEMO data for an invented business. It shows no real results and implies no expected response rate.
Customers who had a repair but no maintenance plan get an approved seasonal check offer. Interested replies are routed to a dispatcher or booking calendar.
Clients without a recent visit receive a reminder matched to their past service, with a link to real availability.
Former plan customers who are eligible to be contacted get a restart conversation. Anyone who mentions a complaint is routed to a manager, not an automated reply.
Facilities that bought a one-time deep clean get a proposal conversation, handed to an account manager.
These are possible applications, not descriptions of past clients. See all industries →
Please don't send passwords or raw customer exports by email or chat. We'll set up a secure transfer and scoped access.
You may not. In the Assessment we look at what your current tools already do. Reactivation is designed for the gap many systems leave: deciding who is eligible, excluding recent or unsuitable contacts, handling replies and measuring outcomes. If your existing setup already covers that, we'll tell you.
Your data stays in your own HighLevel sub-account, separate from other clients. Access is scoped to what the work needs. We don't load your customer lists into shared AI tools or use them for anyone else. Opt-outs are honored and stay suppressed.
Vexflow drafts messages and you approve them. Sends run on approved templates through deterministic workflows. AI classifies replies and can suggest responses within rules you approve. Anything outside those rules goes to a person.
It depends on the condition of your data, how clear your consent records are, and how quickly approvals come back. After the data audit we give you a written plan with the steps that remain. We don't commit to a launch date before then.
We agree the attribution rule and data source before launch. Results are reported as completed jobs and collected revenue from your records, kept separate from replies and appointments. Where volume allows, a holdout group can be used to estimate incremental lift instead of raw attribution.
Only contacts with a documented basis for contact are included. Every message offers an opt-out and every opt-out is honored. We recommend your counsel review offers and consent language. Vexflow does not provide legal advice.
Yes. When more than one system runs, cohorts are kept separate so the same job isn't counted twice.
In a 20-minute Revenue Systems Assessment, we look at one process: your records, your consent position and how outcomes would be measured. If it isn't a fit, we'll say so.
Prefer to talk first? (330) 919-6670 · [email protected]