Automation Systems &
Website Builds

Twelve workflows covering the whole journey. An inbound webhook creates the contact, maps every field the form captures, including program, goals and best time to call, then opens an opportunity and fires a Slack alert to the front desk with the full profile on it. From there the contact routes by behaviour: responded, booked, abandoned, no-show and showed-without-purchase each get their own SMS and email branch. The number is A2P 10DLC registered, so the texts actually deliver.

The entire journey was mapped in Miro first, so the pipeline logic was agreed before a single automation existed. Then it went into GoHighLevel: an appointment booking system wired to the calendar, plus surveys and forms that qualify a lead and move them through the stages on their own.

Old process and new were mapped side by side in Miro first, so every gap was visible before the build started. The rebuild in GoHighLevel covers calendars, forms, contracts, invoices and five pipelines, each with its own stage automation: marketing, sales, operations, subscription and project management.

Mapped in Miro first, then built in GoHighLevel. Workflows, forms and calendars carry the lead from opt-in to webinar to offer, and the membership section hosts the community, the products and the offers, so buying and getting access happen in the same system rather than two.

The conversation and the pipeline were mapped in Miro first, then the stages and automation were built in HighLevel and CloseBot integrated on top. The bot works to ranked objectives: open with the promo, handle questions on help and location, get the calendar link out, then capture name and phone. It always knows what to do next instead of improvising.

A Voice AI agent on the after-hours line running a structured emergency intake. It’s prompted as a named 24/7 intake assistant with tight guardrails: one question at a time, short spoken-friendly replies, never wandering off the flow. Backing it is a knowledge base I drafted with Claude covering the business, its services and its details, so it answers real questions instead of stalling. It gathers what matters and prepares the job for immediate dispatch or priority escalation.

One workflow owns the whole lifecycle. Registrations arrive from two places, a Facebook lead form and the form on the website, and both feed the same intake: the contact is created, the source is tagged so the two channels stay separate in reporting, and an opportunity opens. From there a reminder ladder runs over SMS and email at 24 hours, 1 hour and 10 minutes out. Attendance splits the path: attendees get the offer, no-shows get the replay.

Two workflows and a pipeline that keep each other current. Estimate Status Automation listens on all four quote events, sent, viewed, accepted and declined, and each one moves the opportunity itself, with a text going out the moment a quote is opened and the office notified the moment one is declined. Invoice Status Automation does the same on the money side and adds a two-round chase, a reminder after three days and another after four, each one preceded by a paid check so anyone who has already settled drops straight out of the sequence. Underneath both sits a six-stage Job Pipeline running Quote Requested through to Invoice Paid, weighted per stage so the forecast means something, plus a priced service catalogue so a quote is assembled from a list rather than typed from memory.

The workflow starts on an IVR trigger, so the menu qualifies the caller before a human is involved. The keypress decides the route, and each option hands the call to the agent assigned to it rather than into a shared queue, so it reaches the person who owns that kind of enquiry instead of whoever happens to be free. New enquiries open an opportunity on the way through, and anything unmatched falls to voicemail with transcription. The choice is tagged on the contact, so the source lands on the timeline before the call connects.

A Zap enriches every new lead the moment it lands. The email address goes to Apollo, which returns job title, company, headcount, industry and LinkedIn profile; those fields are written straight back onto the CRM record and the lead is tagged by company size, so routing rules can act on it before anyone has read it.

Dropping a file into the Drive folder starts the chain. Zapier filters for the right file, runs AI transcription over it, then generates blog copy from that transcript. A path split adapts the output per channel and publishes it without anyone opening a document: a Facebook Page post and a LinkedIn share update on each branch.

Updating a task’s stage triggers everything downstream. Five branches mirror the pipeline: Ready to Start spins up a Drive folder and a content subtask; No Response and Quoted each run a two-email chase with a delay, a Gmail lookup and a filter that cancels the second send if they’ve already replied; Approved runs an AI analysis and sends the welcome; Paid and Closed asks for the recommendation.

A Make.com scenario runs the export on a schedule. It pulls account transactions from Xero over the API, builds the CSV in the exact shape the finance task expects, and attaches it straight to the Asana task so it turns up where the review already happens.

A Make.com scenario watches the inbox and files every attachment as it lands. It reads the sender, the subject and the file type, works out which Drive folder the file belongs in, creates that folder if it doesn’t exist yet, and saves the attachment under a consistent name.