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Systems & InfrastructureAutomationsFunnelsCRM Architecture

Built the operational backbone for a marketing agency, from booking to fully onboarded client, fully automated

A 6-stage sales pipeline, a 9-stage onboarding pipeline, an Apps Script provisioner that builds every new client's workspace, and Finn, an AI sales rep handling chat and voice, all wired into GoHighLevel.

Sales pipeline, six stages from New Inquiry through Strategy Session Booked to Showed / No Show, driving every sales workflow
15
automated pipeline stages
0
manual steps to provision a client
2
AI agents on chat and calls
4
funnel pages rebuilt

The problem

Grom Digital, a marketing agency serving aesthetic clinics, needed to scale beyond founder-led sales and onboarding. Every new client meant manual Drive folder setup, manual tracker creation, manual status updates, and a sales process that lived in the founder's head. The agency couldn't grow without a system that turned 'booked call' into 'live campaign' without anyone touching the steering wheel.

Onboarding pipeline, nine stages from Onboarding Ready through Strategy → Creative → Build → Live, each one wired to its own workflow
Workflow folder structure, Ads, Onboarding, and Sales workflows organized as separate domains
Sales workflows, Abandoned Cart Recovery, Booking Confirmation + Reminders, Reschedule Handler, Showed Up, No-Show Recovery, Cancellation Recovery, Won → Onboarding Handoff

What shipped

  • 7-stage sales pipeline + 9-stage onboarding pipeline automated end-to-end
  • Apps Script provisioner creates Drive folder, tracker, and registry entry per client, no manual setup
  • Magic approve/revise links so clients sign off on strategy and creative without leaving email
  • Finn (Conversation AI + Voice AI) handles inbound chat, calls, and booking progression
  • Funnel rebuilt across apply / book / purchase / pilot, including £9K product with 3-payment option

Everything else

13 more screens from the same build.

Onboarding workflows, one per pipeline stage so every status change triggers the right automation (Strategy Sent, Strategy Revision, Creative In Progress, Creative Sent, Creative Revision, Build In Progress)
Ads workflows, Ads Pixel CRM Movement and New Leads Come In, keeping Meta ad attribution synced as leads move through the funnel
Conversation AI agents, Finn (Primary) and Booking Finn, both Auto-Pilot, handling SMS and Chat Widget conversations
Primary Finn prompt, handles early-to-mid conversation, mirrors the lead's context, only moves to booking when intent is clearly there
Booking Finn prompt, same Australian male assistant voice as Primary Finn, takes over once the lead is ready to grab a slot
Voice AI Finn, inbound call agent with Appointment Booking action and field-extraction actions for name, email, phone, clinic name, and biggest blocker
Strategy Session landing page, "Your Clinic Is Getting Enquiries. So Why Isn't Your Calendar Full?", editorial layout with founder video, qualification copy, and stats
Strategy Session booking page, qualification copy on the left, Consultation Booking Calendar on the right, time-zone aware
Booking confirmation page, "Your Strategy Session is Booked" with a personal video from the founders and pre-call prep
90-Day Patient Acquisition Program purchase page, Pay in full £9,000 or 3 monthly payments of £3,000, secure checkout below the fold
Post-purchase welcome, "Welcome to the 90-Day Patient Acquisition System", three-step roadmap, kick-off call instructions
Pilot Program landing, "Get Our Full Patient Growth System For Free", qualification-led funnel for limited free pilot slots
Pilot Program booking confirmation, focused single-card layout with email-check guidance and next-step prep

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