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.
Results
- •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
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.
What I Built
A complete agency operating system inside GoHighLevel. Sales side: 7 workflows covering abandoned cart recovery, booking confirmation, reschedule, showed-up, no-show, cancellation, and won-to-onboarding handoff, plus Finn, a dual Conversation AI (Primary + Booking) backed by a Voice AI for inbound and outbound calls, all grounded in a Patient Growth System knowledge base. Onboarding side: a 9-stage pipeline (Onboarding Ready → Live) with magic approve/revise links, a Google Apps Script provisioner that auto-creates each client's Drive folder, deliverable tracker, and tracker registry entry, plus polling that writes status back to GHL opportunity fields and escalates stuck stages internally. Funnel side: revamped apply, book, purchase, and pilot-program pages with GHL products and payment links for the £9,000 90-Day Patient Acquisition Program (one-time or 3× £3,000).
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