A 5-location preschool franchise was running on Monday, Typeform, Make, Twilio, Calendly, and five other tools. Staff were the manual integration layer. Thousands of leads were going cold in the gaps. Here's what we did about it.
Five locations. Ten tools. Ninety-seven columns in Monday alone. Staff at every location were spending 45 minutes a day re-entering data that should have flowed automatically. Leads were arriving through Typeform, getting lost in Make scenarios, and sitting in cold contact lists nobody had bandwidth to work.
The owner knew the operations were leaking. The audit quantified it: roughly $1.8M in recoverable revenue trapped in dead leads, broken follow-up sequences, and contacts in the wrong pipeline stage.
One consolidated CRM. AI underneath. Pilot-first.
GHL became the source of truth. Monday, Typeform, Make, and three other tools were retired entirely. Twilio stayed but moved to run inside GHL natively. Calendly was replaced by GHL's native calendar.
The AI layer handled what the staff used to do manually. Lead classification (age segment, source, intent). Personalised reactivation sequences for cold contacts. Automatic pipeline stage transitions based on activity. Daily pipeline-hygiene reports flagging stale leads.
Six weeks, sprint-based. Week 1 audit. Weeks 2–5 architecture and build. Week 6 pilot location go-live. Multi-location rollout phased into the following months.
Highlights:
$1.8M in recoverable revenue identified during the audit. $54K+ in annual capacity recovered through workflow automation in the first quarter post-launch. 75% of enrolment calls driven by the new SMS systems. Staff stopped spending 45 minutes a day on data entry and went back to actually closing enrolments.
The structural shift: Before the engagement, the operation was held together by people. After, the system runs whether anyone is watching or not. The team is now doing higher-leverage work because the boring infrastructure does the rest.
GoHighLevel (CRM, calendar, SMS, automation), Twilio (SMS provider, native to GHL), Claude API (lead classification + personalised outreach), Supabase (audit data + AI agent state), Trigger.dev (orchestration), Python (migration scripts). Make and Monday retired. Calendly and Typeform retired.
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