The problem
Five locations. Ten tools. Ninety-seven columns in Monday alone. Staff burned daily hours re-entering data that should have flowed automatically. Leads landed in Typeform, vanished into Make scenarios, and died in contact lists nobody could work.
The audit quantified the leak: $1.8M in recoverable revenue trapped in dead leads, broken follow-ups, and mis-staged contacts. The cost of staying outdated compounded quarterly.
The approach
One consolidated CRM. AI underneath. Pilot-first.
GHL became the source of truth. Monday, Typeform, Make, and three other tools retired. Twilio stayed but ran inside GHL. Calendly replaced by GHL native calendar.
The AI layer replaced manual work: lead classification (age, source, intent), personalised reactivation sequences, automatic stage transitions, daily hygiene reports. One mis-mapped field on this scale silently corrupts the contact graph. The migration was engineered with rollback, dry-run validation, and per-record audit logging.
The build
6 weeks, sprint-based. Week 1 audit. Weeks 2-5 architecture and build. Week 6 pilot go-live. Multi-location rollout phased in afterward. Larger migrations run 3 to 6 months depending on size, complexity, and team.
Highlights:
- 11-stage pipeline mapped to the enrolment lifecycle. Replaces the previous flat lead list.
- Custom fields for age segment, classroom preference, source, AI-generated outreach drafts.
- 3,000-plus cold leads loaded into a Claude-powered reactivation campaign. Per-segment sequences.
- SMS-first follow-up engineered with rate-limiting, opt-out preservation, per-location compliance. Drives 75% of inbound enrolment calls.
- Daily AI hygiene agent. Surfaces broken automations, stale leads, missing data each morning.
The outcome
$1.8M recoverable revenue identified. $54K-plus annual capacity recovered in the first quarter. 75% of enrolment calls driven by the new SMS system. Staff returned to closing.
The structural shift: The operation used to run on people doing integration work. Now the system runs the integration. People run the operation.
Tech stack
GoHighLevel (CRM, calendar, SMS, automation). Twilio (SMS provider, native to GHL). Claude API (classification, outreach). Supabase (audit data, agent state). Trigger.dev (orchestration). Python (migration scripts). Make, Monday, Calendly, Typeform retired.
Running 10 tools where 1 should do?
The discovery call quantifies what the current stack costs you quarterly and clarifies whether the Operations Overhaul is the right shape.
Book a discovery call