CRM Buildout & RevOps

Leads lost in static spreadsheets with manual, slow routing

• Inbound inquiries from Facebook Ads and website forms were logged into manual Google Sheets, leading to response times of 12 to 24 hours
• No centralized CRM tool or pipeline states existed — deals were managed in sales reps’ heads, making performance tracking impossible
• Leads were manually evaluated and routed, resulting in unfair distribution and delayed follow-ups in hot geographic zones

We constructed a modern, automated CRM environment built on GoHighLevel tailored to a multi-stage design-build sales process. We created automated webhooks that capture Facebook lead ads and site submissions instantly, check geographic data using zip codes, and automatically route the lead to the correct regional rep on a round-robin system. At the same time, we set up SMS and email campaigns that engage the lead within 60 seconds, and push desktop/mobile alerts to sales reps to call the customer immediately.

Custom pipeline architecture with automated follow-ups

• Instant Capture & Route: Inbound lead webhooks run zip-code evaluation against regional sales territory lists to assign reps automatically
• Speed-to-Lead Automation: Auto-sends an SMS introducing the assigned sales rep and providing a direct scheduling link to book a site consultation
• Deal State Tracking: Tracks deals through 5 core stages (Inquiry, Site Visit Scheduled, Design Phase, Proposal Sent, Closed Won/Lost) with automatic deal value updates

Fully trackable revenue operations with a massive boost in speed-to-lead

• Average speed-to-lead dropped from 18 hours to 45 seconds
• 100% of inbound leads captured, cleaned, and assigned automatically
• 28% increase in closed-won contracts within the first 90 days due to consistent automated SMS follow-up sequences
• Real-time CRM dashboard reporting pipeline value, win rate, and sales rep performance

GoHighLevel sits at the center. Everything else feeds into it or runs alongside it.