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Overview

A service-based business in London using a white-labeled GoHighLevel CRM wanted to streamline and automate their customer journey from inquiry to conversion. They sought a reliable setup to reduce manual work, improve internal coordination, and enhance lead engagement. Bacancy helped implement a robust automation system tailored to their workflows, supporting their goal of creating a more efficient and scalable client management process.

Technical Stack

  • GoHighLevel
  • Zapier
  • Twilio
  • Mailgun
  • Google Calendar API
  • Stripe

    • Industry

    Information & Technology (IT)

  • region

    • Region

    UK

  • project-size

    • Project Size

    Non- Disclosable

Highlights

Trigger-based CRM workflows for form, tag, or booking events

Automated lead nurturing across multiple touchpoints

Contact scoring to prioritize high-value leads

Custom dashboards for Admins and Sales Teams

Pipeline movement and tagging automation

Google Calendar sync with appointments

Feedback/survey follow-up automation

Monthly reporting for performance review

Challenges & Solutions

Communication gaps between sales and support led to confusion and delayed responses.

  • Solution: We implemented role-based dashboards and smart tag-based routing to ensure each team views only relevant leads and tasks, improving collaboration.

Manual performance reporting lacked consistency and actionable insights.

  • Solution: We built automated monthly reporting to track team responsiveness, follow-up success rates, and workflow efficiency without manual intervention.

Feedback collection post-service was inconsistent and difficult to scale.

  • Solution: With the help of our developer, we designed survey-triggered workflows with automated follow-up emails based on response type, enabling scalable and structured customer feedback tracking.

Lack of lead prioritization made it hard to focus on high-quality opportunities.

Core Features

  • Smart internal alerts via SMS/email
  • Workflow automation based on tags, forms, or appointments
  • Contact scoring logic for lead prioritization
  • Pipeline updates and conditional triggers
  • Google Calendar sync with scheduled reminders
  • Role-based dashboards for task segregation
  • Survey-triggered follow-ups for feedback capture
  • Monthly automated performance reporting
  • no.-of-resources

    • No. of Resources

    02

  • time-frame

    • Time Frame

    February 2025-June 2025

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