Real systems we've built and continue to manage every month - described in enough detail that you can picture exactly what we'd do for you.
36 case studies
Toronto - Maintenance Contract Renewals
A database of 1,800 past clients and no system for staying in touch. Maintenance contract renewals were being done manually from a spreadsheet - 40% were lapsing because the calls weren't happening.
Result
Maintenance contract renewal rate improved from 60% to 84%. Equipment aging upsell sequence generated $28K in new install revenue in year one.
$180K/Year - Inbox + Proposal Automation
Spending 3+ hours per day on email, proposal follow-up, and client status updates - none of it billable. Proposals were being sent and followed up manually when remembered.
Result
Non-billable admin time reduced from 3+ hours/day to under 45 minutes. Proposal close rate improved from 52% to 71%. Client onboarding reduced from 1 day to 30 minutes.
Greater Vancouver Area
Generating leads through kvCORE but losing them to slow follow-up. New leads were sitting for days before getting a response - competitors were winning the race.
✓ Replaced DocuSign with GHL e-signatures - saving $25/mo with no change in workflow.
Result
Lead response time dropped from 2 to 3 days to under 2 minutes. Recovered 8 to 12 cold leads per month. Eliminated 3 tool subscriptions saving $85/mo.
Calgary Market
Paying $480/mo for Follow Up Boss, Mailchimp, and Calendly - three tools that didn't talk to each other. The admin was manually copying contacts between platforms every day.
✓ Migrated off Follow Up Boss + Mailchimp + Calendly → GoHighLevel. Saved $183/mo and unified the entire stack.
Result
Software spend reduced from $480/mo to $297/mo. Admin manual data entry eliminated - saving 6 hrs/week. Seller lead response time: 90 seconds.
Compliance + Onboarding Automation
No standard onboarding process. Every new agent joined with their own tools. The broker was spending 4 to 5 hours per new agent just getting them set up - and compliance documents were being missed.
Result
New agent onboarding reduced from 4 to 5 hours to under 20 minutes. Compliance document completion rate went from 60% to 98% within 60 days.
Edmonton - Speed-to-Lead + Review Automation
Getting 40 to 60 leads per month but closing less than 20% of them. Leads were going cold because follow-up was inconsistent - sometimes same day, sometimes 2 days later.
Result
Lead response time: under 2 minutes. Close rate improved from 18% to 31% in 90 days. Google Reviews grew from 14 to 67 in 6 months.
GHL Migration from Kajabi + Mailchimp + ClickFunnels
Paying $520/mo for four tools that didn't talk to each other. Abandoned webinar registrations were never followed up. Discovery call no-shows got one manual email and then nothing.
✓ Migrated off Kajabi + Mailchimp + Calendly + ClickFunnels → GoHighLevel. One platform, one login, $370/mo saved.
Result
Eliminated $370/mo in tool costs. Abandoned checkout recovery generated $8,400 in first 90 days. Discovery call show rate improved from 58% to 79%.
22 Active Clients - Onboarding + Reporting
Client onboarding took 3 to 4 days and 15 to 20 back-and-forth emails. Monthly reporting was done manually by account managers - 2 full days per person per month.
Result
Client onboarding reduced from 3 to 4 days to under 4 hours. Monthly reporting time reduced from 2 days to 3 hours per account manager. Took on 6 new clients without adding headcount.
$380K/Year - Abandoned Cart + Post-Purchase
71% abandoned cart rate with only a single recovery email sent 24 hours later. No repeat purchase sequence. 40 to 50 customer support emails per week handled manually.
Result
Abandoned cart recovery improved from 3% to 11%. Repeat purchase rate improved from 18% to 29%. Customer support response time reduced from 18 hours to under 4 hours.
No-Show Reduction + Intake Automation
Losing 15 to 20% of appointments to no-shows. The front desk was spending 2 hours per day on manual reminder calls - and still only reaching 60% of patients.
Result
No-show rate reduced from 17% to 6% in 60 days. Front desk manual reminder calls eliminated. New patient intake completion rate improved from 45% to 91%.
Yoga + HIIT - Member Retention + Win-Back
Losing 15 to 20 members per month to churn with no early warning system. By the time someone cancelled, they'd already mentally checked out weeks earlier.
Result
Monthly churn reduced from 18 members to 7 in 90 days. Win-back campaign recovered 23 cancelled members in 6 months. Class no-show rate reduced from 24% to 11%.
420-Client Book - Renewal Automation + Referrals
30% of policies were lapsing because renewal calls weren't happening consistently. The process was entirely dependent on one support staff member remembering to check a spreadsheet.
Result
Policy lapse rate reduced from 30% to 8% in 90 days. Referral sequence generated 34 new client introductions in year one. Manual renewal call time reduced from 12 hrs/week to 2 hrs.
8 to 12 Deals/Month - Pipeline + Document Automation
Paying $150/mo for Salesforce that was being used as a contact list. Spending 3+ hours per day on manual follow-up. No system for staying in touch with past clients for renewals or referrals.
✓ Migrated 680 contacts from Salesforce to GoHighLevel. Cancelled the $150/mo Salesforce subscription on day one.
Result
Eliminated $150/mo Salesforce subscription. Manual follow-up time reduced from 3+ hrs/day to 45 minutes. Referral sequence generated 18 new client introductions in year one.
3 Attorneys - Intake Automation + Client Communication
Intake processing was taking 3 to 5 days from inquiry to signed retainer. Clients who didn't hear back within 24 hours were calling competitors.
Result
Intake processing reduced from 3 to 5 days to same-day. Consultation booking rate improved from 41% to 67%. Paralegal intake time reduced from 3 hours/day to 30 minutes.
280 Clients - Document Collection + Status Updates
Average time from engagement to complete file was 3 weeks. Clients had no visibility into where their file stood - generating a constant stream of 'where are we at?' emails.
Result
Average file completion time reduced from 3 weeks to 8 days. Status inquiry emails eliminated. Document collection completion rate improved from 55% to 93%.
Ottawa - Operations + Guest Re-Engagement
The owner was spending 2+ hours per day on supplier emails, staff scheduling, and inbox management. An email list of 1,200 past guests had never been used.
Result
Owner's daily inbox management reduced from 2+ hours to 20 minutes. Guest re-engagement campaign generated $14,200 in incremental revenue in 6 months. Reservation no-shows reduced from 19% to 7%.
Buy-and-Hold Portfolio - Tenant Onboarding + Maintenance
Managing 40 rental units across 3 property managers with no central system. Lease renewals were tracked in a spreadsheet. Maintenance requests came in by text and were getting lost.
Result
Lease renewal completion rate improved from 62% to 94%. Maintenance request response time reduced from 3 days to same-day. Eliminated 2 property management software subscriptions saving $190/mo.
Seasonal Upsells + Review Generation
Revenue dropped 40% every October because there was no system to sell fall cleanup, snow removal, or spring prep to existing clients. The owner was manually texting customers one by one.
Result
Seasonal campaign generated $38,000 in off-season revenue in year one. Google review count grew from 14 to 87 in 8 months. Repeat booking rate improved from 44% to 71%.
$1,200/Month Retainer - Discovery + Onboarding Automation
Running a premium practice entirely from Gmail and a Calendly link. Discovery calls were converting at 28% because there was no nurture sequence between inquiry and call. Onboarding new clients took 3 to 4 hours of admin.
Result
Discovery call conversion rate improved from 28% to 51%. Client onboarding time reduced from 3 to 4 hours to 25 minutes. Eliminated $140/mo in redundant tools.
35 Retainer Clients - Reporting + Retention Automation
Spending 12 hours per month manually pulling data from Google Analytics, Search Console, and Semrush to build client reports in Google Slides. Three clients had cancelled in 6 months citing lack of communication.
Result
Monthly reporting time reduced from 12 hours to 90 minutes. Client churn rate reduced from 3 cancellations per 6 months to 0 in the following year. Average client tenure increased from 7 months to 14 months.
$220K/Year - Subscription Box + Reorder Automation
Subscription box churn was 22% monthly because there was no proactive communication before renewals. Customer support was handling 80+ repeat questions per week that could have been answered automatically.
Result
Monthly subscription churn reduced from 22% to 9%. Support ticket volume reduced by 60% through automated FAQ sequences. Reorder campaign generated $18,400 in incremental revenue in 6 months.
Patient Reactivation + Referral Automation
1,400 patients in the system who hadn't booked in over 6 months. No reactivation process existed. Referrals were happening organically but there was no system to encourage or track them.
Result
Reactivation campaign recovered 94 lapsed patients in 90 days. Referral sequence generated 41 new patient introductions in year one. Appointment reminder no-show rate reduced from 21% to 6%.
Online + In-Person - Client Management + Upsells
Managing 22 clients across WhatsApp, email, and a notes app. No system for check-ins, progress tracking, or renewals. Three clients had quietly stopped renewing because nobody followed up.
Result
Client renewal rate improved from 68% to 91%. Weekly check-in completion rate improved from 40% to 88%. Upsell campaign converted 6 in-person clients to higher-tier online packages.
Life + Critical Illness - Lead Nurture + Quote Follow-Up
Buying leads from two aggregators but closing only 9% of them. Quotes were being sent and then forgotten. No follow-up sequence existed beyond a single email.
Result
Lead-to-close rate improved from 9% to 19% in 90 days. Quote follow-up sequence recovered 28 stalled opportunities in 6 months. Broker admin time reduced by 8 hours per week.
Referral Partner Network + Client Anniversary Sequences
Had 60+ realtor referral partners but no consistent way to stay in front of them. Past clients were not being contacted at renewal time. The team was leaving referrals and renewals on the table every month.
Result
Referral partner outreach generated 22 new introductions in 6 months. Renewal pipeline grew from 8 to 31 active opportunities. Client anniversary sequences generated 14 new referrals in year one.
Client Communication + Document Automation
Clients were calling and emailing constantly for status updates. The paralegal was spending 2 hours per day answering status calls. Retainer agreements were being sent manually by email and taking 3 to 5 days to get signed.
Result
Status inquiry calls reduced by 74%. Retainer signing time reduced from 3 to 5 days to same-day. Paralegal communication overhead reduced from 2 hours/day to 20 minutes.
Catering Inquiry Pipeline + Event Follow-Up
Catering inquiries were coming in through a contact form and sitting in a shared Gmail inbox. No one owned follow-up. Roughly 40% of inquiries were going unanswered for more than 48 hours.
Result
Catering inquiry response time reduced from 48+ hours to under 30 minutes. Inquiry-to-booking conversion rate improved from 22% to 41%. Catering revenue increased 34% in 6 months.
Client Onboarding + Project Status Automation
Each new client engagement started with a 45-minute onboarding call that covered the same 12 questions every time. Project status updates were being sent manually every Friday. The team was spending 6 hours per week on communication that added no strategic value.
Result
Client onboarding time reduced from 45 minutes to 12 minutes. Weekly status update time eliminated. Client satisfaction scores improved from 7.2 to 9.1 out of 10 after adding proactive communication.
780 Patients - Recall Automation + Review Generation
Recall system was entirely manual. The front desk was making 30 to 40 reminder calls per day from a printed list. 600+ patients were overdue for their 6-month cleaning with no automated outreach.
Result
Recall appointment bookings increased by 38% in 90 days. Front desk call volume reduced from 35 calls/day to 8. Google review count grew from 22 to 104 in 7 months.
Lead Follow-Up + Service Reminder Automation
Internet leads were being called once and then abandoned. The sales manager estimated they were losing 3 to 4 deals per month to dealers who followed up more persistently. Service reminders were sent by mail at $1.20 per piece.
Result
Internet lead follow-up sequence increased close rate from 11% to 18%. Service reminder cost reduced from $1.20/contact to $0.02. Service department booking rate improved by 29%.
Quote Follow-Up + Job Completion Reviews
Sending quotes and never following up. The owner estimated 30% of quotes were going cold because no one had time to chase them. Google reviews sat at 11 despite completing 400+ jobs per year.
Result
Quote acceptance rate improved from 44% to 61% after adding a 3-touch follow-up sequence. Google review count grew from 11 to 93 in 9 months. Recovered $28,000 in stalled quotes in the first 6 months.
Waitlist Management + Parent Communication
Managing a 90-person waitlist in a spreadsheet. When a spot opened, the director was manually calling down the list. Parent communication about schedules, closures, and events was done through a Facebook group.
Result
Waitlist-to-enrollment time reduced from 5 days to same-day. Parent communication open rate improved from 34% (Facebook) to 91% (SMS). Director administrative time reduced by 9 hours per week.
$180K/Year - Inquiry to Booking + Gallery Delivery
Inquiries came in through Instagram DMs, email, and a contact form - all going to different places. Gallery delivery was manual. Past clients were never contacted for anniversary or family sessions.
Result
Inquiry response time reduced from 6 to 12 hours to under 10 minutes. Booking conversion rate improved from 31% to 52%. Past client re-engagement campaign generated 34 repeat bookings in year one.
Maintenance Requests + Lease Renewal Automation
Maintenance requests came in by phone, text, and email with no central tracking. Lease renewals were being missed because the process relied on one staff member checking a spreadsheet. Three tenants had left because renewal offers came too late.
Result
Maintenance request resolution time reduced from 4.2 days to 1.8 days. Lease renewal completion rate improved from 71% to 94%. Tenant turnover cost reduced by an estimated $22,000 in year one.
Vaccination Reminders + Lapsed Patient Win-Back
Vaccination and annual exam reminders were being sent by postcard at $1.80 each. 800+ patients hadn't visited in over 12 months with no automated win-back. The front desk was manually pulling overdue lists every Monday morning.
Result
Reminder cost reduced from $1.80/contact to under $0.03. Lapsed patient win-back campaign recovered 67 patients in 90 days. Front desk Monday morning list-pulling eliminated entirely.
2 Locations - Loyalty Program + New Arrival Campaigns
Running a paper punch card loyalty program that customers kept losing. New arrival emails were being sent manually from a personal Gmail account to a list that hadn't been cleaned in 2 years. No way to track which customers were high-value.
Result
Loyalty program enrollment grew from 180 to 640 members in 6 months. New arrival campaign open rate improved from 12% to 38%. Top 20% customer segment identified and targeted - generating $24,000 in incremental revenue.
These 32 stories represent a fraction of the industries we work in. We've helped businesses across healthcare, trades, finance, retail, creative services, and more.
Book a discovery call and we'll walk you through exactly what we'd do for your specific stack — no commitment required.