8 to 12 Deals/Month - Pipeline + Document Automation
Platforms involved
An independent mortgage broker in Ontario doing 8 to 12 deals per month was paying $150/mo for Salesforce that was being used as a glorified contact list - no automations, no sequences, no pipeline visibility. He was spending 3+ hours per day on manual follow-up: texting leads to check in, emailing clients to request documents, and calling past clients to ask for referrals. He had no system for staying in touch with past clients for renewals (typically 5 years out) or for generating referrals from his existing book.
💰 Cost Savings
Migrated 680 contacts from Salesforce to GoHighLevel and cancelled the $150/mo Salesforce subscription on day one. The migration took 5 days - contact import, data cleaning, tag structure setup, and pipeline configuration. The broker was live on GHL before the next Salesforce billing cycle.
The one-time setup work - the systems, automations, and infrastructure we put in place before the ongoing management begins.
Migrated 680 contacts from Salesforce into GHL - cleaned, tagged by deal stage, deal type, and referral source; cancelled the $150/mo Salesforce subscription
Built a lead nurture sequence for new inquiries - 7-touch sequence over 14 days for leads who haven't booked a consultation
Created a document collection automation - clients in active deals get an automated request for each required document, with reminders every 48 hours until received
Built a deal stage automation - when a deal moves to a new stage in GHL, the client automatically receives a status update email explaining what happens next
Created a 5-year renewal sequence - past clients enter a long-term nurture sequence that sends a rate check-in at year 4 and a renewal conversation prompt at year 4.5
Built a referral request sequence - triggered 30 days after closing, 3-touch sequence asking for referrals with a simple mechanism
Connected DocuSign to GHL - signed mortgage documents automatically update the deal stage and trigger the next step in the client communication sequence
Built a Zapier workflow to parse new inquiry form submissions into GHL - new leads enter the pipeline with source tagging and immediate follow-up sequence
Set up Google Workspace for the business - professional email, shared drives for deal documents organized by client, and a template library for common client communications
The ongoing work included in the monthly membership - monitoring, maintaining, updating, and improving the systems we've built.
Monitor the active deal pipeline - review document collection status, verify stage automations are firing, and flag any deals that have been stalled for 7+ days
Deploy the monthly email newsletter to the full database - rate update, market commentary, or mortgage tip - managed and sent on schedule
Review the referral sequence performance - track referral volume, adjust messaging and timing based on response rates
Monitor the 5-year renewal pipeline - verify past clients are entering the sequence at the right time, review engagement rates
Manage Google Workspace - update client folders, maintain the document template library, manage shared drive permissions
Monthly reporting - pull lead-to-consultation rate, document collection time, and referral volume for the broker's review
Quarterly: audit the full client database for outdated contact information; rebuild the referral sequence with a new incentive
The 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.
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