Calgary Market
Platforms involved
A 4-person real estate team in Calgary was running three separate platforms: Follow Up Boss for CRM, Mailchimp for email marketing, and Calendly for booking. The team admin was spending 2 hours per day manually copying contact information between platforms - new leads from Facebook Ads into Follow Up Boss, then into Mailchimp for nurture, then updating status back in Follow Up Boss after appointments. The team lead had no visibility into what was happening with leads unless she logged into all three platforms. Total software spend: $480/mo. Total time wasted on manual data entry: 10+ hours per week.
💰 Cost Savings
Cancelled Follow Up Boss ($99/mo), Mailchimp ($79/mo), and Calendly Teams ($16/mo) on day one of GHL going live. Total monthly savings: $194/mo. The migration took 3 weeks from start to live - the team ran both systems in parallel for the first week to ensure nothing was lost.
The one-time setup work - the systems, automations, and infrastructure we put in place before the ongoing management begins.
Migrated 1,200+ contacts from Follow Up Boss into GoHighLevel - cleaned, tagged by source, status, and lead type during migration
Rebuilt all active nurture sequences inside GHL - buyer sequences, seller sequences, and a 12-month past client stay-in-touch campaign
Connected Facebook Lead Ads directly to GHL - new leads enter the pipeline within 60 seconds, tagged by campaign, with immediate text and email triggered
Replaced Calendly with GHL's built-in booking - team member calendars, round-robin assignment for new leads, and automatic confirmation + reminder sequences
Replaced Mailchimp with GHL's email marketing - migrated templates, rebuilt the monthly newsletter workflow, and set up automated list segmentation
Built a team dashboard in GHL - the team lead can see every lead, every pipeline stage, and every team member's activity in one view
Set up Google Workspace for the full team - shared drives for listings, transaction documents, and marketing assets; proper email aliases for each team member
Built Zapier workflows to sync GHL contact updates to a Google Sheet pipeline tracker - the team's 'at a glance' view for morning huddles
Created conditional logic intake forms for buyer and seller consultations - routes based on price range, timeline, and motivation to the right team member and pipeline
Built an automated estimate follow-up sequence for listing presentations - 3-touch follow-up for every presentation that didn't convert within 48 hours
The ongoing work included in the monthly membership - monitoring, maintaining, updating, and improving the systems we've built.
Monitor the GHL pipeline daily - re-trigger any lead that hasn't had activity in 3 days, escalate stalled deals to the team lead
Deploy the monthly email newsletter to the full database - market stats, featured listings, and a referral ask - managed and sent on schedule
Manage Google Workspace - add and remove team members, update shared drive permissions, set up new folder structures for active listings
Monitor Facebook Lead Ad connections - verify new leads are flowing correctly, fix broken triggers, and review lead quality by campaign
Review and update nurture sequences - adjust messaging based on market conditions, update listing examples, refresh subject lines
Audit team calendar booking - verify round-robin assignment is working, update availability, and fix any booking conflicts
Review pipeline health - identify leads that have been in the same stage for 30+ days and trigger re-engagement sequences
Monthly reporting - pull GHL analytics on lead volume, response time, and conversion rates for the team lead's review
Quarterly: rebuild the past client stay-in-touch campaign with fresh content, updated market stats, and a referral incentive
The 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.
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