RichFlow | Work & Case Studies
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Work & Case Studies

Real HighLevel systems, built from start to finish.

Not "I know how to use GoHighLevel." These are complete setups I've built, cleaned up, and tested: capturing leads, organising the CRM, automatic follow-up, sales and new client setup, AI call notes, and connecting the other tools around them.

Client names kept private, details real. Visuals are illustrations of each build, not client screenshots.

Real estate acquisitionSales & new clientsAI call notesMoving CRMsFixing automationsBusiness texting
0details saved from every seller call to the CRM
0automatic steps from payment to getting started
0areas of HighLevel work, from sales stages to business texting
Case Studies

What this work looks like when it lands.

Each of these started the same way: a business with good leads and a system that wasn't keeping up.

Real estate acquisition

Seller leads came in from everywhere. Follow-up depended on who remembered.

The problem

Leads from people wanting to sell their home arrived from several places at once, and the details that decide a deal (motivation, timeline, condition, price) lived in people's heads and call notes instead of the CRM.

What I built

  • New leads sent to the right place, with a note of where each one came from
  • A clear set of stages for every seller, from new lead to offer made
  • Text message follow-up, with each lead marked hot, warm, or cold
  • Instant alerts and follow-up tasks for the team
  • An AI phone assistant that answers calls and saves the key details to the CRM
What changedEvery seller lead shows where it came from, what stage it's at, and how ready they are to sell, and the team works from what the call actually revealed, not from memory.

Illustration: seller stages showing where each lead came from and how ready they are

Real estate acquisition · AI call notes

The best information was spoken on the call, then lost.

The problem

Sales calls with sellers uncovered everything needed to price a deal and decide who to call first, but none of it was saved in a usable way, so it couldn't guide follow-up.

What I built

A setup using HighLevel's AI phone assistant that picks out nine details from each call and saves them to the contact: why they're selling, their timeline, the property's condition, their asking price, the offer, how ready they are, how the call ended, the next step, and a short summary.

What changedWhat was said on the call is saved in the CRM where the team can sort, act on, and follow up from it, so the next step comes from the conversation that just happened.

Illustration: sample values, not real client data

Software company · Sales to new client setup

A new client paid. Then someone had to remember everything that came next.

The problem

Between payment and a fully set-up client sat a string of manual steps: sending the agreement, collecting setup details, and welcoming the client. Each one was a chance to stall.

What I built

One connected process in HighLevel: payment sends the agreement, a signed agreement sends the account setup form, and a completed form fires the welcome email, the welcome text, and getting them started.

What changedEvery new client goes through the same six steps after paying, without anyone having to remember what comes next.

Illustration: the six steps from payment to getting started

Real estate acquisition · Moving to a new CRM

Moving platforms meant deciding what was worth moving.

The problem

The business was switching from HighLevel to another CRM. Years of contacts included people listed twice, leads outside their service area, and notes on where each lead came from that needed to carry over.

What I did

  • Decided which contacts were worth moving
  • Separated leads inside and outside their service area
  • Cleaned up the data and removed duplicate contacts
  • Kept a record of where each lead came from
  • Double-checked every deal stage after the move
What changedThe new CRM started with clean, organised contacts in the right stages, instead of inheriting the old mess.

Illustration: records cleaned up before the move

More Builds

Smaller systems, same standard.

Hi Sam, still thinking about selling the house on Elm?
Yes, can you call me?
⏹ Texts paused · Team member alerted
Text follow-up

Automatic texts that stop the moment a lead replies

Follow-up texts that pause as soon as someone writes back and alert the right team member, so nobody gets another automated text after they've shown interest.

Website formFollow-upSales stages
RichFlow

Website form connected straight to sales follow-up

This site's own audit form saves the contact, labels it, adds it to my sales stages, and starts follow-up automatically. The system I sell, running on my own business.

Starts correctly ✓
Step never runs ✕
Timing correct ✓
Fixed & retested
Fixing what's broken

Checking and repairing existing automations

Going through automations you already have to find steps that never run, messages that don't send, and automations that clash with each other, then fixing them instead of piling more on top.

Label: New leadStage: ContactedStatus: ActiveDuplicate removed
CRM cleanup

A CRM that stays organised and accurate

Sales stages, labels, contact details, and lead statuses organised, with old contacts cleared out and duplicates removed.

Carrier registrationBusiness approved
Permission to textConsent on forms
Texting readyNumbers set up
Phone & texting

Business texting set up properly

Phone numbers, text message settings, the carrier registration US businesses need to send texts, and consent wording on forms, so your texts actually get delivered.

ZapierMakeFacebook AdsHighLevelJotFormWordPressPayments
Connecting your tools

HighLevel connected to the other tools you use

Zapier, Make, Facebook lead ads, JotForm, WordPress, and payment tools passing information to and from HighLevel automatically.

What I Work Across

Fourteen areas of HighLevel, all working together.

CRM & sales stagesStages, labels, contact details, lead status
AutomationsSteps that run on their own, with timing and tasks
Capturing leadsForms and pages that save and label new contacts
Email & textsFollow-up, reminders, welcome messages, alerts
Sales & new client setupPayment to agreement to welcome
Real estateSeller leads, stages, hot/warm/cold
AI & callsAI phone assistant, call menus, call notes
Websites & landing pagesPages with buttons connected to follow-up
CalendarsBooking, reminders, what happens after booking
Connecting toolsZapier, Make, Facebook, JotForm
Moving CRMs & cleanupRemove duplicates, organise, keep history
ReviewsFind and fix broken automations
TestingEvery step, as a real lead would
Phone & textingRegistration, consent, text setup
How Every Build Is Tested

I test it the way your leads will use it.

An automation that looks right on screen can still fail in real life. Before anything is handed over, I walk the whole journey as a real lead would.

  1. 1Submit the form like a real prospect
  2. 2Confirm the contact is created correctly
  3. 3Check the right labels were added
  4. 4Confirm they landed in the right sales stage
  5. 5Confirm emails and texts actually arrive
  6. 6Make sure automations stop and continue at the right moments
HighLevel Certified Admin badge
Verified by HighLevel

HighLevel Certified Admin. Checkable, not just claimed.

The Certified Admin badge is issued by HighLevel itself, and my profile is listed on HighLevel's official directory. You can verify it there before we ever speak.

View my directory profile
Free System Flow Audit

Want a system like these in your business?

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  • A custom recommendation, not a pre-built package
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