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Digital Marketing, SEO & AI Automation Case Studies

Real CRM workflows, integrations, websites, tracking fixes, and a Google Ads recovery, with screenshots.

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Selected Work

Systems, Workflows and Campaigns We Have Built

Every project below shows the real build: the platform it runs on, what it does, and what you are looking at in the screenshot. Select any screenshot to view it full size. Client names, contact details and account identifiers are removed or blurred to protect client confidentiality.

Automation and CRM

GoHighLevel CRM Workflows and Pipelines

Most of our CRM work happens inside GoHighLevel: workflows that capture leads, update opportunities, notify the team, and keep follow-up moving without anyone having to remember it. These four builds each show a different part of that job, and they are the core of our CRM and GoHighLevel services.

AI calling and pipeline automation

AI Outbound Call Flow and Data Reactivation Pipeline

A GoHighLevel build for an AI calling campaign that worked through an existing contact database. Each call outcome has its own workflow: the contact moves to the matching pipeline stage, gets the right follow-up, and post-call details are logged to Google Sheets through a webhook.

  • 1,211contacts enrolled in the outbound call flow
  • 699opportunities in the reactivation pipeline
  • 869enrollments in the post-call logging workflow

Figures as shown in the workflow and pipeline screenshots.

  • GoHighLevel
  • AI calling
  • Pipelines
  • Webhooks
  • Google Sheets
GoHighLevel workflow list for an AI call flow showing outbound call, appointment reminder, no answer and post-call workflows with enrollment counts
The AI call flow folder: each call outcome has its own workflow, with total enrollments shown per workflow.
GoHighLevel opportunity pipeline with stages for booked calls, interested not booked, no answer, not interested and no show, contact names blurred
Pipeline stages updated automatically from call outcomes. Contact names are blurred for privacy.
GoHighLevel workflow that receives post-call data by webhook, finds the contact by phone number and creates a Google Sheets row
Post-call details arrive by webhook, are matched to a contact by phone number, and are logged to Google Sheets.

Events, payments and email

Event Registration, Partner and Countdown Automation

A connected set of workflows for an event. Registrations branch by sponsorship or player type, each with its own invoice and payment check. Once an attendee is marked paid, they get logistics details and a countdown sequence at 7 days, 1 day and on event day, followed by a post-event survey and referral email.

Partner and vendor applications run on a separate track. The team gets a reminder to review each application, and one approve or decline tag updates the pipeline and sends the matching email.

  • GoHighLevel
  • Pipelines
  • Invoices
  • Tag triggers
  • Email sequences
GoHighLevel workflow triggered by pipeline stage changes that checks payment tags and enrolls attendees into event countdown email workflows
Payment status decides which attendees receive logistics emails and the 7-day, 1-day and event-day countdown.
GoHighLevel workflow branching event registrations by sponsor and player type, sending invoices and updating opportunities when paid
Registrations branch by sponsorship or player type, each with its own invoice and payment check.
GoHighLevel workflow that creates a partner opportunity from a form, sends a confirmation email, waits one day and notifies the team to review
Partner and vendor applications create an opportunity, confirm receipt, and remind the team to review.
GoHighLevel workflow triggered by a partner confirmed tag that updates the opportunity stage and sends logistics and booth details
Approving a partner with one tag updates the pipeline and sends logistics and booth details.

Lead capture and routing

Lead Source Tracking, Assignment and Pipeline Entry

Every form submission is checked for its source (Facebook, Instagram or Google) and tagged, so reporting shows where leads actually came from. The lead is assigned to a team member, the assigned user and the contact are both notified, and an opportunity opens in the marketing pipeline. One variation hands the form data to n8n by webhook for processing outside the CRM.

  • GoHighLevel
  • Lead source tags
  • User assignment
  • n8n
GoHighLevel form submission workflow that tags leads by Facebook, Instagram or Google source, assigns a user and sends notifications
New leads are tagged by source, assigned to a team member, and added to the marketing pipeline.
GoHighLevel workflow creating an opportunity in the marketing pipeline new lead stage after a form submission
A form submission creates an opportunity in the New Lead stage and hands off to the next workflow.
GoHighLevel workflow sending form submission data to n8n through a webhook
Form data is passed to n8n by webhook for processing outside GoHighLevel.

Appointments and nurture

Appointment Reminders and Networking Follow-Up

Booked appointments get a confirmation email and a reminder the day before. Contacts from a networking form are matched to an existing opportunity or given a new one, then receive three emails spread over about a month. When someone replies by email, their opportunity updates on its own, so the pipeline stays current without anyone watching the inbox.

  • GoHighLevel
  • Calendars
  • Email nurture
  • Reply triggers
GoHighLevel workflow that finds or creates an opportunity from a networking form and sends three follow-up emails over 30 days
Networking contacts get an opportunity record and a three-email follow-up sequence.
GoHighLevel appointment workflow that tags the contact, sends a confirmation email and sends a reminder email one day before
Booked appointments get a confirmation email and a reminder the day before.
GoHighLevel workflow triggered when a contact replies by email that updates the related opportunity
When a contact replies to the sequence, the opportunity updates automatically.

Make

Make Scenarios That Connect Business Platforms

When a process spans tools that do not talk to each other natively, we build the bridge in Make. Each scenario below moves data between platforms that someone would otherwise copy across by hand. Integrations like these are part of our AI and automation services.

Make automation connecting Bullhorn CRM with GoHighLevel to create or update contacts based on email

CRM integration

Bullhorn CRM to GoHighLevel Contact Sync

Runs on a schedule, authenticates with Bullhorn and pulls client contacts. Each contact is searched in GoHighLevel by email: new contacts are created and existing ones are updated. Access tokens are stored and refreshed in a Make data store.

  • Make
  • Bullhorn CRM
  • GoHighLevel
Make scenario routing GoHighLevel live chat messages through an OpenAI assistant and updating the contact in GoHighLevel

AI chat automation

AI Replies for GoHighLevel Live Chat

A webhook receives live chat messages from GoHighLevel. A router separates first messages from follow-ups, each path sends the message to an OpenAI assistant, and the response is written back to the contact in GoHighLevel.

  • Make
  • OpenAI
  • GoHighLevel
Make scenario that watches Microsoft 365 Outlook emails, parses job details with text parsers and creates a job in ServiceM8

Email to job automation

Outlook Emails to ServiceM8 Jobs

Watches a Microsoft 365 Outlook inbox and reads each email and its attachments. Text parsers pull out the job details and convert the HTML to plain text, then the scenario creates the job in ServiceM8 without anyone retyping it.

  • Make
  • Microsoft 365 Outlook
  • ServiceM8

Zapier

Zapier Automations for Leads, Follow-Up and Content

Zapier suits teams that already work in Asana, HubSpot, Slack and Gmail. These Zaps take over the repetitive parts of the week: enriching and routing new leads, alerting the right person, following up on quotes, and turning one video into several posts.

Zapier workflow for automated lead enrichment with Apollo, splitting high and low priority leads to Google Sheets, Slack and Gmail

Automated Lead Enrichment and Priority Routing

New leads arrive by webhook. The Zap extracts the company domain, enriches the lead through Apollo and splits it by priority. High-priority leads are saved to Google Sheets, posted to the sales team in Slack and given an AI-drafted email; lower-priority leads trigger an email notification.

  • Zapier
  • Apollo
  • Slack
  • Google Sheets
  • Gmail
Zapier workflow that checks form submissions against HubSpot and notifies either customer success or sales in Slack

Form Notifications Routed to Sales or Customer Success

Form submissions are stored in Zapier Tables and the company website is checked against HubSpot. Existing customers go to customer success in Slack after a ChatGPT step; new leads go straight to the sales channel.

  • Zapier Interfaces
  • Zapier Tables
  • HubSpot
  • ChatGPT
  • Slack
Zapier workflow triggered by Asana task updates that branches by lead status to create Google Drive folders, subtasks and Gmail emails

Lead Status Actions From Asana

Whenever a lead task is updated in Asana, the Zap checks its status. Ready to Start creates a Google Drive folder and an Asana subtask. No Response, Quoted and Approved each send their own email, and approved leads get a message specific to SEO, automation or digital marketing.

  • Zapier
  • Asana
  • Google Drive
  • Gmail
Zapier workflow that transcribes videos from Google Drive, generates blog content with AI and posts to Facebook and LinkedIn

AI Content Repurposing From Video

New videos in Google Drive are transcribed and turned into written posts with AI by Zapier. The output is split into individual pieces and published to Facebook Pages and LinkedIn, with the path chosen by topic.

  • Zapier
  • AI by Zapier
  • Google Drive
  • Facebook Pages
  • LinkedIn
Zapier workflow that runs weekly, finds tasks in Asana and sends follow-up emails through Gmail

Weekly Quote Follow-Up

Once a week, the Zap finds the relevant quote tasks in Asana and sends follow-up emails through Gmail, so open quotes are chased on a schedule instead of from memory.

  • Zapier
  • Schedule
  • Asana
  • Gmail
Zapier workflow that runs daily, finds tasks in an Asana workspace and sends emails through Gmail

Daily Automated Responses

A daily schedule finds tasks in an Asana workspace and sends the matching emails from Gmail, which keeps routine replies off the team to-do list.

  • Zapier
  • Schedule
  • Asana
  • Gmail

SEO

SEO and Organic Search Tracking

We track keyword positions for the sites we work on, so progress is measured rather than guessed. These are two snapshots from October 2024 position-tracking reports, each covering 100 keywords tracked in the United States. Search volumes are the tracking tool’s estimates. Read more about our SEO services.

Education and wellness

Yoga Teacher Training Institute

  • 52keywords in the top 3
  • 92keywords in the top 10
  • 4.97average position

A mix of brand, program and informational keywords. Several topic keywords with an estimated 33,100 monthly searches held positions 2 to 4 in this snapshot. The same report shows 14 keywords moving up and 32 moving down over the tracked days, which is why we judge SEO on trends over months, not on a single week.

Keyword position tracking summary for a yoga teacher training website showing 52 keywords in the top 3 and an average position of 4.97
  • Position tracking
  • Informational content
  • Brand keywords

Retail and ecommerce

Tile Retailer

  • 70keywords in the top 3
  • 86keywords in the top 10
  • 28keywords moved up

Product category and collection keywords for a tile brand. During the tracked period, kitchen wall tile terms with an estimated 8,100 monthly searches each reached position 2, including one that climbed from position 18. The tool notes that keywords were added during this period, so we do not quote its average-position change as a result.

Keyword position tracking summary for a tile retailer website showing 70 keywords in the top 3 and 28 keywords moving up
  • Position tracking
  • Category pages
  • Ecommerce SEO

Websites

Website Design and Development

We build service-business websites where the homepage has one job: get the visitor to book or call. The platform follows the client: WordPress with Elementor when they want full control of the site, GoHighLevel AI Studio when it should sit right next to their CRM. Both builds below come from our web development services.

GoHighLevel AI Studio website

Canine Scent Inspections

A website for a canine mold detection company serving Walla Walla and Eastern Washington, built in GoHighLevel AI Studio. The homepage puts the inspection request form in the hero, then backs it up with a service grid, an interactive symptom checklist, a service-area section and a residential cost calculator that gives visitors a price before they call.

  • GoHighLevel AI Studio
  • Local business website
  • Lead capture form
  • Interactive tools
Canine Scent Inspections homepage built in GoHighLevel AI Studio with a mold inspection request form in the hero
Homepage hero with the inspection request form placed above the fold.
Service cards for canine mold inspection, pre and post remediation checks and mold monitoring on the Canine Scent Inspections website
Service grid with a details link for each inspection type.
Interactive mold exposure symptom checklist with category tabs on the Canine Scent Inspections website
Interactive symptom checklist that points visitors to a K9 inspection.
Residential mold inspection cost calculator with a square footage slider on the Canine Scent Inspections website
Cost calculator that estimates the inspection price from home size.

WordPress and Elementor website

VidaVascular

A website for an interventional radiology practice with offices in Oxon Hill and White Plains, MD and Springfield, VA, built in WordPress with Elementor. The homepage leads with booking and call actions, then connects treatments, symptoms, providers, insurance and the three office locations, so a patient can go from a symptom to the right procedure page and book.

  • WordPress
  • Elementor
  • Healthcare website
  • Appointment booking
VidaVascular homepage built in WordPress and Elementor with appointment booking and call buttons in the hero
Homepage hero with booking and call actions and the three office areas.
Treatment cards for uterine fibroid, genicular artery and hemorrhoid artery embolization and varicose vein ablation on the VidaVascular website
Treatment cards that link to each procedure page.
Symptom cards linking patients to related vascular treatments on the VidaVascular website
Symptom cards that point patients to the related treatment.

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