How We Helped Mortgage Brokerage Got Control of Pre-Approvals, Underwriting, and Follow-Ups Without Hiring More Staff
How We Helped Mortgage Brokerage Got Control of Pre-Approvals, Underwriting, and Follow-Ups Without Hiring More Staff Client Overview Our client is a mortgage brokerage based in Canada. Each agent received 40–60 new leads weekly from online ads, referral partners, and inbound calls. They were using Zoho CRM, but only for storing contact info. Everything else — from follow-ups to deal tracking — was being done manually. Emails were written one by one. Tasks weren’t assigned automatically. Referral updates were sent by hand. Zoho wasn’t built around how they actually worked — so most of the team didn’t use it actively. Challenges The agency had a strong client base, but their backend systems couldn’t keep up. Here’s where they were struggling: New leads weren’t getting handled properly Leads were coming in daily, but there was no way to track who had been contacted, who booked a call, or who was waiting on documents. Some got missed entirely. Others sat too long without a response. No one could clearly see who was in pre-approval, underwriting, or ready to fund. Follow-ups took way too much time Every agent was sending the same pre-approval messages, document reminders, and updates manually — over and over. If someone was out for the day, their leads didn’t move forward. There were no triggers or automations in place. Referral partners kept asking for updates Partners who referred leads weren’t being updated when a client booked a consult, submitted their mortgage application, or closed the deal. Everything had to be remembered and sent manually — which meant it often wasn’t. No one could track the deal pipeline There were no proper stages inside the CRM — just names and numbers. The team couldn’t answer questions like: “Has this client submitted their docs?”“Who’s working on this deal?”“Which files are taking too long?” Zoho CRM wasn’t doing much They had the tool, but it wasn’t set up for mortgage workflows. No deal stages. No automation. No tasks assigned when things moved forward. The CRM wasn’t helping the team — it was just sitting there. Long-term leads were forgotten If someone didn’t move forward in the first couple of weeks, they were forgotten. There were no monthly check-ins, follow-up campaigns, or reminders to re-engage. Cold leads and expired pre-approvals just sat in the system, untouched. “We don’t have a clear view of our process. We just want something that runs without us checking every step.”
How We Helped a Real Estate Finance Company Automate Their Entire Workflow — From Loan Origination to Project Closure
How We Helped a Real Estate Finance Company Automate Their Entire Workflow — From Loan Origination to Project Closure Client Overview Our client is a fast-growing finance firm based in Mexico that funds small to mid-size real estate development projects. Their challenge wasn’t finding clients—it was handling the flood of loan requests and internal coordination that came with scale. Their loan officers were overloaded. Follow-ups were slipping. Each deal involved 10+ forms and emails across different people, and the team was stuck juggling everything in spreadsheets, WhatsApp, and email threads. They came to us because they knew this mess wasn’t sustainable—and it was already costing them deals. Challenges The agency had a strong client base, but their backend systems couldn’t keep up. Here’s where they were struggling: Manual Processes Were Creating Risk Every loan required collecting documents, running internal reviews, managing approvals, and tracking disbursements. The team was handling all of this manually, leading to: Missed follow-ups on loan documents Delays in internal approvals Risk of compliance errors due to inconsistent record keeping No Shared View of the Loan Pipeline Loan officers, finance, legal, and risk teams were all operating in isolation. There was no shared workspace where everyone could see the status of a deal. As a result: Team members were asking for the same info again and again Managers had no visibility into bottlenecks There was no way to track deal progress across departments Important Tasks Were Falling Through the Cracks With no system to assign ownership or set reminders, tasks were either forgotten or repeated. Deals stalled for days—sometimes weeks—waiting for one step to be done. “We weren’t losing clients because of bad service. We were losing them because we didn’t have the structure to handle growth.” Solution We designed a customized ClickUp workspace to mirror the way their business actually works—built for finance teams, not generic task lists. Built End-to-End Workflows for Loan Processing We broke down the full lifecycle of a loan—from initial contact, to approval, to disbursement, and final project closure. Each stage became a workflow with assigned owners, clear steps, and built-in automations. Connected ClickUp with Their Existing Stack Instead of asking them to change tools, we integrated ClickUp with what they already used—like Google Drive, Gmail, and Airtable. Now, documents and emails auto-link to the right deals, and there’s no need to hunt things down. Documented Everything, Trained Everyone We didn’t just build the system—we walked every department through it, created training videos, and gave them a living SOP inside ClickUp. They don’t rely on us to maintain it. Call Tracking Integration Calls are now logged and linked to contact records. Every call is stored and tied to the appropriate lead or deal. This gives the team full visibility and history for every conversation. Portfolio Results Since the implementation, the business has seen measurable improvements: 40% faster loan turnaround— Applications now move through review and approval without manual chasing. 25% drop in operating costs— Less admin work, fewer errors, no duplicated efforts. 30% boost in loan capacity— The team can now handle more loans without hiring more staff. Fewer delays, fewer client complaints— Faster decisions and better communication at every stage. Want to Fix What’s Slowing You Down? If your finance team is drowning in follow-ups, document chaos, or deal delays—we can build a workflow that actually fits how you work. No guesswork. No unnecessary tools. Just real structure that saves time and gets results. Book a consultation today. Get your system done today
How an American Medical Aesthetics Clinic Achieved $3.1M in Opportunity Value with Our Customized Go High Level System
How an American Medical Aesthetics Clinic Achieved $3.1M in Opportunity Value with Our Customized Go High Level System Client Overview Our client is a well-known medical aesthetics clinic operating across multiple locations in the USA. They offer premium services like Botox, HydraFacials, Laser Hair Removal, and other high-value treatments. They thought they were doing all the right things — running ads, offering seasonal promos, and getting daily inquiries. Despite all the traffic and inquiries, their internal systems couldn’t keep up with their growth. They started to come across some problems. No way to track or follow up with every lead. Appointments are booked manually. No reminders sent. No visibility on what was working or who was buying. Despite a strong brand and local demand, they were leaking revenue. Challenges No Central Lead System At the time of onboarding, each location handled leads differently. Facebook and Google ad inquiries were isolated in inboxes, while walk-ins and phone calls were recorded manually. Not having a unified CRM meant no one could see the entire lead volume, follow-up progress, or conversions across locations. Most leads were either missed or responded to late. Manual Appointment Booking & Follow-Ups The front desk handled each booking individually. Staff called or texted leads one by one to confirm or reschedule. There were no workflows for reminders, no automatic confirmations, and no way to track missed appointments. This led to frequent no-shows and burned staff time that could have been spent on in-clinic care. Cold Leads Were Forgotten There was no structured re-engagement plan if a lead didn’t convert after the first contact. That’s why the clinic constantly relied on new leads to drive revenue, while hundreds of potential bookings from the past were sitting idle in unread spreadsheets and unreturned messages. Promotions Had No Tracking The business regularly ran seasonal offers and grand opening discounts, but these campaigns weren’t backed by proper funnels or performance tracking. Leads who expressed interest weren’t tagged based on campaign activity, and there was no clear picture of which promotions were profitable. The clinic kept repeating offers but couldn’t tie them to actual revenue. No Real-Time Revenue Visibility Management couldn’t track the total value of leads in the pipeline or view revenue generated per treatment, location, or source. With multiple teams involved, there was no centralized dashboard to view progress or performance across branches. This made it hard for the leadership team to make fast, informed decisions or scale up campaigns that were working. Online Reviews Were Ignored Despite a high level of client satisfaction, the clinic wasn’t actively collecting or managing Google reviews. No automated prompts were sent post-appointment, and no one followed up manually. Positive experiences went undocumented, and the business missed a major opportunity to build social proof in a highly competitive market. How We Helped Them: Unified Lead Pipeline We created a central pipeline system inside Go High Level that captured leads from every source — including ads, web forms, calls, and social media. Each lead was tagged by source and location, and automatically routed into its relevant funnel. Now, staff across all locations could view and act on every opportunity in one place, without delays or duplication. Smart Intake Forms + Auto-Routing We designed service-specific forms for Botox, HydraFacials, IV drips, and more. These forms triggered a workflow the moment a lead submitted them. Depending on the form used, the system would route the lead into the right treatment funnel, assign tags, log the time of submission, and start the appointment booking sequence. Appointment Confirmation & Reminder Workflows We built appointment workflows that varied based on the service and lead type. As soon as a booking request was submitted, the system automatically sent out confirmation messages by SMS and email. Reminders were timed at intervals leading up to the appointment — 7 days, 3 days, and 24 hours prior. If a client didn’t confirm, the system updated their pipeline status so staff knew who needed manual attention. Cold Lead Nurture System We developed a custom follow-up structure for leads who didn’t book right away. Each unconverted lead was placed into a nurture sequence that sent pre-written SMS and email templates over a defined timeline. These messages were designed to appear personal and relevant, increasing the chance of a response. If the lead replied or booked, the system paused the sequence and updated the lead status. Funnel-Based Promotions We set up dedicated campaign funnels for each promotion. Each funnel had its own lead capture, automation, and follow-up logic. Now, the clinic could run a campaign like “$99 HydraFacial Special” and track the leads entered and booked, and how much revenue was generated, all within Go High Level. Google Review Automation After each appointment, the system automatically sent a personalized SMS requesting a Google review. If a client didn’t respond within 24 hours, a polite follow-up was sent. This increased the clinic’s review count across all locations without requiring staff to remember or manually message anyone. Ad Integration and Attribution We linked both Facebook and Google Ads accounts directly into Go High Level. Leads from ads now landed straight into their respective pipelines, complete with source tagging and time stamps. This allowed the business to track revenue attribution back to specific campaigns and ad sets, helping them focus ad spend where it mattered most. Real-Time Dashboards for Management We built a live dashboard inside the CRM that displayed lead count, opportunity value, appointment progress, conversion rates, and revenue per pipeline stage. This gave the leadership team a clear snapshot of performance across all locations and helped them identify trends and gaps without chasing reports. Portfolio Impact in the First 30 Days Total Opportunity Value Over $3.1M in pipeline value created through automated outreach and inbound lead management. $3.1 Million Appointments Booked Automatically Automation workflows successfully booked nearly half a million dollars’ worth of consultations without manual intervention. $489,950 Worth Cold Leads Re-Engaged A critical win was the reactivation of more than 400 previously dormant leads. Through campaigns delivered