The System Behind a
Fully Automated Accounting Practice
How a Florida accounting and advisory firm went from manual follow-up and scattered contacts to a fully automated client journey — without changing how they work.
The Challenge
Level Accounting & Advisory LLC had come from another agency that left their GoHighLevel setup incomplete. Leads were coming in but nothing was consistent — follow-up depended on who was available, discovery calls were scheduled manually, and when someone no-showed, the conversation died. Their entire HubSpot contact database was unorganised across multiple lists with no clear activation logic. A2P had never been submitted, so SMS wasn't sending. The team was spending significant time on coordination work that should have been automatic.
What We Built
We started by auditing everything that existed and mapping the complete client journey from first inquiry to active client to Google review. Then rebuilt the entire system from scratch inside their GHL account.
The build included 15 workflows covering: instant lead response, pre-discovery education sequence, no-show recovery with two follow-up branches, sales stage progression through four pipeline stages, proposal sent sequence, contract signed trigger, full client onboarding flow, subscriber nurture, podcast routing with four geographic branches, guest application processing, and automated review request 30 days after activation.
Alongside the workflows, we built four custom pipelines, eight calendars across four team members, a 40-field pre-call discovery form with conditional logic, and a guest application form. We migrated their entire HubSpot database across four contact lists using tag-based activation logic to prevent any contacts from accidentally entering live sequences. A2P compliance was submitted and approved end-to-end.
Results
- 15 workflows live and running
- Every lead gets an automatic response within 60 seconds
- No-shows trigger recovery sequences without human involvement
- Review requests fire automatically 30 days after client activation
- Team only steps in when a human decision is needed
- Full HubSpot database migrated with zero data loss
- A2P approved — SMS sending live
From incomplete setup to a fully automated client journey — built, tested, and live in under two weeks. Katie's team now runs the same consistent process for every lead, every time.
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