GoHighLevel CRM & Lead Automation for a Real Estate Agency
Role
Automation Consultant & CRM Setup
Industry
Real Estate
Duration
2 Weeks
<60 sec
Lead Response Time
0
Missed Leads
24/7
Automatic Follow-Up
6+ hrs
Saved Every Week
Project Gallery
From Missed Leads to Booked Visits
Step by Step Funnel / Pipeline / Lead Nurturing
The agency runs Facebook ads every month, and the ads work — enquiries come in. The problem started after the click. Most leads arrived in the evening or late at night, when no agent was working, and the first reply often went out the next morning. By then, the person had already talked to two other agencies.
Everything else was manual too:
- Leads were tracked in an Excel sheet that nobody updated on time
- Agents followed up from their personal WhatsApp numbers, so the owner could not see any conversation
- Nobody knew which leads were hot, which were cold, and which were simply forgotten
- Site visits were booked on calls and forgotten — no reminders, lots of no-shows
The owner told me one line that summed it up: "We pay for leads, then we lose them for free."
I moved the whole follow-up process into GoHighLevel and automated the parts humans are bad at — speed and remembering.
Every new lead, whether from Facebook, the website or a missed call, now enters one pipeline and gets a WhatsApp and SMS reply in under a minute, day or night. The conversation then follows a fixed path: New Lead, Contacted, Visit Booked, Negotiating, Closed. If a lead goes quiet, the system follows up on day 1, day 3 and day 7 on its own.
- One pipeline for every lead source — nothing lives in personal chats anymore
- Instant auto-reply on WhatsApp and SMS, written in a friendly, human tone
- Missed-call text-back, so a busy agent never fully misses a buyer
- Visit booking with automatic reminders for both the client and the agent
- A review request that goes out automatically after a deal closes
The change was visible in the first week. Leads stopped going cold overnight, and agents started their day with conversations already warm.
- Every lead is answered in under a minute — even the ones that arrive at 2 a.m.
- The owner opens one dashboard and sees exactly where every lead stands
- Follow-ups happen on schedule without anyone remembering to send them
- Visit no-shows dropped because clients now get a reminder before the visit
- The team saves hours every week that used to go into chasing and updating sheets
The ads did not change. The budget did not change. Only the follow-up did — and that was the part leaking money.
The setup runs on a GoHighLevel sub-account built for the agency, with separate pipelines for buyers and sellers. Facebook Lead Ads and the website form feed the same workflow, and WhatsApp runs through the official WhatsApp Business integration, so messages come from the agency's own number.
Appointment calendars are connected to each agent, reminders fire from the workflow (not from someone's memory), and a simple weekly report is emailed to the owner every Monday: new leads, visits booked, deals closed. I also recorded a short training video so their team can run everything without calling me.
Ready to get similar results for your business?
Automate My Lead Follow-UpTech Stack
Key Deliverables
- Custom sales pipeline (buyers & sellers)
- Instant WhatsApp + SMS auto-reply
- Missed-call text-back
- Day 1 / 3 / 7 automatic follow-up sequence
- Visit booking with reminders
- Automatic review requests
- Owner dashboard + weekly report
- Team training video
Skills & Tags
More Work
Explore other recent case studies.
WhatsApp AI Chatbot for a Clothing Brand
A clothing brand was answering the same WhatsApp questions all day — price, sizes, delivery time — and losing sales whenever replies were slow. I built a chatbot that answers instantly from the live catalogue, helps customers order, and only calls a human when it actually matters.
CallDevs — High-Performance Web Development Agency Portfolio
A lightning-fast agency portfolio built with Next.js 14 App Router, achieving 90+ PageSpeed scores while maintaining rich animations and interactive features. Complete with blog, dynamic services, and case studies.
Where to Next?
Don't stop here. Keep exploring my work, or let's start building your next big idea together.
Explore Services
See how I can scale your business with custom Next.js and MERN stack solutions.
View Projects
Browse my recent enterprise applications, SaaS platforms, and e-commerce builds.
About Me
Learn about my software engineering background, verified credentials, and technical stack.
Start a Project
Ready to hire? Tell me about your project and get a free estimate.