This AI System Runs My Business (GoHighLevel + 10,000 Hrs Saved)

Key Concepts

• Business Automation
• Lead Generation (SEO, Google Ads, Bark, Social Media, Referrals, Wedding Wire)
• CRM (Customer Relationship Management)
• Sales Process Automation
• Fulfillment Automation
• AI (Artificial Intelligence)
• RAG (Retrieval Augmented Generation) Systems
• GoHighLevel
• Make.com
• PandaDoc
• ClickUp
• Zapier
• IVR (Interactive Voice Response)
• Lead Conversion Rate
• Sales Call Script
• Contract Generation
• Project Management
• Team Member Assignment
• Customer Onboarding
• Feedback Collection

Lead Generation and Initial Contact

• Multiple Lead Sources: The business, DJang Doca, utilizes SEO, Google Ads, Bark.com, social media, referrals, and Wedding Wire to generate leads.
  • Google Ads: Approximately 30% of leads are generated through Google Ads, with around $96,000 spent on a specific ad account.
  • SEO: 277,000 clicks were generated in 16 months through AI-driven blog writing. Keywords are found on SEMrush and used to generate blog content, including internal and external links.
  • Bark.com: Generates a significant number of leads, with over $100,000 spent on the platform across multiple businesses. Leads are automatically pulled into the CRM using Zapier.
  • Wedding Wire: The company is the largest partner of Wedding Wire in Canada. Automated replies are used to engage leads and direct them to quote pages. AI is used to strip lead information from Wedding Wire emails and input it into the CRM.
• CRM Integration: All leads, regardless of source, are merged into a CRM to streamline communication and follow-up.
• Speed to Lead: Emphasizes the importance of contacting leads within 60 seconds to increase conversion rates by up to 391%. Waiting two minutes decreases conversion by 160%.
• IVR System: An IVR system directs callers to different departments (sales, customer service, etc.).
• Automated Initial Contact: Upon entering the CRM, leads are automatically called. If the call is unsuccessful, a text message is sent, followed by an appointment booking link.
• Lead Claiming Process: Instead of round-robin lead assignment, a new lead notification is sent to all sales reps. The first rep to claim the lead via a form is assigned to it.

Sales Process Automation

• High-Quality Content: An email containing a quote page is automatically sent to leads. This page includes a portfolio, pricing information, and a calendar booking link.
• Automated Follow-Up: The system schedules seven calls for each lead to ensure consistent follow-up. This prevents sales reps from focusing only on the newest leads.
• Slack Notifications: Slack notifications are used to monitor sales rep activity (on calls, completed calls). A lead list is also visible to the entire sales team.
• RAG System (AI Agent): A retrieval augmented generation system acts as an AI chatbot, trained on the company's data (website, SOPs, documents, etc.) to answer customer inquiries 24/7. It uses a Pinecone vector database to store and retrieve information.
• Standardized Sales Call: Sales reps use a standardized sales call script to gather all necessary information (pricing, discounts, start time, end time, etc.).
• Contract Generation: After the sales call, submitting the call information triggers a workflow that automatically generates contracts with over 150 variables.

Post-Sales and Fulfillment Automation

• Call Recap and Proposal: A call recap and proposal, including a portfolio and team information, are automatically sent to the client.
• Automated Appointment Scheduling: Follow-up appointments are booked and managed automatically, with automated rescheduling and cancellation processes.
• Payment Reminders: Follow-up emails and text messages are sent to prompt clients to pay their invoices.
• Handoff to Fulfillment: Once payment is received, the client is moved from the sales funnel to the fulfillment funnel. An automated handoff message is sent from the sales rep to the event coordinator.
• Account Reconciliation: A workflow ensures that data in PandaDoc (contract software) is synchronized with GoHighLevel (CRM) to maintain a single source of truth.
• Automated Accounting and Analytics: Data is sent to QuickBooks for accounting purposes. An analytics dashboard tracks sales rep performance in real-time.
• Customer Dashboard: Clients gain access to a dashboard with next steps and a timeline.
• Planning Forms: Clients fill out planning forms to provide additional information. These forms include upsell opportunities.
• Project Management: Tasks are automatically generated in ClickUp with due dates, assignees, and priorities. Tasks are dripped out to avoid overwhelming the team.
• Google Sheets Integration: A Google Sheet is used to track event details. Access is restricted to prevent manual updates and ensure data integrity.
• Team Member Assignment: Team members are notified of new events and can book them through a dashboard. A tiered system prioritizes assignments based on experience.
• Automated Notifications: Notifications are sent to both team members and clients regarding assignments, check-ins, and reminders.
• Appointment Scheduler for Contractors: A custom-built appointment scheduler allows clients and contractors to schedule calls.
• Online Store: An online store allows clients to purchase additional products and services.
• Check-In System: A check-in system requires team members to confirm their arrival at the venue.
• Revisions and Editing: An editing sheet tracks photo and video editing projects. Clients can request revisions through a dedicated link.
• Feedback Collection: Automated feedback requests are sent to clients after the event. Positive reviews are followed up with a request to leave a review online.
• Referral Program: Clients are encouraged to refer new business.

Hiring Automation

• Automated Application Process: Job postings on Indeed generate email notifications. Automated messages are sent to applicants, directing them to a form.
• Screening and Testing: Applications are screened, and candidates are asked to complete a test.
• Automated Onboarding: Successful candidates are automatically sent a contract and onboarded onto the team.

Vendor Referrals

• Referral System: Clients are referred to other vendors (caterers, limousine providers, etc.). A referral mechanism can be set up to generate additional business.

Conclusion

The video details a comprehensive system for automating a service-based business, DJang Doca, from lead generation to post-event follow-up. The speaker emphasizes the importance of CRM integration, speed to lead, and consistent follow-up. AI-powered tools, such as RAG systems, are used to enhance customer service and streamline operations. While automation is extensive, the speaker highlights the value of human intervention at key points, particularly in sales and customer service. The system leverages a variety of software platforms, including GoHighLevel, Make.com, PandaDoc, and ClickUp, to achieve a high degree of automation and efficiency. The speaker also offers free blueprints and templates for viewers to implement similar systems in their own businesses.