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— Automation·United States·January 22, 2026·5 weeks
US insurance retainer client (Takycorp)
Seventh GoHighLevel batch — full pipeline rebuild that removed 3 hours/day of manual triage.
— Manual triage time / day
Before: 3 hrs
After: 0
-100%
— Pipeline stages
Before: 11
After: 5
-55%
— SaaS tools retired
Before: 4
After: 0
consolidated
— Lead → discovery rate
Before: 12%
After: 27%
+15pts
— The problem
What was actually broken.
A US insurance operator on a recurring retainer had inherited a stagnant GoHighLevel install from a prior agency. Funnels were half-wired, drip cadences had been paused for months, pipeline stages didn't reflect the actual sales motion, and calendar links pointed to a calendar that no longer existed.
The team was effectively running on spreadsheets and forwarded emails despite paying for the full GHL stack every month.
The brief was to rebuild end-to-end on the same GHL instance — funnels, cadences, pipeline stages, calendar links, SMS templates — without losing the existing contact data or triggering a re-opt-in apocalypse.
— What we built
The solution stack.
— Tools
GoHighLevelTwilio (SMS)Calendly migrationZapier (compat layer)Loom (team SOP)
— Implementation (5 weeks)
- →Week 1: Forensic audit — mapped every paused cadence, broken trigger and orphaned automation.
- →Week 2: Pipeline stage rebuild aligned to actual closing motion (5 stages, not 11).
- →Week 3: Drip cadence rewrite, voice-locked SMS templates, calendar relink.
- →Week 4: Team SOP recorded via Loom; 2 hours of training across 3 reps.
- →Week 5: Phased cutover by lead source; spreadsheet retirement.
— Results
What changed.
This was our seventh GHL engagement with the same operator. We weren't selling them on automation — they were already sold. We were selling them on the discipline of pipeline simplification.
Their previous setup had 11 pipeline stages. Sales reps refused to use it because they couldn't remember which stage meant what. We collapsed it to 5 stages mapped to actual decision points in the closing motion: lead → contact → qualified → quoted → won. Adoption was immediate because the reps could remember it.
The team-SOP Loom was a deliberate choice over a written doc. Insurance ops teams have high turnover. A 22-minute screen-recorded walkthrough survives turnover in a way a 40-page Notion doc does not. Six months in, the doc is still the onboarding asset for new reps.
“Seventh time we've hired Waseem. Nothing else to add — the result is the result.”
Tools & services used
— Same builder · same playbook
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