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Awards

From Chaos to Clicks: How We Scaled to 500 SaaS Clients with One Funnel Strategy

I’m a funnel strategist, and for years, I’d been stuck in a constant cycle of chaos. Every new client brought a new tech stack, from Kajabi to ClickFunnels to WordPress and more. With each unique setup, I had to reinvent my strategy to fit their software and adapt their funnels into systems that would, ideally, perform. In some cases, we’d lose weeks, even months, just getting the tech to align with the strategy. My team and I knew there had to be a better way.

Then came the pitch—a concept from one of my team members that changed everything. She suggested we build my funnel strategies into one platform that could be instantly deployed by our clients with just a click. That way, instead of creating custom setups in different software, we’d have a powerful one-size-fits-all system. The idea was brilliant, and I was all in.

That’s when we found GoHighLevel. We realized GoHighLevel could support the features we needed, from CRM to automated workflows, text and email marketing, and even membership sites—all in a single platform. This was my chance to create something scalable and seamless.

Within the first year, we had onboarded our first 100 SaaS clients, who were beyond thrilled at how quickly they could launch. No more waiting weeks for the tech to get set up; we delivered a fully functional funnel that was optimized and ready to convert. And to ensure we stayed competitive, we launched it as a standalone offer at a lower price point. That decision turned out to be game-changing.

Soon, our client base began doubling almost every quarter. By the end of our second year, we had increased revenue by over 200%, with a renewal rate of 85%, which meant that most of our clients saw enough value to stay on board long-term. Even better, I was able to diversify my revenue streams: with a thriving SaaS model, monthly recurring income replaced the pressure of signing new high-ticket clients every month.

Today, we’re closing in on 500 active SaaS clients, with our churn rate down to just 8%. Now, I spend more time refining strategy and less on client acquisition. And every month, I get to see clients across industries—fitness, finance, coaching—scale faster than they ever could before.

What started as a team pitch became the key to a scalable business that performs in every niche we touch.

What is HighLevel?

HighLevel is a comprehensive marketing automation platform, built to drive measurable growth for entrepreneurs, marketers, and agencies. Leveraging advanced AI-driven tools, HighLevel spans the entire sales and marketing lifecycle, integrating powerful CRM capabilities with streamlined communication channels, and customizable automation workflows. This all-in-one platform helps clients manage lead generation, sales pipelines, customer communications, and retention—all in a single, user-friendly interface designed for scalability and efficiency.

HighLevel’s white-label functionality lets businesses rebrand the platform to strengthen their brand, generate new revenue streams, and retain clients more effectively. HighLevel stands out in the SaaS and tech industry for its ability to integrate seamlessly with popular tools, offer actionable insights through robust analytics, and simplify client onboarding, management, and retention. Agencies using HighLevel have reported 30-50% faster onboarding processes, a 20% increase in lead-to-sale conversion rates, and an overall reduction in client churn due to improved customer experience.

Additionally, HighLevel is more than software: it’s a partner in growth. The platform provides users with dedicated support and a rich library of training resources, ensuring clients are not only equipped but educated for long-term success. By joining HighLevel, businesses become part of a forward-thinking community shaping the future of marketing through collaborative, data-driven solutions. This platform doesn’t just streamline processes—it empowers clients to achieve success at scale.

Setting Up My Baseline Agency Account on GoHighLevel

1. Activating My Phone System

I started by activating the phone system, which was crucial for managing client communications effectively. This involved:

Navigating to the “Phone System” section in the dashboard.
Setting up my business phone number, which included options for SMS capabilities and call forwarding.
Ensuring that I configured voicemail and text messaging features to enhance client interaction.

2. Activating My Email System

Next, I activated the email system to streamline my communication with clients. This process included:

Setting up a custom email domain that matched my agency’s branding.
Integrating my email with the GoHighLevel platform to ensure that all communications were centralized.
Configuring templates for consistent messaging and automating follow-ups to save time.

3. Setting Up My White-Labeled Login URL

To strengthen my brand identity, I set up a white-labeled login URL. This involved:

Customizing the login page with my agency’s branding, which included the logo and color scheme.
Ensuring that my clients could easily access the platform under my agency’s name, fostering trust and professionalism.

4. Setting Up My Link Domain URL

I also established a custom link domain URL for my agency. This step was essential for:

Ensuring that all links generated through the platform reflected my agency’s brand rather than GoHighLevel’s.
Enhancing the perceived professionalism of the communications sent to clients.

5. Creating My Agency Sub-Account

Finally, I created my agency sub-account, which allowed me to manage multiple clients efficiently. This included:

Setting up individual accounts for each of my clients within the sub-account structure.
Customizing services and automations for each client, enabling tailored marketing solutions that meet their specific needs.
Utilizing the reporting features to monitor performance metrics for each client, allowing for data-driven decisions and adjustments.

The platform not only simplifies the process of managing multiple clients but also enhances client communication through integrated systems. I highly recommend GoHighLevel for anyone looking to streamline their agency’s marketing efforts.

How I Set Up My Baseline Sub-Account on GoHighLevel

Setting up my Baseline Sub-Account on GoHighLevel was straightforward, and each step was designed to optimize my agency’s operations. Here’s a detailed walkthrough of the process I followed:

Create My Acquisition Sub-Account

I started by creating a dedicated acquisition sub-account tailored for my lead generation efforts. This allows me to manage all my marketing campaigns and leads in one centralized location. GoHighLevel’s intuitive dashboard made it easy to customize settings to fit my specific needs.

Set Up My Website Domain

Next, I connected my website domain to the sub-account. This involved pointing my DNS records to GoHighLevel, which took just a few minutes. Having my domain integrated meant I could create landing pages and funnels that aligned with my branding, increasing my credibility with clients.

Purchase a Phone Number

I then purchased a phone number directly through the platform. This feature allows me to manage all communications with leads and clients from one place, enhancing efficiency and professionalism. GoHighLevel provides options for local and toll-free numbers, making it easy to choose what best fits my business strategy.

Register My Phone Number for A2P

To ensure compliance with messaging regulations, I registered my phone number for Application-to-Person (A2P) messaging. This step was crucial for maintaining effective communication with clients via SMS, allowing me to send marketing messages without running into issues related to spam filters.

Integrate My Stripe (Sub-Account Level)

Finally, I integrated my Stripe account at the sub-account level. This setup streamlined my payment processing for clients and provided them with a seamless checkout experience. The integration was smooth, and I appreciated the ability to manage transactions directly within the GoHighLevel platform.

Set Up My Website

Building my website on GoHighLevel offers me flexibility in design and customization while keeping all elements (like forms and chat widgets) on the same platform. This streamlines lead capture and analytics, making my operations more efficient.

Set Up My Lead Sources

GoHighLevel provides me with versatile lead-capturing options:

Chat Widget: I can capture leads in real time on my site.
Missed-Call Text-Back: This feature allows me to automatically follow up on missed calls, potentially capturing lost leads.
Marketing Audit Form: I can generate leads through valuable assessments and evaluations.

By setting up automations for each source, I ensure immediate and personalized responses, which improves conversion rates and customer satisfaction.

Set Up My Calendars

With calendar configurations, I can manage my availability and set up automated reminders, which helps reduce no-shows and streamline appointment management. In GoHighLevel, I can align my calendar availability with my team’s schedule, making it simple to offer clients open booking slots.

Integrate Stripe (Agency Level)

Setting up Stripe at the agency level allows me to streamline invoicing, subscription billing, and create additional revenue streams directly through GoHighLevel. This way, I can handle all payments in one place, improving my financial oversight.

Set Up SaaS Mode

SaaS Mode enables me to white-label GoHighLevel features and sell them as branded solutions to my clients. By setting up this mode, I can establish consistent recurring revenue while providing clients with a branded, high-value software suite.

This level of insight has proven particularly useful for me as an agency owner looking to implement an end-to-end solution.

How I Use GoHighLevel to Prospect and Close Clients (with a real-world example!)

I wanted to share my simple but effective process for prospecting and closing clients using GoHighLevel. Here’s the breakdown:

1. Prospecting with HighLevel’s Marketing Audit Tool

I start by using GoHighLevel’s built-in tools to run a quick marketing audit for potential clients. This helps me identify key areas where they’re missing opportunities. Here are a few insights I typically look for to pinpoint the perfect prospect:

Text Enabled Business Number: I check if their business number is text-enabled. Since 9 out of 10 people prefer texting, this is a HUGE opportunity for most businesses.
Website Chat Widget: Is there a live chat option on their website? If not, it’s a missed chance for instant customer interaction.
Google Business Profile (GBP) Claim Status: An unclaimed GBP is a red flag! It means they’re missing out on local SEO and customer engagement.
WordPress Site: I look for inactive or outdated WordPress sites. This tells me they might need help with their online presence, SEO, and content marketing.

2. Closing the Deal with a Powerful Sales Call

Once I have the audit report, I schedule a sales call with the prospect. During the call, I walk them through the findings, highlighting the specific areas where they can improve. This personalized approach demonstrates my expertise and builds trust.

By showcasing the value I can bring to their business, I’m able to close deals more effectively. GoHighLevel’s tools make it easy to identify opportunities and present them in a clear, concise way.

Hope this helps!

How I Deliver Outstanding Results for My Clients Using GoHighLevel

1. Deploy the Chat Widget to Generate Conversations

First, I added the GoHighLevel chat widget to the client’s website to capture visitor questions and drive engagement. The widget can automatically greet visitors, answer common questions, and capture lead details. I customized the widget’s colors to match the client’s branding and added a welcoming message, “Hello! How can we help you today?” This immediately starts a conversation with site visitors, collecting valuable contact information for follow-up.

2. Missed Call Text Back (MCTB)

Set Up MCTB

In the event a customer calls and no one is available to answer, GoHighLevel’s MCTB feature will instantly respond with a text message. For this client, I set up an automated response: “Hi! Sorry we missed your call. How can we help you today?” This ensures no potential lead goes unaddressed.

3. Social Media Messengers Integration

Integrate Facebook and Instagram

To manage messages from social media in one place, I integrated the client’s Facebook and Instagram accounts with GoHighLevel. This enabled all messages from these platforms to flow directly into GHL’s Conversation Dashboard, where the client’s team could respond quickly to any inquiries.

4. Automation in Social Media Marketing

I set up automated responses for frequently asked questions, like “What are your hours?” or “Where are you located?” This reduced response time and provided consistent answers, helping the client stay responsive, even outside regular business hours.

5. Reputation Management

Set Up Review Requests

To build the client’s online reputation, I configured automated review requests that are sent to clients after a service is completed. The GoHighLevel automation asked happy customers to leave a Google review, with a follow-up sequence for those who hadn’t responded within 48 hours.

Send Review Requests

Using GHL’s “Review Request” feature, I scheduled requests for satisfied clients. A gentle nudge like, “Thanks for choosing us! If you had a good experience, please leave us a review!” was personalized and sent out.

Generate a Review QR Code

To capture in-person reviews, I generated a QR code for the client to print on receipts and hand out to customers. Scanning it led customers directly to the Google review page, making it quick and convenient to leave feedback.

Reputation Dashboard Overview

The Reputation Dashboard gave an at-a-glance view of new reviews, including ratings, comments, and trends. I used this to report back to the client on how we were enhancing their reputation each month.

Embed Reviews Widget

To showcase the client’s best reviews, I embedded a widget with top ratings on their website’s homepage. This gave prospective customers immediate social proof.

Schedule Review Post on Social Media

I used GoHighLevel’s social media scheduling tool to share positive reviews on the client’s social media channels. This reinforced their reputation and increased engagement across platforms.

Dispute Negative Reviews

For any negative feedback, I guided the client on professionally disputing reviews by addressing the customer’s concerns and requesting an update to the review after resolution. This showed that the business valued customer satisfaction.

Use AI to Respond to Reviews

Using GHL’s AI Review Response feature, I set up templates to reply to reviews with custom messages that felt personal but were generated quickly. Positive reviews got a “Thank you” message, while negative reviews received an apology and an invitation to resolve the issue offline.

6. Online Listings

Turn Listings On

To improve the client’s local SEO, I enabled GoHighLevel’s “Listings” tool, which ensures business information appears consistently across multiple directory sites like Google, Yelp, and Bing. This visibility boosted the client’s local search results.

7. Paid Advertising

Set Up and Manage Facebook Ads

I set up targeted Facebook ad campaigns within GoHighLevel, focusing on specific demographics for the client’s ideal customers. Weekly reports were generated from GHL to show the client the results in terms of clicks, leads, and ROI.

8. Conversation Tools

Introduction to Conversation Tools

GHL’s Conversation Tools allowed the client to manage all interactions (text, email, social media) in one place. This streamlined communication and reduced response time.

Use the Mobile App

I showed the client’s team how to use the GoHighLevel mobile app, so they could check messages and respond to leads from anywhere. This made them more agile and responsive.

Call Recording/Reporting

For tracking purposes, I enabled call recording on incoming and outgoing calls, which helped the client review calls and train their team based on real interactions.

Run Database Reactivations

I used GoHighLevel’s reactivation tool to engage past clients by sending them a special offer, increasing repeat business. For example, “We miss you! Get 20% off on your next service with us.”

Use Conversation Snippets

To save time on common responses, I set up snippets for frequently used phrases, such as location details and scheduling links. The client could insert these into conversations with a single click.

Conversation AI

Using Conversation AI, I set up automated responses that guided website visitors and social media followers through the booking process. This included quick replies for common booking-related inquiries, such as service availability, pricing, and scheduling options.

For instance, when a customer asked, “How do I book an appointment?” the AI would respond with, “I can help with that! To book an appointment, please click [insert booking link here] and choose your preferred date and time.” This reply included a direct link to the booking calendar, making it easy for the customer to schedule instantly.

Similarly, if a customer asked about availability, the AI would respond with something like, “We have openings this week! Would you like help finding a time that works for you?”

Why Choose HighLevel?

HighLevel provides a customizable all-in-one solution.
With HighLevel, I can add as many Users, Contacts, and Sub-Accounts as I want for one monthly fee that never changes.
HighLevel is designed for agencies like mine that are looking to scale, which is why it has always offered unlimited pricing.
I can provide an all-encompassing software solution with my agency’s logo. My clients will see my brand, down to the URL.
HighLevel is a true communication platform enabling me to send and reply to text messages, emails, Facebook Messages, Instagram DMs, Google Chats, and WhatsApp.
I can even automate replies based on keywords or phrases in conversations!
I can build forms, surveys, websites, and landing pages to capture new leads (or connect directly to Facebook Lead Ads!) then leverage automated email, SMS, voicemail drops, and call connects to turn leads into bookings without staff having to get involved!
It’s my one-stop shop to deliver results for both my agency and my clients.
There are nearly limitless automations I can set up to eliminate repetitive and overly tedious tasks.
HighLevel’s award-winning support team is here to help with fast support whenever I need it.
HighLevel also offers live chat, live Zoom support, concierge migrations, and a free Facebook community.