Systems that run your business while you lead it.

Zapier · Monday.com · Gmail

Staff credential sync for a behavioral health clinic

Staff were uploading certifications by form and an admin was copying each file and date onto the staff board by hand. Now every submission files itself.

1. 01New submission lands, waits, and is matched to the right staff record
2. A/BComplete records update the staff board and send a confirmation. Incomplete ones wait, then send a reminder
3. ×10RBT, HIPAA, CPR, Mandated Report, Driver’s License, Badge, Insurance, 40hr Training, NPI and Diploma each get their own date and file path

• 53 steps
• 12 paths
• Zero manual filing

GoHighLevel · Email · SMS

A webinar engine that follows up on every single lead

The old funnel had broken OR logic and leads were silently dropping out of nurture. I audited it, then rebuilt it as six tracks with clean tag architecture.

1. 01Attended or no-show branches, each with its own replay sequence
2. 02Waits for a reply, with 24 hour and 7 day timeouts
3. 03A “YES” reply is tagged, confirmed instantly and moved to booking

• 6 tracks
• Broadcast suppression
• SOP documented

n8n · OpenAI · Gmail

Abandoned carts that win themselves back

An AI agent writes each shopper a personal email naming what they left. If they still don’t buy, a second branch generates a single-use code and follows up again.

1. 01Schedule trigger pulls active carts and skips anyone who already bought
2. 02AI writes the reminder, then waits for the customer’s response
3. 03Second pass issues a code like COMEBACK-UUW5EZ and logs revenue recovered

• AI personalization
• Two-touch recovery
• Revenue logging

n8n · Pinecone · OpenAI

An AI agent that knows the menu and takes the order

A restaurant ordering assistant that reads from the business’s own documents, remembers the conversation and answers in under three seconds.

• Retrieval agent
• Chat memory
• 2.8s response

Zapier · FanBasis · LeadConnector · Sheets

Payment plans tracked without a spreadsheet babysitter

Each sale updates the CRM and finds the buyer’s installment row, so the founder sees who has paid installment one through five at a glance.

• 5 installment paths
• CRM in sync

GoHighLevel

Luxury retreat applicants, qualified on arrival

Qualified applicants enter a belief-shifting email sequence 15 minutes after applying. Anyone who books a call exits immediately so nobody gets the wrong message.

• Tag-based routing
• 5-day sequence