GoHighLevel + Zapier Automation Builder — Sales Funnel + Client Onboarding + Fulfillment Tracking (Deadline: March 25)

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: TYPE OF WORK

Any

: SALARY

4.5/hr

: HOURS PER WEEK

15

: DATE UPDATED

Mar 3, 2026

JOB OVERVIEW

We’re a Canadian wedding photo/video studio with profitable lead generation (Meta/IG) and strong close rates, but we need the backend system upgraded: clean lead routing, fast follow-ups, consult booking automation, proposal/deposit tracking, onboarding, and fulfillment tracking.

The owner is traveling starting March 23, so we need a builder who can implement and test a reliable v1 so sales keep closing and clients keep moving while we’re on the road.

Goal / Definition of Done (by March 23)
By March 23, we have a “travel-proof” system where:

Leads are captured, tagged, and routed correctly (premium vs team vs not a fit)

A 60-day SMS/email nurture runs with clean logic and stop conditions

Consult scheduling flow runs end-to-end (confirmations, reminders, pre-call intake)

Proposal/estimate stage is tracked with reminders + “pending signature/deposit” visibility

Won clients are onboarded automatically (welcome + forms + timeline/vendor info intake)

Fulfillment is tracked end-to-end (Upcoming ? Shot ? Editing ? Review ? Delivered ? Archived)

Dashboards show what’s due, what’s late, and what needs owner attention

Scope: What You’ll Build

1) Lead Intake + Routing

Standardize lead capture fields (date, location, budget range, vibe/priorities)

Auto-create opportunity + apply tags + set pipeline stage

Routing logic:

Premium (owner-led) vs Team coverage vs Not Fit

Lost lead tagging + loss reason tracking (for reporting/optimization)

2) 60-Day Sales Nurture Engine (SMS + Email)

Build a 60-day experience:

day-0 speed-to-lead response

day 1/2/4/7/14/21 follow-up cadence

longer nurture for the remaining window

Separate sequences for:

Leads who booked a consult

Leads who didn’t book

Leads who received a proposal

Cold leads (light touch)

Clean stop conditions to prevent spam/overlap

3) Consult Scheduling + Pre-Call Prep

Confirmation + reminders (24h / 3h / 15 min)

Pre-call intake workflow (collect venue, priorities, timeline basics)

Generate a simple “Call Brief” note format for the owner

4) Proposals / Estimates / Deposit Tracking

Pipeline stages + automations for:

Proposal sent

Pending signature

Pending deposit

Won

Reminder logic for overdue signature/deposit

“Pending Signature / Pending Deposit” scoreboard view

5) Client Onboarding

Automated welcome + expectations + “what happens next”

Intake forms: timeline, vendor list, addresses, music preferences (if video)

Final call scheduling logic + reminders

6) Fulfillment Tracking (Operations)

Fulfillment pipeline:

Won ? Upcoming ? Shot ? Editing ? Review ? Delivered ? Archived

Simple task templates and internal alerts when items are overdue

Optional: Slack/email notifications when “Late” status is triggered

7) Documentation + Handoff

Simple SOP + Loom walkthroughs:

how the system works

tags/stages meaning

how to troubleshoot common issues

Tools (Required)

GoHighLevel (pipelines, workflows, conversations, calendars)

Zapier (filters/paths/data formatting; webhooks if needed)

Slack (or similar) for notifications

Nice-to-Haves

Appointment-setting funnel experience

Experience building “setter + closer” workflows

Experience with service businesses (agencies, studios, local services)

Timeline

Start ASAP

Stable v1 must be ready before March 23

To Apply (Answer These)

Share 1–2 examples of GoHighLevel workflows you built (screenshots or brief summary).

What are 3 common causes of broken automations in GHL and how do you prevent them?

Describe your approach to routing logic (premium vs team vs not fit).

Can you deliver a tested v1 before March 23? Yes/No.

SKILL REQUIREMENT

CRM Marketing Automation AI Tools

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GoHighLevel + Zapier Automation Builder — Sales Funnel + Client Onboarding + Fulfillment Tracking (Deadline: March 25)

Please login or register as jobseeker to apply for this job.

TYPE OF WORK

SALARY

HOURS PER WEEK

DATE UPDATED

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