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How We Eliminated 2 Full-Time Positions by Rebuilding Operations from Scratch

A cleaning company was hemorrhaging money: 20+ hours weekly on admin, double-bookings weekly, and 2 employees just to handle scheduling and follow-ups. We rebuilt their entire operations in GoHighLevel with AI automation and Housecall Pro sync. Those 2 positions? Redeployed to revenue-generating fieldwork.

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Key Results

0%Operations Consolidated
0Workload Saved
0Automated Support

The Challenge: 50+ Clients, 4 Systems, Zero Visibility

White Glove Cleaning had grown to 50+ recurring clients, and their operations were collapsing under the weight. Housecall Pro for scheduling. Google Sheets for customer notes. Manual texts for follow-ups. Email for invoicing. The owner was burning 20+ hours weekly on admin tasks. They'd hired 2 full-time employees just to answer phones and send confirmation texts.

The operational bleeding:

  • Customer data fragmented across 4 systems: No single source of truth for history, preferences, or communications
  • Manual follow-up workflows: Employees typing the same confirmation texts, review requests, and rebooking messages hundreds of times monthly
  • Weekly double-bookings: Scheduling not synced with communication, conflicts guaranteed
  • Revenue leaking everywhere: No automated upsell, rebooking, or dormant client reactivation

Executive Axiom

Scattered operations don't just waste time. They create blind spots that cost you customers. Every disconnected system is a leak in your revenue pipeline. You can't fix what you can't see.

Eliminate Your Blind Spots

The Solution: We Architected GoHighLevel as Central Command

We rebuilt their entire operations infrastructure in GoHighLevel, creating a single source of truth for all customer interactions, scheduling, and communications. Critical constraint: they needed to keep Housecall Pro for scheduling. We engineered bidirectional sync so both systems stayed in lockstep.

Phase 1: Engineered Housecall Pro Integration & Data Migration

  • Built custom API integration between Housecall Pro and GoHighLevel using Make.com
  • Migrated all customer data, job history, and notes into unified GoHighLevel contacts
  • Deployed bidirectional sync: jobs scheduled in Housecall Pro automatically create opportunities in GoHighLevel
  • Constructed custom fields tracking service type, frequency, property size, and preferences

Phase 2: Deployed AI-Powered Communication Workflows

  • Automated appointment confirmations: SMS/email at 48 hours, 24 hours, and morning-of
  • AI-personalized review requests: Sent 2 hours post-completion with service-specific messaging
  • Smart rebooking sequences: Workflows triggered by service frequency (weekly, bi-weekly, monthly)
  • 24/7 AI chat widget: Answers FAQs, books estimates, qualifies leads while the team sleeps
  • Emergency request handling: After-hours inquiries get instant responses with next-available slots

Phase 3: Constructed Operational Command Dashboard

  • Custom pipeline views: New Leads, Active Jobs, Follow-Ups, Recurring Clients
  • Daily digest emails: jobs scheduled, completions, review scores, revenue at a glance
  • Automated reporting: customer lifetime value, rebooking rates, service profitability
  • Team task automation: quality checks and special requests routed automatically

Client Testimonial

"We went from needing 2 people just to answer phones and schedule jobs to having everything run automatically. I get a morning email showing exactly what's happening that day, and I can see our entire business in one place. The AI chat even books estimates while I'm sleeping. This paid for itself in the first month."

- Owner, White Glove Cleaning

The Results: 2 Positions Eliminated, $15K Revenue Recovered

Within 60 days of go-live:

  • 100% operations consolidated: All customer data, communications, and workflows in one system
  • 2 employees redeployed to fieldwork: Admin positions eliminated, service capacity increased
  • 99% confirmation rate: Automated reminders virtually eliminated no-shows
  • 37 leads captured, 18 converted: AI chat widget booking estimates while the team sleeps
  • 14 → 132 Google reviews in 60 days: Automated review requests running on autopilot
  • $15K recovered annually: Rebooking workflows reactivated 23 dormant clients

Executive Axiom

The right operations platform doesn't just save time. It unlocks revenue you didn't know was leaking. Automating the routine work frees your team for high-value activities that actually grow the business.

Unlock Your Hidden Revenue

Your Operations Are Scattered. Your Revenue Is Leaking.

If you're managing your business across multiple platforms, you're paying for inefficiency you can't even see. We build centralized operations hubs that run 24/7 and pay for themselves in weeks.

Consolidate Your Operations