Zapier · Case Study
Every Deal Stage Runs Itself
The problem
Deal stages changed, and then it was up to a human to remember what happens next. Send the email, make the folder, move the files. Some deals got the full treatment. Some didn't.
Who this is for
Consultancies and agencies running deals through a shared project tool, where delivery and admin sit with different people. Worth building when client experience has started to depend on who picked up the deal rather than on a process.
What I built
A full lead lifecycle manager in Zapier where the stage change is the trigger, not a reminder:
- Asana task updates kick off the workflow
- Multi-path routing runs different actions per deal stage
- Gmail communication sends automatically at the right moments
- A Google Drive folder structure is created per lead
Demonstration outcome
Demonstration disclosure: this is a portfolio build. The workflow behavior described here is not a measured client business result.
Every deal stage change triggers the right communication and file organization automatically. Consistent for every lead, not just the ones someone remembered.
Practical guides
Plain checklists for lead follow-up and booking workflows.
A Pre-Launch Checklist For Your GoHighLevel Lead Follow-Up
How to test a lead-to-booked-call workflow with fake leads before it ever touches a real one, plus a worked hypothetical run and a plain checklist you can copy.
The One-Page Scope Test for a GoHighLevel Lead-to-Booked-Call Install
A practical checklist for coaches and consultants who want to define one lead-to-booked-call automation before paying anyone to build it, with a hypothetical worked example.
The Handoff Sheet: What a Person Needs When Your Booking Workflow Fails
A buyer guide for coaches and consultants on GoHighLevel. Learn which failures should go to a person, what the handoff must say, and what to ask a builder.