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Project stories

Builds, with their failure cases.

These demonstration builds name the tools, explain the choice, and describe what happens when a step fails.

Web formEmailCheck + scoreHubSpot
Web form or emailed lead arrivesChecked, enriched, scoredSaved in HubSpot, rep alerted in Slack, logged

Two lead sources, one HubSpot pipeline

Website forms and emailed leads feed one workflow. It filters junk, gets each lead to a rep in seconds, then adds company context and a score.

Designed outcome: Every real lead reaches a rep with context. Junk never does. Nothing gets dropped silently.

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InvoiceHuman reviewQuickBooksUncertain fields
Invoice or document received by emailFields extracted, uncertain ones flaggedReviewed, approved, posted to QuickBooks

Documents in, QuickBooks out, with a human in the middle

Email attachments become reviewed bills in QuickBooks. A second flow turns form data into a purchase agreement and a signature request.

Designed outcome: Nobody retypes an invoice. Nobody posts a wrong one either.

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Shopify x2StripeOne order tableCustomer notices
Order placed on either store, or a wholesale invoice paidVerified, matched to one customer, recorded onceShipped or late, the customer hears about it and the team is told

Two stores and a wholesale channel, one source of truth

Two Shopify stores and Stripe wholesale invoices send events to one Python service. Postgres records every order once under one customer. n8n sends shipped and delay notices and team alerts.

Designed outcome: Orders from every channel land in one place and nothing is entered twice.

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Web inquiryText or emailBookingReply stops follow-up
Web inquiryText within a minute, email if it failsBooking, reminders, follow-up and review request

A service business, fully built in GoHighLevel

A fictional HVAC company uses GoHighLevel to answer web inquiries within a minute, book jobs, send reminders, follow up until the lead replies, and hold back a review request when a customer complains.

Designed outcome: A one-truck HVAC company that answers every inquiry within a minute and never chases a booking or a review by hand.

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GmailDrive + SheetWeekly reportUnknown sender held
Client emails documents to the intake addressFiles land in the client's Drive folder, one tracker row eachTeam notified in Chat, weekly report built on its own

Client document intake inside Google Workspace

Emailed client documents are filed in the right Drive folder, logged in a tracking sheet, and announced in Google Chat. A live report replaces the Friday status email.

Designed outcome: Intake, filing, and the weekly report run on the Google Workspace the office already pays for.

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Support emailDraft + reviewReply sentUnclear: assign a person
Request arrives in the shared inboxClassified, customer looked up in HubSpot, reply draftedPerson approves, edits, or reassigns in Slack

Support requests sorted by AI, approved by a person

Every email in the shared inbox is classified, matched to HubSpot, and posted to Slack with a drafted reply where a standard answer exists. A person approves, edits, reassigns, or archives each one.

Designed outcome: Clear requests get a fast, correct reply. Ambiguous ones get a person. Nothing goes out unreviewed.

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WebsiteCRMNotionProject status
Inquiry from the website or CRMProject record created in Notion, team notifiedStatus tracked in one place, synced back

The system that runs this business

Website and CRM events create linked Notion records. Status changes sync back to GoHighLevel, with Slack notifications and a weekly digest.

Designed outcome: One place to see every client, project, and proposal. Nothing lives only in someone’s inbox.

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Customer messageKnowledge baseAnswer sentUnknown: ask a person
Customer emails a questionAnswered from the knowledge base, or handed to a personThe person's answer becomes a rule, so the next customer is answered instantly

A support inbox that answers what it knows and hands off what it doesn't

Customer questions are answered from a knowledge base in seconds, emergencies bypass the AI entirely, and anything unknown goes to a person whose answer becomes the next rule.

Designed outcome: Routine questions get a correct answer in seconds. Emergencies and unknowns get a human. The system never makes an answer up.

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Let’s make work easier

Tell me what you’d love
to stop doing manually.

A few sentences about your process are enough. I’ll reply within one business day, and we can arrange a 30-minute call if it’s a fit.

Discuss your project No technical brief needed.