Onboarding GHL Setup 90-Day Plan Milestones Comms Templates Retention SOW Scaling
Build 7 of 7
Agency OS — Final Build

Client Delivery Engine

Sign a client. Open this doc. Follow the steps. Every template, checklist, and script you need to deliver the 5-Pillar Zero Lead Loss System.

48h
Onboarding Start
5
Core Pillars
90
Day Delivery
10
Email Templates
Section 01

Client Onboarding Workflow

Everything that happens in the first 48 hours after a client signs. Speed matters — fast onboarding = excited clients = fewer refund requests.

PM Consulting Client Pipeline

Prospect
Discovery call booked
Proposal Sent
SOW delivered
Negotiating
Following up
✓ Won
Contract signed
Onboarding
First 2 weeks
Active Client
Delivering
Complete / Renew
90-day review
🎉
Step 1 — Welcome & Celebration (Day 0, within 2 hours of signing)
⚡
Speed signals professionalism. The faster you respond after signing, the more confident your client feels. Send the welcome message the same day — ideally within the hour.

Your Day 0 Checklist

  • Send welcome email (template in Section 6)
  • Send welcome SMS to client's mobile
  • Create GHL sub-account for client
  • Move opportunity to "Won" stage in PM Consulting CRM
  • Schedule kickoff call (within 48 hours)
  • Send intake questionnaire
  • Add to invoicing / confirm payment method
  • Create client folder in Google Drive
  • Block delivery time on calendar (Week 1-2)

Welcome SMS (send immediately after signing)

Hey [NAME], it's Paul at PM Consulting. You just made a great decision for your business! Watch your inbox — I'm sending details now. Your kickoff call will be in the next 48 hours. Excited to get to work. 🔥

Keep it short, warm, and energetic. This is a celebration moment.

📋
Step 2 — Intake Questionnaire

Send this before the kickoff call. It preps you and gets the client thinking strategically about their business before you talk.

A. Business Basics

1.
Full business name (legal name + any DBA)
What name do customers know you by?
2.
Business address (or service area if mobile)
Full address for GBP, website, etc.
3.
Main phone number customers call
4.
Main business email
5.
Current website URL (if you have one)
6.
List all services you offer
Be specific — e.g., "residential electrical, panel upgrades, EV charger installation"
7.
What cities / areas do you serve?
List every town or region — we'll optimize for all of them

B. Current Marketing & Lead Flow

8.
What marketing are you doing right now?
e.g., word of mouth, Google ads, Facebook, flyers, nothing
9.
What is your biggest marketing frustration right now?
10.
How do most of your leads come in today?
Phone call, website form, email, walk-in, referral, social media?
11.
Approximately how many leads / inquiries do you get per month?
12.
Of those leads, how many turn into paying jobs?
Give us your rough close rate — e.g., "about 3 out of 10"
13.
What's your average job value? (single job, not a long-term project)
e.g., "typical service call is $350, full reno is $8,000"

C. Phone & Follow-Up (Critical)

14.
Who answers your business phone right now?
You personally, a receptionist, voicemail, nobody?
15.
What happens when you miss a call after hours?
Do you call back next day? Does voicemail work? Do leads go cold?
16.
Do you follow up with leads who don't book on the first contact?
How many times? By phone? Text? Email?

D. Database & Reviews

17.
Do you have a list of past customers? (spreadsheet, phone contacts, email list, CRM?)
Even a rough list of 50 names is gold for reactivation
18.
How many contacts are in that list (roughly)?
19.
What CRM or software do you currently use to manage customers?
ServiceTitan, Jobber, Excel, nothing?
20.
How many Google reviews do you currently have? What's your rating?
Go to your Google Business listing and check
21.
Do you ask customers for reviews? How?

E. Online Presence

22.
Do you have a Google Business Profile? Is it claimed and verified?
23.
What social media accounts do you have? (Facebook, Instagram, TikTok, etc.)
24.
Who are your top 3 local competitors?
Companies you see showing up in Google or that you lose jobs to

F. Goals & Assets

25.
What does success look like for you at the 90-day mark?
Specific is better — "10 more leads per month" beats "more business"
26.
Do you have a logo? Can you send a high-resolution version?
27.
Do you have brand colors? (hex codes, or just describe them)
28.
Do you have any photos of your work, trucks, team, or office?
Real photos are much better than stock — send anything you have

G. Access & Logins Needed

🔐
Important: Never ask for passwords over email. Use a secure sharing method or have them add paul@pmconsulting.ca as an admin/manager to each platform.
29.
Google Business Profile — Add paul@pmconsulting.ca as Manager
30.
Facebook Business Page — Add as Admin
31.
Current website — login credentials or add Paul as admin
32.
Domain registrar access (GoDaddy, Cloudflare, etc.) — for DNS if needed
33.
How do you prefer to communicate? (call, text, email)
This sets expectations for our working relationship
📞
Step 3 — Kickoff Call Script (30–45 minutes)
🎯
Goal of this call: Build excitement, confirm the plan, get all access/logins, identify the first quick win, and leave the client feeling like they made the right decision.
1

Open & Celebrate (2 min)

"[NAME] — welcome officially to the PM Consulting family. I'm genuinely excited about what we're going to build together. I've looked over your intake form and I already have some ideas I want to run by you. But first — how are you feeling? Any questions before we dive in?"
2

Review Intake Answers (10 min)

Go through the key answers. Confirm, clarify, expand on anything unclear.

  • Confirm services, service area, average job value
  • Confirm current lead volume and close rate
  • Confirm database size (this determines reactivation potential)
  • Confirm current Google review count
  • Ask: "What's the one thing that, if we fixed it, would make the biggest difference for your business?"
"Based on what you've shared, I can already see where you're losing leads. [Summarize their specific gap — e.g., 'You're missing calls after hours and nobody's following up. We're going to fix both of those in Week 1.'"]
3

Walk Through the 90-Day Plan (8 min)

"Here's exactly what we're going to build and when. I want you to know what to expect at every stage. Week 1-2: Foundation — we get your system set up, wake up your old database, and get reviews flowing. This is where you see the first results. Week 3-6: We get all 5 pillars live — your website conversion-optimized, Voice AI answering calls 24/7, and the chat bot handling website leads. Week 7-12: We optimize based on real data, and at 90 days we do a full review together to see your ROI. Does that timeline work for you?"
4

Identify the Quick Win (5 min)

"I want to show you results fast. Based on your database size, I think the Database Reactivation campaign is our fastest win. We can have that running within [X days] and you could literally be getting calls from old customers within 24 hours of it going live. Do you have that customer list ready to go? [If yes: 'Great, can you export it to a spreadsheet and send it to paul@pmconsulting.ca today?'] [If no: 'That's okay — let's talk about what you do have and work from there.']"
5

Set Communication Cadence (3 min)

"Here's how we'll work together. I'll send you a quick update every [Tuesday/Thursday] on what was done and what's next. We'll have a 15-minute check-in call every [weekly/bi-weekly — based on their preference and package level]. And if anything comes up between updates, just text me at (705) 491-2627. Your job is to respond quickly when I need something from you — access, photos, approvals. The faster you turn those around, the faster we see results. Fair?"
6

Get All Access (8 min)

  • Walk through each platform they need to grant access to
  • Confirm paul@pmconsulting.ca added to Google Business Profile
  • Confirm Facebook page access
  • Get website login or admin access
  • Get domain registrar access if DNS changes needed
  • Get their GHL login created (sub-account) or credentials to their current platform
  • Confirm mobile number for SMS campaigns
📌
Don't leave this call without logins. Every missing login = delay. If they don't have something handy, schedule a 10-minute follow-up the next day specifically to collect it.
7

Close Strong (2 min)

"Okay, here's what happens next. I'm starting on your GHL sub-account today and I'll have the Database Reactivation campaign ready to review by [specific date]. I'll send you a preview before anything goes live — nothing launches without your okay. You're going to love what we build. Let's get to work."

Send the kickoff call summary email within 2 hours (template in Section 6).

Section 02

GHL Sub-Account Setup

Complete build checklist for a new client's GoHighLevel sub-account. Work through this systematically — don't skip steps.

P1

Smart Website

Conversion-optimized site that captures leads and feeds the CRM

P2

Database Reactivation

Wake up dormant customers with AI-powered SMS + email campaigns

P3

Reviews AI

Automated post-job review requests + negative review alerts

P4

Voice AI

24/7 AI phone agent — answers, qualifies, books appointments

P5

Conversational AI

Chat widget, SMS auto-responder, lead nurture sequences

⚙️
Account Setup Checklist

Core Account Config

  • Create sub-account under PM Consulting agency
  • Set business name, address, phone
  • Set timezone (Eastern Time by default)
  • Set currency (CAD)
  • Upload client logo
  • Add client as user (admin or limited access per agreement)
  • Configure SMTP / email sending domain
  • Set up LC Phone or Twilio for SMS
  • Verify sending domain (SPF, DKIM, DMARC)
  • Set up custom domain for funnels/websites
  • Connect Google Business Profile
  • Connect Facebook Business Page

Pipeline Configuration

  • Create main lead pipeline
  • Stage: New Lead
  • Stage: Contacted (first touch made)
  • Stage: Appointment Set
  • Stage: Quote Given
  • Stage: Won ✓
  • Stage: Lost
  • Stage: Not Now (future follow-up)
  • Add custom stages based on their sales process
  • Set pipeline currency to CAD
  • Configure deal value tracking
  • Test pipeline with dummy contact
🤖
Automations to Build — By Pillar

Pillar 1 — Smart Website

  • Web form → create/update contact in GHL
  • Auto-tag lead by source (website, Google, Facebook, etc.)
  • Instant notification to client: SMS + email with lead details
  • Lead added to "New Lead" pipeline stage automatically
  • Instant auto-reply to lead: "Got it! [Name] will be in touch within [X hours]."
  • If no response in 1 hour → send follow-up SMS

Pillar 2 — Database Reactivation

  • Import existing customer list (CSV → clean → import)
  • Tag imported contacts: "Past Customer" + "Reactivation Campaign"
  • Build Day 1 SMS: "Hey [Name], it's [Business]. We haven't talked in a while and I wanted to reach out personally…"
  • Build Day 3 follow-up: Different angle, value-focused
  • Build Day 7 email: Full offer/incentive
  • Positive response → move to pipeline, notify client, remove from reactivation sequence
  • Opt-out handling: auto-tag "Do Not Contact"
  • Track responses: set up report/dashboard

Pillar 3 — Reviews AI

  • Trigger: Job marked "Complete" (or manual trigger if no field service software) → wait 24 hours
  • Send review request SMS with direct Google review link
  • If no review after 48 hours → send follow-up SMS (softer ask)
  • If no review after 7 days → final email ask
  • New 5-star review → auto thank-you SMS to customer
  • New 1-3 star review → immediate alert to client + suggested response
  • Monthly review count report

Pillar 4 — Voice AI

  • Configure AI phone agent in GHL
  • Set business hours (calls during hours: AI assists or routes to client)
  • After-hours: AI answers, qualifies, logs lead, sends summary SMS to client
  • AI qualification questions: "What service do you need?" / "What city are you in?" / "What's the best time to reach you?"
  • Appointment booking: AI offers available times, books in calendar
  • Post-call: summary + transcript → email/SMS to client
  • Missed call text-back: instant SMS if call goes unanswered
  • Voicemail transcription: voicemails transcribed and texted to client
  • Test all scenarios: answered call, missed call, after hours, voicemail

Pillar 5 — Conversational AI

  • Install chat widget on website (GHL snippet)
  • Train chatbot with client's FAQ (minimum 20 Q&A pairs)
  • Set business-specific qualification flow
  • Chat lead captured → add to GHL + notify client
  • SMS auto-responder for new inbound texts: instant reply within 30 seconds
  • Lead nurture sequence: 7–14 day drip (mix of value + CTAs)
  • Re-engagement sequence for leads gone cold (30+ days no response)
  • Test chatbot with 10+ scenarios
  • Test SMS auto-responder from external number
Section 03

The 90-Day Delivery Plan

Three phases. Twelve weeks. Every deliverable, every week. Phase 1 focuses on quick wins — clients need to see results fast.

Phase 1

Foundation

Weeks 1–2

Quick wins + infrastructure. Goal: client sees first results within 5 days of signing.

Phase 2

Activation

Weeks 3–6

All 5 pillars live. System fully operational. First monthly report delivered.

Phase 3

Optimization

Weeks 7–12

Data-driven optimization, upsell conversations, 90-day review, referral ask.

Week 1
Days 1–5
Phase 1 — Foundation

Infrastructure + First Quick Win

  • Day 1–2: GHL sub-account created, pipeline configured, business info set up, integrations connected
  • Day 3: Import customer database, clean list, segment contacts
  • Day 4: Build Database Reactivation campaign — write copy, set triggers, review with client
  • Day 5: Reactivation campaign GOES LIVE — first leads often come in same day
  • Day 5: Reviews AI configured — first review requests begin flowing post-job
  • Friday: Send Week 1 update to client
Week 2
Days 6–10
Phase 1 — Foundation

Website & Core Automations

  • Website audit (existing) or build begins (new) — identify conversion gaps
  • Voice AI configured: after-hours answering, call qualification questions, missed call text-back
  • Conversational AI: chat widget installed on website, initial FAQ training
  • SMS auto-responder live for inbound inquiries
  • Week 2 check-in call: review reactivation results, answer questions, confirm next phase
Week 3–4
Days 11–20
Phase 2 — Activation

All 5 Pillars Live

  • Website live (new build) OR conversion optimization complete (existing site)
  • Voice AI fully operational — client tests live calls, approves scripts
  • Chatbot trained, tested across 20+ scenarios, live on website
  • Lead nurture sequences active (7-day and 14-day drips)
  • All lead sources flowing into GHL pipeline
  • Check-in call: all pillars reviewed, any friction points addressed
Week 5–6
Days 21–30
Phase 2 — Activation

Fine-Tune + First Monthly Report

  • Review data: which sequences are getting responses? Which aren't?
  • A/B test reactivation message copy if needed
  • Add advanced automations: voicemail transcription, appointment reminders, no-show follow-up
  • Re-engagement sequence for cold leads (30+ days no response)
  • Month 1 Report delivered — leads, reviews, pipeline movement, bot performance
  • Check-in call: walk through report, client celebrates wins, identify month 2 focus
Week 7–8
Days 31–45
Phase 3 — Optimization

Data-Driven Optimization

  • Full metrics review: leads generated, response time, review count change, close rate changes
  • Optimize underperforming sequences (rewrite subject lines, SMS copy)
  • Add Facebook Ads management if client wants paid traffic boost
  • Content system launch if purchased (90 posts over 90 days)
  • Introduce any new GHL features or AI capabilities released
Week 9–10
Days 46–60
Phase 3 — Optimization

Optimization Round 2 + Upsell Conversation

  • Month 2 performance report delivered
  • Client success check-in: are they seeing results? What's their biggest remaining pain point?
  • Upsell conversation if appropriate: Starter → Growth, Growth → Domination, add Facebook Ads
  • Local SEO Engine upsell introduction if client is on Growth/Domination
  • Referral plant: "Are you working with any other contractors who might want results like this?"
Week 11–12
Days 61–90
Phase 3 — Optimization

90-Day Review + Renewal

  • Full 90-day performance presentation (leads, revenue, ROI calculation)
  • Review every pillar's results
  • Renewal conversation: month-to-month continues, or lock in annual for 10% discount
  • Case study creation (with client permission) — for use in sales material
  • Ask for referral: "Who else in your trade network needs this?"
  • Plan for Month 4+ (ongoing optimization roadmap)
Section 04

Milestone Tracker

Share this with your client so they see progress and know what's coming. Update statuses as work is completed.

📌
How to use this: Screenshot or print this table, fill in the dates, and send to the client at the kickoff call. Update it in your weekly emails. Items marked Client are waiting on the client — these are your biggest blockers.
Deliverable Phase Week Owner Status
Kickoff call completedSetupDay 1–2PaulNot Started
Intake questionnaire returnedSetupDay 1–2ClientNot Started
GHL sub-account createdFoundationWeek 1PaulNot Started
Pipeline configuredFoundationWeek 1PaulNot Started
Customer database providedFoundationWeek 1ClientNot Started
Database imported to GHLFoundationWeek 1PaulNot Started
Reactivation campaign copy approvedFoundationWeek 1ClientNot Started
🚀 Database Reactivation LIVEFoundationDay 5PaulNot Started
Reviews AI configuredFoundationWeek 1PaulNot Started
GBP access grantedFoundationWeek 1ClientNot Started
Voice AI configured + testedFoundationWeek 2PaulNot Started
Chat widget installed on websiteFoundationWeek 2PaulNot Started
Website access / logo / photos providedFoundationWeek 2ClientNot Started
SMS auto-responder liveFoundationWeek 2PaulNot Started
Week 2 check-in callFoundationWeek 2PaulNot Started
Website build / optimization completeActivationWeek 3–4PaulNot Started
Voice AI — client approved and LIVEActivationWeek 3PaulNot Started
Chatbot trained + LIVEActivationWeek 3PaulNot Started
Lead nurture sequences activeActivationWeek 4PaulNot Started
All 5 Pillars live ✓ActivationWeek 4PaulNot Started
Month 1 Report deliveredActivationWeek 6PaulNot Started
Month 2 optimization completeOptimizationWeek 8PaulNot Started
Month 2 Report deliveredOptimizationWeek 10PaulNot Started
90-Day Review presentationOptimizationWeek 12PaulNot Started
Renewal / case study / referral askOptimizationWeek 12PaulNot Started
Section 05

Communication Cadence

Consistent, structured communication keeps clients confident and prevents "where's my stuff?" emails.

📅
Check-In Call Template (15 min)
WEEKLY / BI-WEEKLY CHECK-IN AGENDA [2 min] — WHAT WAS DONE "Here's what we completed since we last spoke:" • [List 2–3 specific items — be concrete] • [e.g., "Reactivation campaign sent to 47 contacts, got 6 replies, 2 booked estimates"] • [e.g., "Voice AI approved and live — it answered 3 after-hours calls this week"] [5 min] — RESULTS SO FAR • Leads in pipeline: [X] • New reviews: [X] (total now: X ★) • Reactivation replies: [X] • Calls handled by AI: [X] [5 min] — WHAT'S NEXT "Here's what's happening between now and our next call:" • [Item 1 + expected completion date] • [Item 2 + expected completion date] [3 min] — WHAT I NEED FROM YOU "To keep moving, I need these from you:" • [Specific item] by [specific date] • [Specific item] by [specific date] — Be direct. Every pending item = a delay. CLOSE: "Any questions? Any concerns? If anything comes up before our next call, text me at (705) 491-2627."
📊
Monthly Report Structure

Section 1 — Headline Numbers

  • Total leads generated: [X] (by source)
  • New Google reviews: [X] (total: X at X.X ★)
  • Calls handled by Voice AI: [X] (after-hours: X)
  • Chat conversations: [X] (leads captured: X)
  • Pipeline deals: [X won / X in progress / $X value]

Section 2 — What Was Built / Deployed

  • List every automation, sequence, or system launched this month
  • Any website updates or changes
  • Any new integrations added

Section 3 — ROI Calculation

  • Leads generated × close rate × avg job value = estimated revenue attributed
  • Monthly fee: [X]
  • ROI ratio: [X : 1]
  • e.g., "10 leads × 30% close × $800 avg = $2,400 estimated revenue vs $497 fee = 4.8× ROI"

Section 4 — Next Month's Plan

  • 3 specific improvements or additions planned
  • Any A/B tests launching
  • Upcoming optimizations
🏆
Quarterly Business Review (90-Day) Script
QBR OPENING: "[Name], I want to start by pulling up the numbers from Day 1 versus today, because I think you're going to be really happy with what you see. When we started 90 days ago: • You had [X] Google reviews at [X] stars • You were getting roughly [X] leads per month • Calls after hours were going to voicemail and dying • Your database of past customers wasn't being touched Today: • [X] Google reviews at [X] stars (+X new reviews) • [X] leads per month (X% increase) • Voice AI handled [X] after-hours calls — [X] became leads • Reactivation campaign generated [X] responses, [X] converted to jobs That's [$ amount] in estimated revenue our system helped generate. You're paying $[fee]/month. That's a [X]× return on your investment."
QBR CLOSE: "Going forward, here's what I recommend: [Option A: Stay the course] 'We keep optimizing. Month 4 I want to focus on [specific improvement] and I think we can push leads to [X] per month.' [Option B: Upsell] 'You've outgrown the Starter package. The Growth package adds Voice AI and Conversational AI and I think it would get you to [X] leads. Want to talk about upgrading?' [Referral ask — always] 'One more thing. I do my best work for contractors who refer me to other contractors. Is there anyone in your network — a plumber, an electrician, a roofer — who's dealing with the same lead problems you had 90 days ago? I'd love an introduction.' [Case study ask] 'And with your permission, I'd love to turn your results into a short case study. I won't share anything you're not comfortable with.'"
Section 06

Client Communication Templates

Ten complete templates — written in Paul's voice. Replace [placeholders] with client-specific details before sending. Never send without reviewing first.

1 — Welcome Email (after signing)

Send: Same day as signing · Tone: Warm, excited, professional
▼

2 — Intake Questionnaire Delivery

Send: Same day as welcome email · Separate email or follow-up
▼

3 — Kickoff Call Confirmation + Summary

Send: Within 2 hours of kickoff call completing
▼

4 — Weekly Update Email

Send: Every Friday (or agreed update day) · Keep it short and specific
▼

5 — Monthly Report Email

Send: First week of each new month · Include report attachment or link
▼

6 — "I Need Something From You" Nudge

Send: When client is slow to respond / blocking progress · Friendly but direct
▼

Note: If no response in 48 hours after this email, call or text directly. Don't let client-dependent items stall for more than 72 hours without escalating.

7 — Quick Win Celebration

Send: As soon as you have a notable result to share · Energy matters here
▼

8 — 90-Day Review Invitation

Send: Week 11 · Book the call before you send the report
▼

9 — Renewal / Retention Email

Send: During or after 90-day review · Frame as natural continuation
▼

10 — Referral Ask

Send: After a strong win or at 90-day review · Warm, not transactional
▼
Section 07

Client Retention Strategy

How to keep clients paying $497+/month — and turning them into raving fans who refer others.

💚
Monthly Value Delivery (Non-Negotiable)
  • Monthly performance report — always show ROI, never just activity
  • Proactive optimization — at least one improvement per month, unprompted
  • New GHL feature rollouts — tell them what's new and how it helps them
  • Quarterly strategy session — 45-minute review, forward-looking
  • Priority support — they get a real person (you), not a ticket
  • Celebrate their wins publicly (with permission)
⚠️
Churn Prevention Triggers
  • Client inactive in GHL for 30+ days → Call them. Walk them through the dashboard. Re-engage.
  • Lead volume drops 30%+ → Investigate immediately. Find the cause before they do.
  • Missed check-in call → Reach out within 24 hours. Don't wait for them to reschedule.
  • Payment fails → Personal call or text within the hour. This is not the time for automated dunning emails.
  • Client expresses frustration → Stop everything. Call them. Listen first, defend nothing. Fix it.
  • No ROI conversation in 60+ days → They're forgetting why they pay you. Send a quick win email or pull the numbers.
📈
Expansion Revenue Path

Starter → Growth

Client is on Pillars 1–2 ($297/mo). They're seeing results from reactivation and reviews. Natural upsell moment:


"Now that your foundation is solid, the next step is getting Voice AI and Conversational AI running so you're capturing every lead, not just the easy ones."


Price increase: +$200/mo. Value justification: show them the estimated leads currently being missed after hours.

Growth → Domination

Client is on all 5 Pillars ($497/mo). They want more volume. Introduce the 6th Pillar:


"Your system is capturing leads — now let's dramatically increase the number of people finding you. The Local SEO Engine gets you 500+ pages ranking for every service + city combo."


Price increase: to $997/mo. Lead time: 60-90 days for SEO to start moving.

Add-Ons (Any Tier)

  • Facebook Ads: +$500/mo + ad spend. Best for clients with proven offer.
  • Content System: $2,500 one-time. 90 posts, 90 days.
  • Additional AI Bots: +$200/mo each (second location, different service line).
  • Annual Prepay: 10% off for 12-month commitment.
Section 08

Client Handoff Documentation

When the build is complete, create this document for the client. Plain English. No technical jargon. Their operations manual.

📖
Handoff Document Template

Your [Business Name] Marketing System — How It Works

This document explains everything we built for you, how it works, and what you need to do to get the most out of it.

What Was Built

List every automation, sequence, and integration in plain English:

  • Your customer pipeline in GoHighLevel (how to see and manage your leads)
  • Database Reactivation: what it does, when it ran, what to do with responses
  • Reviews AI: when review requests go out, what the messages say, how to respond to bad reviews
  • Voice AI: what it says when it answers, how to get call summaries, how to change business hours
  • Chat widget: where it lives on your site, what it's trained to say, how leads get to you
  • Lead nurture sequences: when they fire, what they say, how to see who's in them

How to Check Your Leads (GHL Walkthrough)

  • How to log into your GHL account
  • How to see new leads in your pipeline
  • How to move a lead through stages
  • How to see conversation history with a lead
  • How to see call recordings and transcripts
  • How to manually send a message to a lead

Your Responsibilities

  • Respond to leads quickly — the AI gets their attention, you close the deal
  • Notify Paul when a job is completed (triggers review request)
  • Keep your availability updated (for Voice AI appointment booking)
  • Flag anything that sounds wrong — "this message doesn't sound like me" → Paul fixes it

Emergency Contact

Paul Meyers — PM Consulting Inc.
paul@pmconsulting.ca
(705) 491-2627 — call or text
Response time: same business day (usually much faster)

Section 09

Statement of Work Template

Customize per client. This sets expectations clearly and protects both parties. Send before the kickoff call for review.

Statement of Work

PM Consulting Inc. × [Client Business Name]

Effective Date: [Date] · Prepared by: Paul Meyers

1. Scope of Work

PM Consulting Inc. will design, build, configure, and optimize the following systems for [Business Name]:

Package: [Starter / Growth / Domination]

  • ✓ Pillar 1 — Smart Website (conversion-optimized website on GoHighLevel)
  • ✓ Pillar 2 — Database Reactivation (AI-powered outreach to existing contacts)
  • ✓ Pillar 3 — Reviews AI (automated post-job review request system)
  • [✓ Pillar 4 — Voice AI (24/7 AI phone agent — Growth/Domination only)]
  • [✓ Pillar 5 — Conversational AI (chat widget, SMS auto-responder, nurture sequences — Growth/Domination only)]
  • [✓ Pillar 6 — Local SEO Engine (500+ page programmatic SEO site — Domination only)]

Add-ons included: [None / Facebook Ads Management / Content System / Additional bots]

2. Timeline

  • Phase 1 — Foundation (Weeks 1–2): GHL setup, database import, Reactivation and Reviews AI live
  • Phase 2 — Activation (Weeks 3–6): All purchased Pillars live, website complete, full system operational
  • Phase 3 — Optimization (Weeks 7–12): Data-driven refinement, 90-day review, renewal conversation
  • First results expected: Within 5–7 business days of kickoff (Database Reactivation goes live in Week 1)

3. Investment

  • Setup fee: $[997 / 4,997 / 9,997] CAD (due at signing)
  • Monthly retainer: $[297 / 497 / 997] CAD/month (billed monthly on the [1st / 15th])
  • Add-on: Facebook Ads: +$500/month + client's ad spend (if applicable)
  • GoHighLevel subscription: Included in monthly retainer (billed through PM Consulting)
  • Ad spend: Paid directly by client (not included in above)

4. Client Responsibilities

  • Complete intake questionnaire within 24 hours of receiving it
  • Grant all necessary platform access (Google Business Profile, Facebook, website, domain) within 48 hours of request
  • Provide customer database export within 48 hours of kickoff call
  • Respond to approval requests within 48 hours (nothing goes live without approval)
  • Attend scheduled check-in calls or reschedule within 24 hours of missing
  • Respond promptly to leads generated by the system — the AI creates the opportunity, the client closes it
  • Provide accurate job completion notifications to trigger review requests
  • Keep billing information current

Important: Delays in client-provided items extend timelines proportionally. PM Consulting is not responsible for delays caused by late access, approvals, or information.

5. PM Consulting Responsibilities

  • Build and configure all systems described in scope within agreed timelines
  • Present all campaigns, automations, and copy for client approval before going live
  • Provide weekly updates on deliverable status
  • Deliver monthly performance reports with ROI analysis
  • Conduct 90-day review and quarterly strategy sessions
  • Respond to support requests within one business day
  • Proactively optimize systems on an ongoing basis
  • Maintain all integrations and platform connections

6. Communication Cadence

  • Weekly/bi-weekly check-in: 15-minute call — progress, results, blockers
  • Monthly report: First week of each new month
  • 90-day review: 45-minute call at the end of Month 3
  • Emergency contact: paul@pmconsulting.ca / (705) 491-2627
  • Response SLA: Paul responds to messages within one business day

7. Success Metrics

  • Increase in monthly inbound leads (target: [X%] in 90 days)
  • Growth in Google review count (target: [+X reviews] in 90 days)
  • After-hours leads captured (target: no missed lead due to unavailability)
  • Database reactivation response rate (benchmark: 3–8% of contacts respond)
  • ROI: monthly fee covered by new revenue within [30–60] days

8. Terms

  • Payment: Setup fee due at signing. Monthly retainer billed on agreed date.
  • Cancellation: Either party may cancel with 30 days written notice after the initial 90-day term.
  • Minimum commitment: 90 days from kickoff date (allows full system deployment).
  • Refunds: Setup fees are non-refundable once work has begun. Monthly fees are non-refundable for the current billing period.
  • Intellectual property: All automations, sequences, and systems built in client's GHL sub-account belong to the client upon full payment.
  • Confidentiality: Both parties agree to keep business information confidential.
  • Governing law: Ontario, Canada.

Client Signature

[Client Name] · [Business Name]

Date: ________________

PM Consulting Inc.

Paul Meyers · PM Consulting Inc.

Date: ________________

Section 10

Scaling the Agency

How to handle more clients without burning out — and the revenue math behind each level.

💰
Revenue Projections (CAD)
Clients Avg Monthly Rate MRR Annual Recurring + Setup Fees (avg $2,500) Total Annual Est.
5 clients$497/mo$2,485$29,820$12,500$42,320
10 clients$497/mo$4,970$59,640$25,000$84,640
15 clients$497/mo$7,455$89,460$37,500$126,960
10 clientsMixed ($297–$997)$5,500–$7,000$66K–$84K$25,000$91K–$109K
10 clients (Domination avg)$997/mo$9,970$119,640$50,000+$169,640+

Setup fees estimated at $2,500 avg. Actual ranges: $997 (Starter) to $9,997 (Domination). Add-ons (Facebook Ads, Content System) not included above.

🏗️
Batching & Capacity System

Current Capacity: 5–8 Active Clients

Based on Paul's 5am–4pm schedule. Protect the 4pm hard stop.

Weekly Batching Calendar

  • Monday: Website builds, GHL setup, technical work (deep focus, no calls)
  • Tuesday: Client check-in calls (block 9am–12pm)
  • Wednesday: Automation builds, sequence writing, GHL config
  • Thursday: Client check-in calls (block 9am–12pm) + follow-up emails
  • Friday: Weekly updates sent, reporting, admin, prospecting

Templates & Snapshots (the force multiplier)

  • Build a GHL snapshot for each package tier (Starter, Growth, Domination)
  • One-click deploy: snapshot creates the entire pipeline, all standard automations, all initial sequences
  • Custom work = only client-specific content (copy, contacts, branding)
  • Time to onboard a new client goes from 8 hours → 2 hours with good snapshots
🚀
Growth Milestones
1

5 Clients ($2,485 MRR)

Solo operation. All work done by Paul. Focus on systemizing — build snapshots, template every email, document every process.

2

8 Clients ($3,976 MRR)

Near capacity. Start documenting SOPs for every repeatable task. Identify which tasks a VA could handle. Consider bringing in help for GHL data entry / contact imports.

3

10+ Clients ($4,970+ MRR)

Hire a part-time VA (Philippines-based, GHL-trained) for setup tasks, report generation, and routine updates. Paul focuses on strategy, client relationships, and sales. Target: 20 clients at $497 = $100K+ MRR within 24 months.

4

The "Agency OS" Advantage

Every system in this Agency OS series (CEO Roadmap, Marketing Engine, Pitch Deck, Proposal Engine, Cold Outreach, Onboarding, and this Delivery Engine) works together. The result: predictable, scalable agency operations where Paul knows exactly what to do next at every stage.