Connected Client Intake, Contracting, and

Connected Client Intake, Contracting, and Billing Automation System

I designed and shipped an automated operating system for a U.S.-based case placement business, connecting the public website, CRM workflows, contract execution, and delayed billing into one reliable client journey.

The system reduced manual coordination across marketing, intake, legal, and billing operations while giving the team a clearer way to manage leads, clients, agreements, and payment timing.

The Problem

HOSVI’s customer journey depended on several disconnected steps: website intake, lead follow-up, CRM tracking, contract signing, and invoice scheduling.

Because these steps lived across separate tools, the team had to manually monitor handoffs, remember timing rules, and coordinate agreement follow-ups. That created avoidable admin work and increased the risk of missed follow-ups or billing at the wrong time.

What I Built

I built a connected workflow system that moved clients from lead capture to signed paperwork and delayed billing with fewer manual steps.

The system included:

A frontend website and intake flow

GoHighLevel CRM pipeline and lifecycle stages

Automated nurture and agreement follow-up workflows

Contract handoff logic based on client status

Stripe billing timing aligned to a 14-day operational buffer

Automation links between CRM events, billing, and contract execution

Key Technical Decisions

GoHighLevel was used as the operational source of truth for lead and client state transitions.

I separated the marketing website from internal CRM logic so the customer-facing experience could evolve independently from backend operations.

Billing timing was encoded directly into the workflow instead of relying on manual reminders, reducing the chance of charging clients before the required waiting period.

The contract workflow was tied to lifecycle status, ensuring agreements were generated, sent, and followed up on at the correct stage.

Reliability Considerations

The workflow was designed around explicit state changes rather than informal team memory.

For example, agreement follow-ups only triggered when a contact had not yet signed, while signed contacts moved forward automatically. Billing logic was also structured around the required 14-day delay, making the timing rule system-enforced instead of manually tracked.

This made the process easier to scale because the team no longer had to manually coordinate every handoff across intake, legal, and billing.

Outcome

HOSVI could manage a higher placement volume without adding the same level of operational overhead.

The final system improved consistency across the client lifecycle by automating follow-up timing, contract handoffs, and billing delays.

Impact

Systems Connected: 4 Billing Delay Logic: 14 days Primary Stack: React, GoHighLevel, Stripe Automation Tools: n8n, Zapier

My Role

I owned the system design across frontend development, CRM workflow modeling, billing automation, and contract handoff logic.

This included designing the customer journey, configuring GoHighLevel lifecycle stages, connecting downstream automations, and ensuring billing and contract workflows happened in the right order.

Architecture

The marketing site and intake forms fed into GoHighLevel, which managed lead and client lifecycle state. From there, automated workflows handled nurture emails, agreement follow-ups, contract status checks, and delayed billing coordination through Stripe.

Stack

React GoHighLevel Stripe n8n Zapier

Key Outcomes

Automated client onboarding from lead capture to signed paperwork

Configured GoHighLevel pipeline and lifecycle stages end to end

Added agreement follow-up logic based on signature status

Aligned Stripe billing with a 14-day operational delay

Reduced manual tracking across marketing, intake, legal, and billing workflows