GoHighLevel + n8n CRM Build
A GoHighLevel and n8n build that turned a busy CRM into the operating system for a Recognition of Prior Learning enrolment business, with the audit, the automation, and the reporting finally in one place.
Overview
The brief.
An Australian registered training organisation (RTO) already ran GoHighLevel, but it was working against them: new leads landed with no owner, forecasts were inflated by broken win-probabilities on dead pipeline stages, and a missing-documents follow-up had quietly stranded students mid-application. The brief was to turn a busy, leaking CRM into a system the whole business could actually run on. The build began with a full audit of every pipeline, custom field, and workflow, then drew a clean line through the architecture. GoHighLevel stays the front door for contacts, pipelines, calendars, and messaging, while n8n runs the logic GHL cannot do natively: averaging days-in-stage, rendering a live checklist inside an email, rolling up profit across several money fields, and keeping integration tokens fresh. The result is twelve single-purpose automations, a two-way shared inbox inside GHL, a self-refreshing token broker, a personalised evidence-chase engine that cannot strand a student the way the old one did, and a bespoke, token-gated marketing dashboard embedded back into GoHighLevel that surfaces the cross-system numbers GHL is blind to (traffic, revenue, and true days-in-stage, with paid-ad-spend still being wired in).
Highlights
What I solved.
- Full CRM audit surfacing inflated forecasts, 27 mirror-duplicated fields, sensitive fields that needed tighter access control, and around 244 contacts stranded in unpublished workflows
- Closed a lead-assignment gap so every new inquiry is auto-assigned round-robin and never sits unowned
- Rebuilt the missing-documents chase with a live, personalised evidence checklist that stops the moment a file is complete, fixing the bug that had stranded 26 students
- Two-way shared inbox inside GHL using a billing-safe custom-channel technique routed through n8n
- Self-refreshing token broker that keeps the shared inbox authenticated with no manual re-paste
- Auto-provisioned, access-controlled Google Drive folders so identity documents never sit in open storage
- Accounting calculator that rolls up net profit and amount due, writing back only when a value actually changed
- Bespoke marketing dashboard embedded in GHL, surfacing traffic, revenue, and true days-in-stage
Stack
GoHighLeveln8nVercelnodejsWebhooksrest-api
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