HighLevel Migration Services

Migrate Your CRM, Marketing and Business Systems to HighLevel

Thinking about moving your CRM, marketing automation or other business software to HighLevel (GoHighLevel)?

I can help you plan and manage the migration.

But I don’t believe a HighLevel migration should simply be a technical exercise of exporting data from one system and importing it into another.

A migration gives you an opportunity to look at what you’ve already got, what is working, what isn’t, and how your new HighLevel system should work for your business going forward.

Marketing first. HighLevel second.

Book a Discovery Call

What Does a HighLevel Migration Involve?

The simplest HighLevel migration might involve exporting a list of contacts from your existing software and importing them into HighLevel.

But most established businesses have considerably more than a contact list.

You may have:

Contacts and companies
Custom fields and tags
Sales pipelines and opportunities
Email campaigns
Marketing automations
Forms and surveys
Appointment calendars
Landing pages and funnels
Websites
Documents and contracts
Courses and memberships
Integrations with other software
Years of customer and prospect data

Some of these can be imported.

Some need to be recreated.

Some should probably be left behind.

And some present an opportunity to build something considerably better in HighLevel.

That’s why I prefer to start a migration by understanding the business rather than simply starting with the software.

Don’t Just Migrate the Old System. Question It.

One of the biggest mistakes you can make when migrating to HighLevel is assuming that your existing system should be recreated exactly as it is.

If a workflow was designed five years ago, does it still make sense today?

If you’ve accumulated hundreds of tags, do you actually need them all?

Are your sales pipelines still appropriate?

Are there old automations nobody really understands?

Are you paying for several pieces of software that HighLevel could potentially replace?

And what opportunities are hiding in the data you’re about to migrate?

A migration is one of those rare occasions when you have a very good reason to examine the entire system.

I think it’s worth taking advantage of it.

A HighLevel Migration That Uncovered £50,000+ in Booked Work

In 2023, I was helping a London window repair company migrate from Infusionsoft to HighLevel.

They had a database of approximately 20,000 contacts.

We could simply have exported those contacts from Infusionsoft and imported them into HighLevel.

But during the discovery process I wanted to understand who those 20,000 people actually were.

It turned out the database included previous prospects who had requested quotations but hadn’t gone ahead. Some of those enquiries were several years old.

That raised another question:

Could some of those people still need their sash windows repaired?

Before simply moving everything into the new CRM, we sent a very simple three-email reactivation campaign over approximately one week.

The client subsequently reported more than £50,000 of booked work within roughly two weeks.

The migration created the opportunity to find something valuable that was already sitting inside the business.

Had we treated the project purely as a data-transfer exercise, those contacts might simply have moved from one CRM database to another.

Lets Discuss Your HighLevel Migration on a Call

What Are You Migrating to HighLevel From?

Over the years I’ve written guides covering migrations from many of the systems businesses commonly want to replace or consolidate into HighLevel.

CRM & Marketing Automation

Keap / Infusionsoft to HighLevel

I’ve worked with Infusionsoft and Keap since 2009, so this is an area where I have particularly deep experience.

Rather than trying to recreate an old Infusionsoft application exactly, I recommend reviewing the existing setup, deciding what remains valuable and designing the HighLevel implementation around how the business operates today.

How to Migrate from Keap / Infusionsoft to HighLevel →

Salesforce to HighLevel

For businesses that no longer require the complexity of Salesforce, HighLevel can provide CRM, pipelines, marketing automation and customer communications within one platform.

How to Migrate from Salesforce to HighLevel →

HubSpot to HighLevel

If you’re considering moving away from HubSpot, the migration may involve much more than contacts. Pipelines, forms, automations, email marketing and other processes need to be considered.

How to Migrate from HubSpot to HighLevel →

Zoho to HighLevel

Contacts, leads, deals and other data can form part of the migration, while automations and business processes may need to be redesigned inside HighLevel.

How to Migrate from Zoho to HighLevel →

ActiveCampaign to HighLevel

For businesses using ActiveCampaign primarily for email and marketing automation, moving to HighLevel can also bring CRM, pipelines, calendars and customer communications into the same system.

How to Migrate from ActiveCampaign to HighLevel →

Pipedrive to HighLevel

Moving from Pipedrive can be an opportunity to combine the sales pipeline with marketing automation, conversations and follow-up.

How to Migrate from Pipedrive to HighLevel →

Email Marketing

Mailchimp to HighLevel

Moving from Mailchimp doesn’t have to mean simply exporting your email list.

It’s also an opportunity to review lists, segments, campaigns, forms and automations before rebuilding what you actually need inside HighLevel.

How to Migrate from Mailchimp to HighLevel →

MailerLite to HighLevel

Existing contacts can be moved into HighLevel while email campaigns and automations can be reviewed and recreated as part of the wider CRM and marketing system.

How to Migrate from MailerLite to HighLevel →

Websites & Sales Funnels

ClickFunnels to HighLevel

HighLevel can potentially replace considerably more than the funnel itself.

Funnels, forms and pages are only the beginning. Leads can flow directly into your CRM, pipelines, appointment calendars and automated follow-up.

HighLevel also includes tools that can make importing existing ClickFunnels pages considerably easier.

How to Move from ClickFunnels to HighLevel →

Wix to HighLevel

If your Wix website forms part of a larger migration, moving to HighLevel provides the opportunity to connect the website directly to your CRM, forms, calendars, workflows and marketing automation.

How to Migrate from Wix to HighLevel →

Squarespace to HighLevel

A Squarespace migration can similarly be considered as part of a wider consolidation of your website, lead capture and marketing systems.

How to Migrate from Squarespace to HighLevel →

Courses & Communities

Skool to HighLevel

HighLevel has significantly improved its Skool migration capabilities and can now import members, posts and comments while retaining much more of the community structure.

If your community is part of a wider marketing and sales system, consolidating it into HighLevel may be worth considering.

How to Migrate from Skool to HighLevel →

Kajabi to HighLevel

Courses and membership content are another area where businesses may be able to consolidate software when moving to HighLevel.

How to Migrate from Kajabi to HighLevel →

Calendars & Appointments

Calendly to HighLevel

Moving your calendars into HighLevel means appointments can become an integrated part of your CRM and marketing automation rather than operating as a separate system.

How to Migrate from Calendly to HighLevel →

Acuity to HighLevel

If you’re currently using Acuity for appointment scheduling, HighLevel calendars can potentially bring your bookings, reminders, follow-up and CRM together.

How to Migrate from Acuity to HighLevel →

Other Business Software

Monday.com to HighLevel

This one needs some thought because HighLevel isn’t intended to be a complete replacement for every aspect of Monday.com.

If you’re using Monday.com as a CRM, sales tracker or for client-facing processes, HighLevel may replace a substantial part of it.

If you’re using Monday.com for detailed internal project management, there may still be good reasons to retain it.

How to Migrate from Monday.com to HighLevel →

DocuSign to HighLevel

For businesses with relatively straightforward document and electronic-signature requirements, HighLevel Documents & Contracts may remove the need for a separate DocuSign subscription.

How to Migrate from DocuSign to HighLevel →

Already Using HighLevel? Move Your Account to Another HighLevel Agency

Not every HighLevel migration involves moving from another piece of software.

You may already have a HighLevel account but be considering moving away from your current HighLevel agency or white-label provider.

Perhaps you’re looking for better support, more practical training, clearer pricing or simply a provider that is more involved in helping you get value from HighLevel.

The good news is that you may not need to rebuild your HighLevel account from scratch.

In many cases, an existing HighLevel sub-account can be transferred from one HighLevel agency to another. Your contacts, pipelines, workflows and other account assets can therefore move with you rather than having to be recreated.

The exact process depends on how your existing account has been supplied and whether your current provider is willing to transfer the sub-account.

If a direct transfer isn’t possible, we can look at the alternatives, including a manual migration. And just as with moving from another CRM, a manual migration can be an opportunity to tidy up and improve the system rather than blindly recreating everything.

Moving Your HighLevel Sub-Account to MarketerM8

If you’re currently using HighLevel through another white-label agency, MarketerM8 may be able to take over the existing sub-account.

That means you can retain HighLevel while changing the agency providing the software, training and support.

Before doing anything, we’d look at your existing setup, how your account is currently supplied and what you want from a new HighLevel provider.

Read: How to Switch Your HighLevel Host Agency →

Read: How to Move Your HighLevel Sub-Account to Another White-Label Agency →

Talk to Me About Moving Your HighLevel Account

Migrating Several Systems into HighLevel

Sometimes there isn’t one system you’re migrating from.

There are five.

For example, a business might currently use:

HubSpot for CRM
Mailchimp for email
Calendly for appointments
ClickFunnels for landing pages
DocuSign for contracts

In that situation, the project isn’t really:

HubSpot → HighLevel

It’s:

Five disconnected systems → one more integrated marketing and sales system.

This can potentially reduce software costs, integrations and duplication.

More importantly, it can simplify the customer journey because the CRM, conversations, pipelines, appointments and marketing automation are working together.

But I wouldn’t recommend cancelling everything simply because HighLevel contains a similar feature.

The first question is always whether HighLevel can genuinely meet the requirements of your particular business.

My Approach to a HighLevel Migration

1. Discovery

First we establish what you’re currently using, how it works and why.

This includes understanding the business processes behind the technology.

2. Map What Should Move

We identify what needs migrating, what needs rebuilding and what doesn’t need to come across at all.

3. Look for Opportunities

This is where we deliberately look beyond the migration itself.

Is there valuable dormant data?
Can processes be simplified?
Can unnecessary software be eliminated?
Are there automations that should be improved rather than copied?
Are there opportunities hidden in the existing system that we’ve never noticed before?

4. Build HighLevel Around the Business

We then configure HighLevel around the processes we’ve agreed rather than blindly reproducing the previous software.

5. Test Before Switching

Contacts, workflows, pipelines, calendars, forms and integrations need to be tested before the old system is switched off.

6. Train Your Team

Ultimately, the people using HighLevel need to understand the new system.

I prefer to work with businesses rather than disappear into the background and simply hand over a finished technical build.

Discuss Your HighLevel Migration

Do You Need to Migrate Everything at Once?

Not necessarily.

For larger migrations, a phased approach can make considerably more sense.

We can prioritise the systems and processes responsible for generating and converting leads, then migrate less important elements later.

It may also make sense to run the old and new systems alongside one another for a period while everything is tested.

The right approach depends on the complexity of your existing setup.

Should You Move to HighLevel at All?

Possibly. But not automatically.

I’ve worked with CRM and marketing automation since 2009 and with HighLevel since 2023.

I like HighLevel enormously, but I don’t believe businesses should change software simply because something newer has appeared.

Migration costs time and money.

If your existing system works well, your team likes it and there isn’t a strong commercial reason to move, staying where you are may be the right decision.

The purpose of a discovery conversation isn’t to convince you to migrate.

It’s to establish whether moving to HighLevel makes commercial and operational sense.

Need Help Migrating to HighLevel?

If you’re considering moving from another CRM, marketing platform or collection of software into HighLevel, I’m happy to talk through what you’re currently using and what you’re trying to achieve.

I’m Julian Mills, a UK-based HighLevel Consultant and marketing automation strategist.

I’ve worked with CRM and marketing automation since 2009 and have been running a HighLevel agency since 2023. Through MarketerM8 we now manage and support more than 100 HighLevel client sub-accounts.

I work with businesses in the UK and internationally.

Book a Discovery Call

About the Author

Julian Mills

HighLevel Consultant & Marketing Automation Strategist

Julian Mills helps business owners automate lead generation, sales follow-up, customer communication and business processes using HighLevel and MarketerM8. Since 2009 he has helped businesses implement CRM, marketing automation and AI-powered systems that save time, improve customer experience and generate more sales.

About Julian
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Julian is amazing as a person... .

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HighLevel Is Now the World’s Second-Largest CRM, Behind Salesforce, Says CEO Shaun Clark

If you run a small or medium-sized business and are considering HighLevel, here’s a statistic that might give you some confidence in the platform. In a recent interview with Mike Cooch, HighLevel co-founder and CEO Shaun Clark said HighLevel is now the second-largest CRM in the world, behind only Salesforce. He also revealed that HighLevel is currently growing at more than 50% year-on-year. Those are Shaun Clark’s own figures rather than independently verified market-share data, but you can hear him make the claims yourself in the interview. Watch the interview with Shaun Clark on YouTube. The relevant section starts at approximately 26:36 min, with the growth and CRM size figures discussed from around 26:55 min. That’s quite a statement for a CRM platform that many UK business owners have still never heard of. But perhaps the more interesting story isn’t simply how quickly HighLevel is growing. It’s what this means for smaller businesses. Enterprise-level CRM technology is no longer just for enterprises Salesforce has long been one of the biggest names in enterprise CRM. Large organisations can invest significant sums implementing CRM, marketing automation and, increasingly, AI across their businesses. Historically, that kind of technology has often come with an enterprise-sized price tag too. One of our own clients in Ireland, for example, had previously been quoted around £150,000 for a Salesforce implementation. Compare that with the new generation of platforms such as HighLevel. At MarketerM8, we provide businesses with our customised version of HighLevel for £97 + VAT per month, with unlimited contacts and users. Of course, I am not suggesting that paying £97 a month suddenly gives you the equivalent of a fully designed and implemented £150,000 Salesforce solution. HighLevel is an extremely capable platform, but most businesses will need some level of configuration and customisation around their particular sales and marketing processes. That may involve additional consultancy or implementation costs. But increasingly, businesses can also do more of this themselves. HighLevel’s AI is making it easier to configure the platform yourself One of the most interesting ways HighLevel is evolving is through the increasing use of AI within the platform itself to help with setup and implementation. Tasks that previously required specialist technical knowledge are increasingly being assisted by AI, and the capabilities are improving incredibly quickly. I’ve already seen this happening with my own MarketerM8 clients. An orthodontic dentist built three websites himself One orthodontic dental client called me recently to tell me how pleased he was with the three websites he had built himself using HighLevel’s AI Studio. I was genuinely surprised by what he’d been able to achieve without needing me to train him or build them for him. Interestingly, Shaun Clark talks about exactly this type of use case in the interview, describing how HighLevel’s AI Studio can create websites and incorporate functionality such as forms and calendars. An entertainment business built its own custom data structure Another client in the entertainment industry needed to create a custom data object structure inside HighLevel. Previously, you might have expected the client to ask a consultant to design and configure this for them. Instead, with assistance from HighLevel’s Ask AI and the 24/7 support available through MarketerM8, the client organised and built the structure themselves. No additional consultancy from me was required. A private knee surgeon built his own integration in around 15 minutes The third example takes this a step further. A private knee surgeon wanted to connect HighLevel to the third-party booking system used by his practice. Not very long ago, my response would probably have been: “We’ll need a developer to build a custom API integration.” That could easily have meant £1,000 or more in developer time. This time, I pointed the client in the right direction and he built his own “vibe coded” solution in around 15 minutes. Think about that. Something that might previously have required a specification, a developer, custom API work and a four-figure budget was created by the business owner himself in about a quarter of an hour. That illustrates something much bigger than HighLevel simply becoming easier to use. AI is starting to reduce both the cost and technical barriers involved in customising and connecting business software. A field service client ended up training me Another client wanted to add field service software to their MarketerM8 account. They found FieldTask, a specialist app built to work with HighLevel, and asked us to add it to their HighLevel sub-account. We did that part. Then the client went in and configured FieldTask themselves around the way their business operates. On a later call, they actually walked us through how they were using FieldTask in practice and how it fitted into their day-to-day processes. The client was training me. That was quite a turnaround. In the traditional software consultancy model, the consultant would often be expected to understand, configure and teach every part of the system. Increasingly, that isn’t necessary. The HighLevel ecosystem gives clients access to specialist apps, AI assistance and support, while the agency can focus on helping them choose the right direction and making sure the different parts of the technology stack fit together. Am I making myself redundant? I sometimes joke that HighLevel and AI are making me redundant. There is an element of truth in it, but a better description is that my role is evolving into that of an AI & Automation Architect. Clients increasingly don’t need me to physically build every website, configure every workflow or commission every integration. My value is increasingly in understanding the business, identifying the problems and opportunities, and then architecting how the CRM, marketing automation, AI, workflows, data and third-party systems should work together. Once that architecture is clear, HighLevel’s AI, vibe coding, 24/7 support, specialist apps and the client themselves can increasingly handle more of the implementation. The expertise hasn’t disappeared. It’s moving up a level. For clients, that’s potentially very good news. Less budget needs to be spent on routine technical implementation, leaving more Read more…
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🎓 GoHighLevel Live Training Workshop #5 : Automation & Workflows Workshop

Workflows are where HighLevel really starts to earn its keep. Instead of relying on somebody remembering to send an email, follow up a lead, move an opportunity, notify a colleague or perform another repetitive task, HighLevel can potentially do it automatically. At its simplest, a HighLevel workflow follows a very straightforward principle: Something happens → HighLevel automatically does something else. For example: Website enquiry received → Send acknowledgement → Create opportunity → Notify salesperson → Start follow-up Once you understand that basic principle, you can start building increasingly sophisticated automations around the way your business actually works. But there’s an important warning. Automating a bad process doesn’t make it a good process. It simply makes the bad process happen automatically. That’s why our free HighLevel Automation & Workflows training workshop isn’t simply about learning which buttons to click. We’ll look at how HighLevel workflows work, but we’ll also look at what you should automate, why you should automate it and when you shouldn’t automate it at all. The workshop is part of MarketerM8’s rolling programme of 13 free live HighLevel training workshops. Want to Automate More With HighLevel? Join our free live HighLevel Automation & Workflows workshop and learn how triggers, actions, conditions and automation can turn repetitive processes into workflows. Register for the next Free HighLevel Automation & Workflows Training Workshop What Is a Workflow in GoHighLevel? A HighLevel workflow is a series of automated actions that can take place when something happens. The event that starts the workflow is generally referred to as a trigger. What HighLevel subsequently does is controlled by the actions inside the workflow. So the basic structure is: Trigger → Action → Action → Action For example: Form submitted → Send email → Create opportunity → Notify salesperson That simple concept is the foundation of much of HighLevel’s automation functionality. You can explore HighLevel’s official Getting Started with Workflows guide alongside our live training. What Can You Automate With HighLevel Workflows? This is where the possibilities become enormous. HighLevel workflows can potentially help automate activities across marketing, sales, customer service and internal administration. Examples include: responding to new enquiries; lead follow-up; email nurture sequences; SMS follow-up; appointment confirmations; appointment reminders; no-show follow-up; creating sales opportunities; updating opportunities; assigning leads to team members; sending internal notifications; creating tasks; customer onboarding; review requests; reactivation campaigns; database management; and much more. The question therefore isn’t usually: “Can HighLevel automate something?” The more useful question is: “Should we automate it, and what should the process actually be?” Start With the Process, Not the Workflow Builder This is probably the most important lesson I can give anyone learning HighLevel workflows. Don’t start by opening the workflow builder. Start by mapping what you want to happen. For example: New enquiry arrives → Acknowledge within seconds → Tell salesperson → Add to sales pipeline → Follow up if salesperson hasn’t made contact Now we have a process. We can then ask which parts should be handled by HighLevel. That is considerably easier than dragging actions into a workflow and hoping they eventually form a sensible business process. Process first. Automation second. HighLevel third. Understanding HighLevel Workflow Triggers A trigger tells HighLevel when the workflow should start. There are many different events that might cause automation to begin. Depending on the process, that could be something such as: a form being submitted; a contact being created; an appointment being booked; an opportunity changing; a particular customer action occurring; a tag being added; or another event within your HighLevel setup. Choosing the correct trigger matters. If the wrong people enter the workflow, even perfectly configured actions can produce the wrong result. Understanding HighLevel Workflow Actions Once somebody or something enters a workflow, actions determine what HighLevel should do. For example, HighLevel might: send an email; send an SMS; wait for a period of time; create or update an opportunity; assign a user; add or remove a tag; create a task; send an internal notification; update contact information; or move the workflow down a different path. By combining actions, relatively simple automations can become complete customer journeys. HighLevel Workflows Don’t Have to Be Linear A real customer journey rarely follows one perfectly straight line. Some people respond. Some don’t. Some book. Some cancel. Some buy. Some aren’t suitable prospects in the first place. That’s why HighLevel workflows can use conditions and branching logic to make different things happen depending on circumstances. Using If/Else Conditions in HighLevel Workflows An If/Else condition allows a workflow to ask a question and send contacts down different paths depending on the answer. Conceptually: Has the prospect booked an appointment? YES → Send appointment information NO → Continue follow-up Or: Is this person already a customer? YES → Customer journey NO → Prospect journey This allows workflows to become much more intelligent than simply sending everybody exactly the same sequence. Use Wait Steps to Control Timing Good automation isn’t simply about what happens. Timing matters too. Sometimes an action should happen immediately. Sometimes it should happen an hour later. Sometimes tomorrow. Sometimes only after another event occurs. HighLevel workflows allow you to build waiting periods and timing logic into your automation. This becomes particularly important for lead nurture, appointment communication and longer customer journeys. HighLevel Workflows Can Automate Lead Follow-Up This is one of the most obvious uses of HighLevel automation. A prospect submits an enquiry at 8:37pm. Nobody in your office is working. That doesn’t mean the prospect has to hear nothing until tomorrow morning. HighLevel could potentially: Receive enquiry → Send immediate acknowledgement → Create sales opportunity → Notify salesperson → Start appropriate follow-up The automation isn’t necessarily replacing the salesperson. It’s making sure the salesperson has a better chance of having the right conversation at the right time. HighLevel Workflows and Sales Pipelines Workflows become particularly useful when combined with HighLevel Sales Pipelines & Opportunities. For example, a workflow might automatically create an opportunity when a new enquiry arrives. Another event might move the opportunity to Read more…
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🎓 HighLevel Live Training Workshop #4 : Sales Pipelines & Opportunities Workshop

If you’re using HighLevel as a CRM, one of the most useful things you can do is create a clear picture of where every potential sale currently stands. That’s what HighLevel’s Sales Pipelines & Opportunities are designed to help you do. Instead of leads sitting in a database with nobody quite knowing what’s happening to them, you can create a visual sales process that shows: who has just enquired; who has been contacted; who is qualified; who has booked an appointment; who has received a proposal; who needs following up; and which deals have ultimately been won or lost. But there’s an important point. A HighLevel pipeline is only useful if it reflects the way your business actually sells. That’s why our free HighLevel Sales Pipelines & Opportunities training workshop isn’t simply about showing you where to click. We’ll look at how the HighLevel CRM works, but also at how you can design a sales process your team can actually use. This workshop is part of MarketerM8’s rolling programme of 13 free live HighLevel training workshops. Want Better Visibility of Your Sales Pipeline? Join our free live HighLevel Sales Pipelines & Opportunities workshop and learn how to turn your contacts and enquiries into a sales process you can actually manage. Register for the next Free HighLevel Sales Pipelines & Opportunities Training Workshop What Is a HighLevel Sales Pipeline? A HighLevel pipeline is a visual representation of a process. Most commonly, that will be your sales process. For example: New Enquiry → Contacted → Qualified → Appointment Booked → Proposal Sent → Won / Lost Each stage represents something meaningful that has happened in the relationship with the prospect. Your team can then see opportunities moving through the pipeline as each sale progresses. HighLevel’s own guidance recommends that pipeline stages reflect the actual steps in your sales process, rather than blindly adopting generic stage names. View HighLevel’s official Pipelines & Opportunities Getting Started guide → Contact, Opportunity, Pipeline and Stage: What’s the Difference? This is one of the most important concepts to understand when you start using HighLevel as a CRM. HighLevel describes the relationship as: Contact → Opportunity → Pipeline → Stage The Contact The contact is the person. For example: John Smith His contact record may contain his email address, telephone number, company details, communication history and other information. The Opportunity The opportunity represents the potential deal or sale. John Smith may be a contact in your database, but perhaps he’s also considering buying a £5,000 service from you. That potential £5,000 sale is the opportunity. The Pipeline The pipeline represents the overall process that the opportunity moves through. For example: New Business Sales Pipeline The Stage The stage tells you where that particular opportunity currently sits within the process. For example: Proposal Sent So we might have: John Smith → £5,000 potential deal → New Business Sales Pipeline → Proposal Sent Once you understand that distinction, the Opportunities area in HighLevel starts to make considerably more sense. Don’t Build Your Pipeline Around HighLevel This may sound odd in an article about HighLevel pipeline training, but I’d avoid opening HighLevel and immediately creating stages. Start with your existing sales process. Ask: What happens when a new enquiry arrives? Who is responsible for contacting them? What makes a lead qualified? Do they normally book an appointment? Do you send a quotation or proposal? What happens if they’re not ready to buy? What happens if they don’t respond? At what point do you consider the sale won? Why do you normally lose opportunities? Those answers should help define your pipeline. Design the sales process first. Configure HighLevel second. Keep Your HighLevel Pipeline Stages Meaningful One of the easiest mistakes to make is creating too many pipeline stages. More stages don’t necessarily give you better information. Every stage should answer a useful question about where the sale currently stands. For example: New Enquiry tells us the lead has arrived but hasn’t yet progressed. Qualified tells us we’ve established that this is a genuine potential opportunity. Appointment Booked tells us the next sales conversation has been arranged. Proposal Sent tells us the prospect has received an offer. A stage called something vague such as “Follow Up” may be less useful unless everybody on your team knows exactly what it means. HighLevel’s current pipeline guidance similarly recommends stages that are clear and action-oriented so users know when an opportunity should move forward. Your Pipeline Should Tell Your Team What Needs Attention A good sales pipeline isn’t simply a historical record. It should help your team decide what needs to happen next. Imagine opening HighLevel and seeing: 12 new enquiries nobody has contacted; 8 qualified prospects waiting to book a meeting; 5 proposals waiting for follow-up; and 3 deals that haven’t moved for three weeks. That gives your sales team something practical to work with. The pipeline becomes a management tool rather than simply another place to store information. HighLevel Opportunity Values Help You See Potential Revenue An opportunity can also have a potential monetary value associated with it. That means you can start thinking beyond: “How many opportunities do we have?” and towards: “What are those opportunities potentially worth?” For example: Opportunity Stage Potential Value Company A Qualified £2,500 Company B Proposal Sent £10,000 Company C Appointment Booked £4,000 Now you can start seeing not only how many opportunities are in the pipeline, but where potential revenue is sitting. HighLevel Opportunities Can Have Owners If several people sell within your business, responsibility matters. An opportunity shouldn’t simply sit in the pipeline with everyone assuming someone else is dealing with it. HighLevel allows opportunities to be assigned to owners. That means the business can see who is responsible for progressing a particular potential sale. This becomes increasingly important as your sales team grows. Open, Won, Lost and Abandoned Opportunities HighLevel also uses opportunity statuses to describe the overall outcome or current state of a deal. The current default statuses include: Open – the opportunity Read more…
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Neil Patel and HighLevel: Why He Calls It One of the Most Important AI Platforms for Small Business

Neil Patel has spent much of his career identifying where digital marketing is heading next. So when he describes HighLevel as: “One of the most important AI transformation platforms serving and scaling small and medium businesses today.” …I think it’s worth paying attention. Patel made the statement following the announcement of a multi-year strategic partnership between himself, NP Digital and HighLevel. You can read the Neil Patel and HighLevel partnership announcement on PR Newswire here. But what particularly caught my attention wasn’t simply that Neil Patel had partnered with HighLevel. It was his choice of words. He didn’t describe HighLevel as a CRM. He called it an AI transformation platform. And I think that distinction is becoming increasingly important. Neil Patel’s Partnership With HighLevel The relationship goes considerably further than Neil Patel simply providing a testimonial for HighLevel. According to the partnership announcement, Patel and NP Digital will collaborate with HighLevel across areas including its product and AI roadmap, AI and SEO features, content, international expansion and events. Patel said: “In 2026, it’s time we start calling them what they are. One of the most important AI transformation platforms serving and scaling small and medium businesses today.” That’s quite a statement. But perhaps it shouldn’t come as a complete surprise when you look at what has been happening with HighLevel. I Predicted HighLevel Could Become the WordPress of CRM Systems Some time ago, I wrote an article called: Prediction: HighLevel = The WordPress of CRM Systems My argument wasn’t that HighLevel and WordPress do the same thing. It was about what WordPress became. WordPress grew from relatively humble beginnings into a platform upon which an enormous ecosystem was built. Themes. Plugins. Developers. Agencies. Specialists. Third-party integrations. Entire businesses built around the platform. Most importantly, WordPress became ubiquitous. My prediction was that we could eventually see something similar happen with HighLevel in the CRM and marketing automation market. HighLevel provides the core platform. Agencies, consultants, developers and businesses then customise it for an almost infinite number of applications. At the time, that was very much a prediction. But some of the numbers we’re now hearing from HighLevel itself make that prediction considerably more interesting. HighLevel Second Only to Salesforce? HighLevel co-founder and CEO Shaun Clark recently said that HighLevel is now the second-largest CRM in the world behind Salesforce, and that the company is growing at more than 50% year-on-year. I’ve looked at his comments and the context behind them in another article: HighLevel Is Now the World’s Second-Largest CRM, Behind Salesforce, Says CEO Shaun Clark There is an important qualification. These are Shaun Clark’s own figures rather than independently verified CRM market-share statistics. But if HighLevel is operating at anything approaching the scale Clark describes, my WordPress comparison starts to look rather interesting. Because becoming the WordPress of CRM systems isn’t simply about having lots of features. It’s about reaching the point where a platform develops the scale, flexibility, ecosystem and momentum to become one of the default foundations upon which businesses build. And HighLevel increasingly appears to be heading in that direction. But I now think something even bigger is happening. Is HighLevel Still Really a CRM? I’ve worked with CRM and marketing automation since 2009. I started with Infusionsoft, which at the time was an extraordinarily powerful combination of CRM, email marketing and marketing automation for small businesses. Over the years I’ve watched CRM platforms become progressively more sophisticated. But what is happening now feels different. HighLevel today encompasses CRM, email, SMS, WhatsApp, websites, funnels, calendars, pipelines, payments, events, courses, communities, reputation management, advertising, workflow automation and much more. And increasingly sitting across all of this is AI. That’s why I’ve started describing HighLevel differently. HighLevel as the AI Operating System for a Business I’ve written about this idea in more detail here: HighLevel Is Becoming the AI Operating System for Your Marketing and Business Right now, much of the conversation about artificial intelligence focuses on individual tools. ChatGPT. AI chatbots. AI receptionists. AI website builders. AI content generators. AI sales assistants. These can all be incredibly useful. But I don’t think individual AI tools are the really interesting development. The interesting part is what happens when AI becomes connected to the underlying systems and data running the business. That’s where the idea of an AI Operating System becomes important. Imagine AI That Understands What’s Happening Across the Business Think about what can increasingly exist within the HighLevel ecosystem. Your contacts. Your leads. Your sales opportunities. Your emails and text messages. Your WhatsApp conversations. Your appointments. Your website enquiries. Your sales pipelines. Your workflows. Your customer conversations and history. Now put AI across that information. Suddenly AI isn’t simply generating an email or answering a question. It can potentially understand what is happening throughout the customer journey and take action. It can answer an enquiry. Qualify a prospect. Book an appointment. Analyse a conversation. Trigger a workflow. Create marketing content. Follow up a lead. Voice AI can even answer the telephone and have a conversation with a prospective customer. And I think we’re still at the very beginning of this. This Is Why Neil Patel’s Choice of Words Matters This brings us back to Neil Patel. He didn’t describe HighLevel as one of the world’s most important CRM systems. He described it as: “One of the most important AI transformation platforms serving and scaling small and medium businesses today.” I think AI transformation platform is a much more interesting description of where HighLevel is heading. And it fits remarkably well with what I’ve been seeing myself. HighLevel is becoming less about individual CRM features and more about providing the underlying platform through which the business operates. That’s the basis of my AI Operating System argument. There Are Three Trends Converging First, scale. Shaun Clark claims HighLevel is now second only to Salesforce in CRM size. That begins to support my earlier prediction that HighLevel could become as ubiquitous in CRM and marketing automation as WordPress became in Read more…
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HighLevel for Franchises: Build a CRM, Marketing and Sales System for Your Franchisees

If you run a franchise, one of your biggest challenges is ensuring that every franchisee follows the systems that helped make the original business successful. You can give franchisees your brand, operations manuals, training and marketing materials. But what happens when they start generating enquiries? How are those leads captured? How quickly are they followed up? Where are sales opportunities managed? Who remembers to call a prospect again next Tuesday? What happens to somebody who enquires today but isn’t ready to buy for another six months? And, perhaps most importantly, are all your franchisees following the same proven marketing and sales process? This is where I think HighLevel can be particularly powerful for franchises. A branded CRM, marketing and sales system in a box that you can give to every franchisee. You can build the core system centrally, systemise how it is customised for each franchisee, incorporate it into your franchisee onboarding and then continue improving it as the network grows. I’ve recently been involved in doing exactly this for a UK childcare consultancy franchise. And one of the biggest things I’ve learned from the project is that there is a significant difference between simply setting up a HighLevel CRM and designing a HighLevel system that could eventually be used by tens or even hundreds of franchisees. Can HighLevel Be Used as a CRM for Franchises? Yes. HighLevel’s Agency structure makes it possible to operate multiple individual sub-accounts from one central Agency account. For a franchise operation, that potentially allows the franchisor to create the central framework while individual franchisees or locations operate within their own HighLevel sub-accounts. A franchisee can therefore have their own contacts, opportunities, calendars and day-to-day CRM while following a marketing and sales system designed by the franchisor. HighLevel snapshots are particularly important here. A snapshot can package many elements of a HighLevel setup so that they can be deployed into additional sub-accounts. HighLevel itself describes snapshots as a way to standardise proven setups and maintain consistency across multiple accounts and locations. That is exactly what we want in a franchise. You don’t want to reinvent your CRM and marketing system every time franchisee number 27 joins. You want to have already done the hard work. Don’t Just Give Your Franchisees a CRM I think this distinction is fundamental. A CRM by itself isn’t necessarily much of a franchise benefit. Imagine telling a new franchisee: “Here’s your CRM login. Good luck.” They still have to decide how to configure it. What stages should their sales pipeline contain? What happens when somebody completes an enquiry form? Which emails should be sent? When should a salesperson follow up? How should leads be nurtured? What should happen when an appointment is booked? How do they request reviews? Which landing pages should they build? Which forms should they use? How do they know whether their marketing is working? For a typical small business owner, that’s a lot to work out. And most franchisees haven’t bought a franchise because they want to become CRM and marketing automation experts. They have bought into a franchise because they want a proven system. So why shouldn’t the marketing and sales system be part of that proven system? That’s the opportunity I see with HighLevel. Give Every Franchisee a Marketing and Sales System in a Box Instead of giving franchisees a blank CRM, imagine giving every new franchisee a system that already contains the framework they need. Depending on the franchise, that could include: CRM and contact management Standard sales pipelines Automated lead follow-up Email campaigns and templates SMS communications Appointment calendars Service Appointments Rentals Events & Ticketing Invoicing Forms and surveys Landing pages and funnels Lead magnets Review generation Missed-call text back Social media tools Lead nurturing Reporting AI functionality Websites or campaign pages Standard workflows and automations Not every franchise needs every HighLevel feature. That’s not the point. The important thing is that the franchisor determines what the proven marketing and sales system should contain. That system can then become part of the franchise offering. Don’t simply give your franchisees access to software. Give them your proven marketing and sales system built inside the software. A Real Example: Building HighLevel for a Childcare Consultancy Franchise We’ve recently been working with a childcare consultancy franchise that wanted to provide its network of consultants with exactly this type of system. Before the project, the individual consultants didn’t have a standard CRM and marketing platform. The franchisor could see two important reasons for changing that. The first was operational. They wanted consultants to have a proper system for managing their marketing, enquiries and sales opportunities. But there was another reason that I think is particularly interesting. Franchisee recruitment. Franchising itself is a competitive marketplace. A prospective franchisee may compare several different opportunities before deciding which franchise to join. The franchisor recognised that being able to say: “When you join us, you receive our complete branded CRM, marketing and sales system.” could become another point of differentiation. The technology therefore wasn’t simply an internal administrative tool. It became part of the franchise proposition itself. What Did We Actually Build? The client had already heard of HighLevel and believed it could provide the underlying technology. Our job was to help turn HighLevel into their system. We were involved in the strategic planning, HighLevel architecture and coordination of the master build. The franchisor brought something equally important to the project: their own intellectual property and expertise. They supplied the specialist copy for the emails, lead magnets, landing pages, surveys and other marketing materials. That distinction is important. HighLevel provides the technology. We provide the HighLevel, CRM and marketing automation experience. The franchisor provides the specialist knowledge, processes, content and understanding of its marketplace. Combining those elements allowed us to build something specifically around how their consultants operate. The resulting system includes CRM, sales pipelines, workflows, automated emails, forms, surveys, lead magnets, landing pages, calendars and other marketing functionality. And crucially, it is branded to the franchisor rather than Read more…
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HighLevel for Cleaning Companies: CRM, Marketing, Automation, Field Service and AI

If you run a cleaning company, you probably didn’t start the business because you wanted to spend your evenings chasing enquiries, updating spreadsheets, sending appointment reminders and trying to remember which quotations need following up. But as a cleaning business grows, marketing and administration can quickly become almost as complicated as doing the cleaning itself. You need to generate enquiries, respond quickly, keep track of prospects, follow up quotations, communicate with customers, ask for reviews and encourage previous customers to use you again. Then there is the operational side of the business. Jobs need scheduling, cleaners need organising and customers need to know when somebody is arriving. This is where HighLevel can be particularly useful for cleaning companies. HighLevel can provide the marketing, CRM, sales and communications engine for the business. If you also need field service management, an application such as FieldTask can extend HighLevel into the operational side of running your cleaning company. I’ve worked with cleaning businesses at very different stages of development, from a startup through to established cleaning companies using HighLevel as part of much more sophisticated business systems. So rather than looking at what HighLevel could theoretically do for a cleaning company, let’s look at how it can actually be used. What Can a Cleaning Company Use HighLevel For? HighLevel brings together many of the systems a cleaning business might otherwise have to purchase separately. For example, a cleaning company can use HighLevel for: Websites and landing pages Enquiry forms CRM and contact management Sales pipelines Quote follow-up Email marketing SMS WhatsApp Appointment booking Automated reminders Facebook and Google advertising Review requests Customer reactivation campaigns Workflows and marketing automation Recruitment campaigns Voice AI and other AI tools This means an enquiry can come into the business and automatically become a contact in the CRM. That prospect can enter a sales pipeline, receive appropriate follow-up and move through the sales process. Once they become a customer, HighLevel can continue to manage communications, reminders, review requests and future marketing. Could HighLevel Work for Your Cleaning Company? If you’re considering HighLevel, let’s look at how your enquiries, sales, customer communication and field service currently work. Book a Discovery Call with Julian Is HighLevel Cleaning Business Management Software? Not really. HighLevel is extremely strong at marketing, sales, CRM, communications and automation. It isn’t primarily designed as field service management software. If you have cleaners or technicians travelling to customers, you may also need functionality such as job scheduling, dispatching, work orders, staff management, timesheets and tracking what happens in the field. This is where FieldTask becomes interesting. HighLevel + FieldTask for Cleaning Companies FieldTask is a field service management application designed specifically to work with HighLevel. Rather than having one system for your marketing and another completely disconnected system for running jobs, FieldTask extends what you can do with HighLevel into field service management. HighLevel can handle: Marketing → Enquiry → CRM → Sales Pipeline → Follow-up → Customer FieldTask can then help with: Job → Scheduling → Dispatch → Field Staff → Work Completed → Invoice FieldTask includes capabilities for managing jobs and work orders, scheduling and dispatching work, field teams, timesheets, invoicing and other aspects of service delivery. More importantly, it has been designed to work with HighLevel. Contacts, appointments, jobs, estimates, invoices and other information can remain connected between the marketing and operational sides of the business. For a smaller cleaning company, sole trader or growing cleaning business, HighLevel + FieldTask can therefore provide a very interesting combination. HighLevel attracts, converts and communicates with the customer. FieldTask helps manage the work once somebody needs to go out and deliver the cleaning service. A few years ago, this sort of joined-up CRM, marketing automation and field service technology was much more likely to be the preserve of larger businesses with substantial software and implementation budgets. Today, a small cleaning company can start putting together remarkably sophisticated systems without needing enterprise-level budgets. What If I Already Use ServiceM8 or Another Field Service System? Keep using it if it works for you. I’m not an advocate of replacing perfectly good software simply because something new has appeared. In fact, I’ve worked with cleaning companies that were already using ServiceM8 when HighLevel was introduced. The important question is what each piece of software needs to do. If you’re already successfully using ServiceM8, Jobber or another field service management application, HighLevel can potentially become the marketing, CRM and communications layer around your existing system. If you’re starting from scratch, or particularly want field service management designed to work closely with HighLevel, I would also look at FieldTask. The right solution depends on the complexity of the business. Example 1: Using HighLevel From the Startup Stage One cleaning business I work with started using HighLevel right at the beginning of its journey. The owner was already using field service software to help with service delivery, but he needed something else. He needed to market the business. We worked with him to build the company’s website inside HighLevel and put the marketing and sales infrastructure around the new business. Leads come from several sources, including referrals, social media and Facebook advertising. Social media has been particularly useful, with the owner creating videos featuring happy customers and sharing them through channels such as TikTok. We’ve also used HighLevel’s Ad Manager for Facebook advertising. When somebody makes an enquiry, the opportunity can be managed through a HighLevel sales pipeline, providing a structured process for following up potential customers. This is a good example of why HighLevel and field service software solve different problems. The field service system was already helping manage service delivery. HighLevel was introduced to help market and grow the business. From Finding Customers to Finding Staff More recently, the challenge has changed. The owner has become busy delivering cleaning jobs and simply doesn’t always have enough time to work on the marketing. This is a problem I see in many owner-managed businesses. Having marketing software doesn’t mean the marketing magically Read more…
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