Automation

Automation Stack & Workflows

Every repetitive step in the PBS process can be automated. This page maps the full automation stack and shows which tool handles which step.

Full Automation Stack n8n Workflows Prospect Rocket GoHighLevel AI Inbound Calls Social Media Automation What to Automate First
Automate in this order: (1) Email follow-up sequences, (2) Review requests, (3) Lead scraping pipeline, (4) Social media scheduling, (5) Voicemail drops, (6) AI inbound calls. Don't try to build everything at once — automate one thing, test it, then add the next.

Full Automation Stack — What Does What

ProcessToolCost
Lead scrapingOutscraper~$3/1000 leads
Bulk PageSpeed screeningn8n + PageSpeed API or bulkpagespeeds.comFree
Email outreach sequencesGoHighLevelIncluded in $97/mo plan
SMS outreachGoHighLevel (LC Phone)~$0.015/SMS, included in plan
Voicemail dropsGoHighLevel (LC Phone)~$0.015/drop, included in plan
"Not right now" nurture sequencesGoHighLevel WorkflowsIncluded in $97/mo plan
Post-delivery client nurtureGoHighLevel WorkflowsIncluded in $97/mo plan
Review requestsGoHighLevel Reputation ManagementIncluded in $97/mo plan
Social media postingBuffer + Canva + Claude for content$13 + $6/channel
Contract + invoice delivery17hats (auto-delivers on client approval)$45-60/mo
Inbound call handling (AI)Bland.ai or Synthflow (persona "Kara")$47+/mo when needed
Lead-to-CRM data entryn8n workflow (Outscraper → Sheets → GHL API)Free (self-hosted)
Audit data collectionn8n + PageSpeed API + SSL Labs APIFree
Monthly client reportsAgency Analytics (when at scale)$12/mo per client
GBP + local SEO reportsBrightLocal$39+/mo
Transactional server emailBrevo SMTP relay (keep active)Free tier

n8n Workflows (Your Self-Hosted Server)

n8n is already running on your Hetzner server. These are the most valuable workflows to build:

Workflow 1 — Bulk PageSpeed Screening

Purpose: Automatically screen 50-100 prospect URLs for mobile speed in minutes instead of hours.

  1. Trigger: Webhook (you paste a list of URLs into a simple form) or Google Sheets trigger (add URLs to a sheet)
  2. Node 1: HTTP Request → Google PageSpeed API (free key from Google Developers Console)
  3. Node 2: Extract mobile score and top opportunities from response
  4. Node 3: Google Sheets → write URL, mobile score, desktop score, top issue back to sheet
  5. Node 4: Filter — if mobile score < 50, add to "Hot Prospects" tab
Build this first — it saves the most time per week. 100 URLs screened in about 5 minutes vs. 90 minutes manually.
Workflow 2 — New Lead Notification

Purpose: When a new lead is added to your tracking spreadsheet, notify you instantly so you reach out fast.

  1. Trigger: Google Sheets → new row added
  2. Node 1: Filter — only trigger if "Status" column is "New"
  3. Node 2: Send yourself a Telegram or email notification with the lead's name, business, and website
  4. Optional Node 3: Create a task in Vikunja with due date = today + 1 day
Workflow 3 — Contact Form → CRM

Purpose: When someone fills out the form on postandbeamstudios.com, automatically add them to Prospect Rocket and notify you.

  1. Trigger: Webhook receives POST data from send.php (add a webhook call to send.php)
  2. Node 1: Parse form fields (name, email, phone, business, service interest)
  3. Node 2: Prospect Rocket API → create new contact with all fields
  4. Node 3: Send yourself a notification (email or Telegram)
  5. Node 4: Optional — trigger a welcome email sequence in Prospect Rocket

Prospect Rocket — Automation Sequences

These are the sequences to build in Prospect Rocket. Each uses merge fields for personalization.

Sequence NameTrigger TagSteps
Cold Outreach"Cold Lead"Day 1 email, Day 6 follow-up, Day 14 final
Not Right Now Nurture"Not Right Now"Day 30, 45, 60, 90 emails
Post-Delivery Client"Project Complete"Day 7 check-in, Day 30 SEO update, Day 90 upsell
Review Request"Review Requested"Day 1 email, Day 3 SMS, Day 7 final email
Inbound Lead Welcome"Website Inquiry"Immediate autoresponder, Day 1 follow-up if no reply

GoHighLevel — Your Primary CRM & Automation Hub

GHL is your chosen tool from the start — not a future upgrade. Setup details are in the Setup section. The automation workflows below are built natively in GHL.

Core GHL workflows to build in Week 1
WorkflowTriggerChannels used
Cold Outreach (14-day sequence)Tag: "Cold Lead" addedDay 1: Voicemail drop + Email, Day 4: SMS, Day 6: Email, Day 10: Email, Day 14: Final email
Not Right Now NurtureStage: "Not Right Now"Day 30/45/60/90 emails; Day 60 also SMS
Post-Delivery Client NurtureTag: "Project Complete"Day 7 email, Day 30 email, Day 90 email
Review Request (3-touch)Tag: "Request Review"Immediate email, Day 3 SMS, Day 7 email
Inbound Lead WelcomeNew contact created from web formImmediate autoresponder email, Day 1 follow-up SMS if no reply
All scripts for these workflows are in the Prospecting, Follow-Up, and Reviews sections. Copy the email and SMS text directly into GHL's workflow email/SMS editor.

AI Inbound Call Handling — "Kara"

When your outreach starts generating inbound calls, an AI phone agent can qualify leads, answer basic questions, and book appointments — even when you're at Lowe's or working on a project.

Bland.ai

$0.09/min + $47+/mo

Conversational AI phone calls. Set up custom scripts, handle objections, transfer to you live when ready. Low latency, sounds natural.

bland.ai

Synthflow

$29+/mo

No-code AI voice agent builder. Easier setup than Bland. Good for straightforward qualification and appointment booking.

synthflow.ai
AI Call Agent "Kara" — Design (already built, not yet deployed)

Kara answers inbound calls to your business line. Her script:

  1. Greets caller: "Thank you for calling Post and Beam Studios. This is Kara — how can I help you today?"
  2. Qualifies: "Are you calling about getting a website built, your Google listing, or social media management for your business?"
  3. Gathers info: business name, type of trade, website URL (if they have one), city, best email
  4. Sets expectation: "Perfect — Kegan will review your current online presence today and reach out within a few hours with a free report."
  5. Logs everything to your CRM automatically
  6. Optional: live transfer to your cell if you're available

Social Media Automation

The social media workflow is already semi-automated:

  1. Content creation: Claude generates captions (1 prompt = 12-30 posts)
  2. Graphics: Canva templates (duplicate + update text = fast)
  3. Scheduling: Buffer auto-queues posts into your preset schedule
  4. Monitoring: Buffer + Meta notifications (passive)
  5. Reporting: Buffer analytics export → paste into report email

This process takes 3-5 hours per client per month once you've built the templates. At $297+/mo per client, that's $60-$100/hour for your time.

What to Automate First — Priority Order

PriorityWhatWhyTime to Build
1GHL: "Not Right Now" nurture workflowKeeps pipeline working while you focus elsewhere — set it and forget it1-2 hours in GHL
2GHL: "Post-Delivery" client nurture workflowPrevents churn, seeds upsells without manual tracking1 hour in GHL
3GHL: Review request workflowGets you and your clients more reviews without remembering to ask45 min in GHL
4GHL: Cold outreach 14-day sequenceEvery new lead automatically gets 6 touches with no manual follow-up tracking2-3 hours in GHL
5n8n: Bulk PageSpeed screening workflowSaves 60-90 min/week on lead qualification3-4 hours (one-time build)
6Buffer: Social media scheduling for all clientsDelivers social media service in monthly batches with minimal weekly effort30 min per client setup
7GHL: Voicemail drop campaigns for warm leadsAdds a channel that gets noticed — Lowe's contacts and inbound leads convert well via voicemail30 min to record + set up
8AI inbound call agent (Bland/Synthflow — "Kara")Captures inbound leads while you're at Lowe's or working on projectsHalf day to configure and test