Why We Built This System in the First Place
A few months ago, we had the opposite problem most SMBs complain about.
We weren’t struggling to book calls.
We were booking a lot of them (20-30 per month on average).
Inbound.
Outbound.
Referrals.
The calendar was full.
But revenue wasn’t moving at the same pace.
When we looked closer, the issue wasn’t lead quality or sales ability.
It was a follow-up leakage.
Here’s what was happening:
Prospects booked calls and showed genuine interest
Conversations went well
Then… timing got in the way
“Not right now.”
“Let’s revisit next quarter.”
“Need internal approval.”
“Budget later.”
None of these were hard nos.
But without a system, they quietly disappeared.
Some followed up manually.
Most didn’t.
A few slipped through the cracks entirely.
And the uncomfortable truth was this:
We were generating demand faster than we could consistently follow up on it.
That’s not a sales problem.
That’s an infrastructure problem.
Why Manual Follow-Ups Failed (Even With Good Intent)
We tried the obvious fixes first:
Reminders in the CRM
Notes after calls
“I’ll follow up in a month” tasks
Occasional manual check-ins
It worked… sometimes.
But it depended on:
Memory
Discipline
Someone having time that day
Which meant follow-up was inconsistent by default.
And inconsistent follow-up kills warm deals quietly.
The Real Requirement We Identified
What we actually needed was simple:
A system that never forgets
A system that follows up without being pushy
A system that respects timing
A system that runs even when we’re busy closing, delivering, or building
In short:
We needed long-term follow-up to become infrastructure, not effort.
That’s when we decided to build a combined AI + GoHighLevel system:
AI to design thoughtful, context-aware follow-ups
GoHighLevel to execute them automatically over months
Not to chase people.
But to stay relevant until timing changes.
Got it. Below is a clean positioning correction you can directly swap into the newsletter so the narrative is clearly AI + GoHighLevel as a combined system, not “AI alone.”
I’ve rewritten only the relevant sections so you can paste them in without reworking the entire piece.
How We Built the Entire 6-Month Email Sequence Using AI + GoHighLevel (In Minutes)
This system is not AI-only.
And it’s not GHL-only.
The leverage comes from combining both.
AI designs the strategy, sequencing, and language
GoHighLevel executes it reliably, at scale, without human involvement
AI thinks.
GHL runs.
That distinction matters.
The Actual Stack We Used (AI + GHL)
Here’s the exact division of labor:
AI (ChatGPT Projects)
Generates long-term follow-up logic
Writes psychologically sound emails
Adapts tone based on real sales conversations
Produces sequences in minutes instead of days
GoHighLevel
Triggers sequences based on deal status
Handles timing, delays, and delivery
Manages exits, replies, and reactivation
Runs silently for months without manual work
Neither tool works as well without the other.
Step 1: Create an AI “Sales Brain” (Before Touching GHL)
Before we built anything in GoHighLevel, we built the thinking layer.
Inside ChatGPT, we created a dedicated Project whose only job was:
Designing long-term follow-up sequences for “Lost” deals
that were lost due to timing — not fit.
This project became the strategy engine that GHL would later execute.
Step 2: Train the AI on Your Context (So GHL Isn’t Running Generic Copy)
Inside the AI Project, we added four inputs:
1. Sample Emails (Style + Tone)
To teach the AI how we sound as operators — not marketers.
2. Offer + ICP Details
So the AI understands:
Who we help
What outcomes are realistic
What NOT to promise
3. Fathom Call Notes (Critical)
Real sales conversations.
Real objections.
Real “why this went cold” context.
This ensures the emails GHL sends later feel remembered, not automated.
4. A System Prompt (The Operating Rules)
This governs how the AI thinks before GHL ever sends a message.
Copy-Paste: AI + GHL System Prompt
This prompt is written specifically to support CRM-based automation, not one-off emails.
You are a senior B2B sales strategist designing long-term
follow-up email sequences that will be executed inside a CRM
(GoHighLevel) using opportunity-based automation.
The prospects are SMB founders marked as “Lost” due to timing,
priorities, or internal delays — not bad fit.
Your role:
- Design emails that work well in automated, long-term sequences
- Assume messages will be spaced over weeks and months
- Optimize for replies, not immediate conversion
- Write emails that feel human even when sent by automation
Tone & style:
- Calm, confident, operator-level
- No hype, no urgency tricks, no false scarcity
- Never say “just checking in”
- No emojis, no marketing language
- Respectful of timing and attention
Each email must:
- Have one clear psychological purpose
- Move the prospect toward clarity, not pressure
- Sound like it follows a real conversation
- Include one low-friction question or CTA
Sequence design rules:
- Early emails: reframing + priority clarity
- Mid-sequence: belief restoration + insight
- Late sequence: authority positioning + graceful exits
Important:
You are writing emails that will be deployed via GoHighLevel
workflows triggered by opportunity status changes.
Design accordingly.
Step 3: Generate the Sequence with AI (Minutes, Not Days)
Once the AI Project is set up, the actual prompt is simple:
“Create a 6-month long-term follow-up email sequence for SMB prospects marked as Lost, designed to be deployed inside GoHighLevel.”
The output is:
Structured
Consistent
CRM-ready
No rewriting required.
Step 4: Deploy the AI Output Inside GoHighLevel
This is where GHL becomes the execution engine.
Paste the AI-generated emails into GHL
Attach them to an Opportunity Status Changed trigger
Add exit conditions (reply, booked call, reopened deal)
Publish
From that point forward:
AI never sends emails.
GHL never thinks.
Each tool does what it’s best at.
The Real Positioning (Use This Line)
If you want a single, clear positioning sentence for the newsletter:
“We use AI to design the system — and GoHighLevel to run it at scale.”
That’s the model.
Updated CTA (Aligned to AI + GHL)
If you want to replicate this exactly:
👉 Use the same GoHighLevel setup we run internally:
https://automaticleadsmachine.com/?am_id=ankit6289
And if you want:
The full AI Project structure
The system prompt file
Or the exact GHL workflow logic
Reply “AI + GHL” and I’ll share it.
Until the next post,
Ankit Modi
Founder at Six Figure Consulting
Visit my Linkedin
P.S. We are accepting 2 new clients this month and will work with them on a 30-day Free Trial. Reply ‘Trial’ and I’ll shoot over the details.