Systems Architecture
Five Tools Into One
Re-architected an Australian consultancy's entire stack — five disconnected tools into one source of truth, with zero data loss.
- GoHighLevel
- Systems Design
- Change Management
Results
- Tools consolidated
- 5 → 1
- Data lost in migration
- Zero
- Manual reporting time
- −70%
- Downtime during cutover
- Zero
The brief
The client ran on five disconnected tools: Pabbly for leads, ClickUp for updates, Agentics for management, Calendly for bookings, RingCentral for comms. Each owned a slice of the customer journey, so nobody could see the full funnel and the data was never complete enough to decide from. I rebuilt the whole thing on GoHighLevel — marketing through execution — as one source of truth.
How it was built
- 01
Map the journey
Traced every stage a lead passed through and identified which of the five tools owned it, and where handoffs silently dropped data.
- 02
Field-level migration
Mapped every legacy field before importing anything — the AI data mapper flagged junk and duplicates before they reached the new CRM.
- 03
Rebuild on one platform
Rebuilt lead management, bookings, comms and pipeline reporting inside GoHighLevel so data populates correctly by design rather than by discipline.
- 04
Train everyone
Trained 100% of staff from frontline to management, with recorded video onboarding so the change held after go-live.
Built with
- GoHighLevel
- n8n
- Python
- Google Gemini 1.5