SEO, PPC, GoHighLevel and web design agencies all lose hours to the same back-office work. Here is what I build for each type, based on systems already running in production.
Your strategists spend Monday pulling the same numbers from five tools for every client. Wins get missed, unindexed pages pile up, and a lost Business Profile is only noticed when the calls stop.
Search Console, GA4 and map-pack rank for every client, scored with your own health formula and written into your tracking sheet or Slack.
Claude skill · weekly SEO reportCompares this period with the same period last year (clicks, organic sessions, forms, calls, page-one keywords) and drafts a post only when there is a real win.
Claude skill + Slack bot · client winsLive geo-grid ranks by client name with trend changes, plus a branded CTR check that flags any client under 10%.
Claude skills · rank grid check, branded CTRUnindexed pages found and submitted after approval. Competitor audits built from a grid export, with every recommendation tied to a real competitor difference.
Claude skills · index checker, local auditChamber of commerce link opportunities ranked by SEO value, and press releases researched, written and checked before they go to distribution.
Claude skills · chamber links, press releasesNew reviews, Business Profile invites, lost access, suspensions, failed video verification, new Search Console owners and sites going down, all routed to the right channel.
Make · email parsing → Slack + ClickUpA declined card or a policy flag stops a client’s ads, and the first person to notice is often the client. Billing emails sit in a shared inbox, and call leads reach the team late.
Google’s “service suspended” and “account suspended” emails are parsed for the amount due, customer ID and payments profile, then posted to the PPC and LSA teams.
Make · mailhook → SlackDeclined-payment emails from Google Ads and Meta reach the CSM and billing within minutes, with the account ID attached.
Make · mailhook → SlackWhen Local Services Ads pauses an account, the customer ID is pulled out, an urgent ClickUp task is created due in 3 days, and Slack is alerted.
Make · mailhook → ClickUp + SlackPPC call leads from GoHighLevel go straight to the team, and campaign wins become draft social posts with the real numbers.
Make · GHL webhook, Client Wins botGHL holds the leads, but your team lives in Slack and ClickUp. Bookings, no-shows and positive replies get missed, and every new client needs a sub-account built by hand.
Appointments booked in GHL post to the sales team with contact and calendar details. Trial opportunities moved to “No Show” trigger a follow-up.
Make · GHL webhook → SlackDay-2 and day-5 cold email follow-ups and reactivation flags become Slack reminders, so setters chase the right leads at the right time.
Make · GHL workflow → SlackA positive reply pings the team in Slack, logs the lead in the outreach sheet and updates ClickUp in one go.
Make · webhook → Slack, Sheets, ClickUpA closed client’s post-close form starts a new GHL sub-account, and website forms push leads straight into the client’s pipeline.
Make · form → GHLEvery build starts with chasing the client for content and logins, and every launch is followed by “is the site down?” emails.
One onboarding form per package (web, web plus SEO, web plus SEO plus LSA). The scenario finds the client in your master list, copies the right template into their Drive folder and fills in every answer.
Make · Forms → Drive + SheetsWhen a client drops photos or files into their folder, the team gets a Slack alert with the file count and a folder link.
Make · Drive → SlackUptime monitor emails become a Slack alert naming the client site, so nobody has to watch the inbox.
Make · mailhook → SlackPrepared location page content in a Google Sheet is imported into WordPress in batches.
Make · Sheets → WordPressWhatever you sell, the same work keeps the agency running: onboarding, client health, churn, billing and team reporting.
The closer submits one form and the whole onboarding setup is built: folders, sheets, ClickUp tasks and the Slack announcement.
Make · Post Close FormHealth drops alert the CSM and team (772 runs, 0 errors). Churned clients are offboarded with the reason, client age and next steps (896 runs, 0 errors).
Make · ClickUp → SlackClient details changed in ClickUp are copied to the master client sheet automatically (902 runs, 0 errors). Payment status is checked every 15 minutes (2,880 runs, 0 errors).
Make · ClickUp ↔ Google SheetsFailed Stripe payments and card-update forms become ClickUp tasks for billing. End-of-day sales reports and meeting reminders post to Slack.
Make · Stripe email, Google Forms → SlackThe packages above cover the most common problems, but most agencies need something specific. These are other builds I take on. They are quoted as a custom build or added to an Orbit plan. Unlike the sections above, they are not presented as systems already running.
New form or ad leads get a text and email within a minute, and the right rep is assigned and pinged.
A missed call to the client’s number gets an automatic SMS so the lead isn’t lost to voicemail.
Leads from forms, ads and LinkedIn are scored on your rules and routed by service, area or budget.
An accepted proposal creates the invoice, the kickoff call and the onboarding tasks in one go.
Unsigned contracts and unpaid deposits get reminders by email and SMS until they’re done.
Old leads and past customers get a reactivation sequence, and replies go straight to sales.
Keyword volume, difficulty and ranking gaps collected into Google Sheets for each client.
A new keyword in the sheet produces a content brief, outline, meta description and FAQs for review.
Approved drafts go to WordPress or Webflow with images, schema and internal links, then get submitted for indexing.
Scheduled scans for missing titles, broken links, schema errors and slow pages, with a task per issue.
A client keyword falling off page one or out of the map pack posts an alert with the before and after.
Business Profile posts and photos scheduled for every location from one sheet.
Daily spend checked against the monthly budget, with an alert before an account overspends or underspends.
CTR, CPC, conversion rate and cost per lead compared with past weeks; sharp swings are flagged in Slack.
An ad account that stops serving for any reason, such as a card, budget or policy issue, alerts the team.
Disapprovals and landing pages returning errors are caught daily, not at the monthly review.
New search terms grouped into negatives and opportunities for the strategist to approve.
Closed-won and junk leads from the CRM are sent back to Google and Meta as offline conversions.
After a job is marked done, the customer gets a review request; happy customers are sent to Google, unhappy ones to the owner.
New Google reviews get an AI-drafted reply for a human to approve and post.
Leads and jobs synced between GHL and field-service tools such as ServiceTitan or JobNimbus.
Booking confirmations and reminders by SMS and email to cut no-shows.
Tracked calls logged in the CRM with source, recording and outcome.
Maintenance and seasonal offers sent to past customers on a schedule.
Task progress and deliverables pushed to a client portal or a weekly client email.
Looker Studio, AgencyAnalytics or PDF reports sent on schedule with an AI-written summary.
Contract end dates watched, with renewal tasks and upsell notes for the account manager.
Invoices created from ClickUp or the CRM; failed payments retried with reminders.
Hours from time tracking compared with each retainer, with an alert when a client goes over budget.
Access removed, files handed over and the exit survey sent when a client leaves.
A Slack bot that answers team questions from your SOPs and client notes.
Call recordings turned into summaries, action items and ClickUp tasks.
Headlines, descriptions and primary text drafted in bulk for testing.
Competitor sites, ads and reviews checked weekly, with changes summarised.
One morning Slack post with new leads, overdue tasks, alerts and client health.
Applications screened, scored and scheduled for interviews.
Send one workflow and get a free 15-minute Loom teardown, or book a call if you’d rather talk it through.