Get Free Consultations

ILC Wellth Strategies

FINANCE

REVENUE AUTOMATION

GOHIGHLEVEL

MARCH 2026 – ONGOING

From 160+ Manually Tracked Leads to a Fully Automated Pipeline — in 30 Days.

ILC Wellth Strategies had the leads coming in. What they didn't have was a system to handle them. DBtronics built one — and rebuilt their blueprint along the way.

10+ hrs

Saved per week on lead tracking

160+

Leads now managed automatically

30 days

From kickoff to full delivery

Retainer

Extended into Q2 & beyond

Client
ILC Wellth Strategies
Location
Calgary, AB
Duration
30 Days (Initiation)
Model
Retainer — Implementation + Optimization
Platform
GoHighLevel (GHL)t
Engagement
Extended — Ongoing

THE CLIENT

Who Is ILC Wellth Strategies?

ILC Wellth Strategies is a financial services company based in Calgary, AB, operating in the insurance and wealth management space. Their team works directly with prospects through a consultative sales process — guiding individuals from initial interest through qualification to a formal insurance discussion call.

By early 2026, their lead volume had grown significantly. The team was handling 160+ leads at any given time, with inquiries flowing in through lead magnet opt-ins. The problem wasn't getting leads — it was everything that happened after.

Industry

Financial Services · Insurance

Lead Volume

160+ Active Leads at Initiation

Platform

GoHighLevel (GHL) — existing setup

Objective

Automate the full S3 Initiation phase — lead opt-in to first connection call

THE CHALLENGE

What Was Breaking Before DBtronics

The ILC Wellth team were already using GoHighLevel — leads were arriving via forms and landing in their pipeline automatically. But that’s where the automation ended. Everything after form submission was completely manual.

Tracking Lead Age by Memory

The team had to manually remember when they last followed up with each lead — and when they were due for another touch. Workable with 5–6 leads. Impossible with 160+.

No Post-Submission Workflow

Leads hit the CRM and sat there. No automated sequences, no triggered follow-ups, no task assignments. The team had to check emails manually and decide next steps every single time.

10+ Hours Lost Every Week

Just remembering who to follow up with — and when — was costing the team over 10 hours per week. Time that should have been spent in conversations with prospects.

Blueprint Ready — But Not Build-Ready

The team had a detailed system design on Miro. They thought it was ready to implement. It wasn't — and that discovery would reshape the entire first month of the engagement.

THE DIAGNOSIS

60% of the Blueprint Had to Change

Most automation vendors would have taken the Miro blueprint, built exactly what was on it, and called it done. That’s not how we work

Before writing a single workflow, we mapped how the team actually worked manually.
The Miro blueprint had solid logical intent and a well-thought-out qualification flow — but it hadn’t been pressure-tested against two critical realities: how GHL actually processes triggers and where the booking flow would break under real conditions. On top of that, several workflows within the blueprint were incomplete and needed to be built from scratch. The result was a design that would have been unreliable and unfinished the moment it went live.

The first priority was understanding how the team currently handled leads manually — their actual decision-making process, their routing instincts, their informal handoff points. Only then could we design automation that reflected reality rather than an idealized version of it.
1
Booking Handling Logic Was Incorrect
The original design didn’t account for how GHL handles appointment triggers, disposition-based re-routing, and what happens after a booking is made. Left as-is, leads would have missed booking prompts or landed in the wrong post-booking sequence.
2
Several Workflows Were Incomplete
Key workflows — including the qualified lead path — existed as partial outlines in the blueprint but hadn’t been fully built out. These were completed, engineered end-to-end, and connected into the broader pipeline as part of this engagement.
3
GHL Reality Gap
Trigger conditions, pipeline stage changes, and conditional logic behaved differently in GHL than the blueprint assumed. Without accounting for this, a significant portion of automations would have fired incorrectly or not at all under real load.

THE BUILD

What Was Delivered in 30 Days

With the redesigned architecture locked in, implementation followed a structured 30-day sprint: two weeks of building, one week of optimization and stabilization, then QA, training, and handoff.

Trigger Logic Configuration

Pipeline stage changes, call dispositions, tagging events, and task creation logic — all wired to fire correctly under real conditions.

Completed Incomplete Workflows

Workflows that existed as partial outlines — including the full qualified lead path — were built end-to-end and integrated into the pipeline as complete, functional automations.

Email & SMS Follow-up Sequences

Automated multi-touch follow-up sequences triggered by lead behavior, pipeline position, and time-based conditions.

Booking Automation

Appointment scheduling rebuilt from the ground up — from booking prompt through confirmation to pre-call reminders, with correct disposition-based routing.

Simplified Client Journey: 3 Steps → 1

What previously required 2–3 actions from a prospect was reduced to a single step — removing friction from the opt-in experience without losing any data or routing logic.

Internal Team Notifications

Real-time alerts routed to the right team member at every pipeline stage — so no one has to check for activity. The system tells you when it's your move.

Task Assignment with Owners & Due Dates

Every manual action that remained in the process was converted into a structured task — assigned to the appropriate owner with a clear due date, automatically.

Set-and-Forget Architecture

Workflows were engineered to require no ongoing maintenance. Once built, they run — no manual patching, no trigger babysitting, no edge cases left unhandled.

Engineering Diagrams & Training

Every workflow documented with annotated engineering diagrams. Live training delivered and comprehension verified — the team could own and explain the system before handoff.

What Was Delivered in 30 Days

Responsive Workflow Design
📋
Lead Magnet Opt-In
Form submission → auto-entry into GHL pipeline
↓
⚡
Trigger Fires Instantly
Tagging, task creation, pipeline stage set
↓
🔀
Qualification Check
Conditional logic evaluates lead criteria
✅
Qualified
Booking prompt sent → connection call scheduled automatically
💬
Non-Qualified
Enters nurture sequence → email + SMS until re-engagement
📞
First Insurance Discussion Call
100% automated from opt-in to this point — zero manual steps

THE CADENCE

How the 30 Days Were Structured

Weekly rhythm kept both teams aligned. Nothing was built in a black box — the ILC Wellth team had visibility at every stage.

Weeks 1 – 2

Implementation
Workflows built end-to-end inside GHL. Monday alignment calls defined each week's build targets. Trigger logic, sequences, and routing configured to spec.

Week 3

Optimization & Stabilization
Real lead behavior tested against the automations. Edge cases identified and resolved. Thursday updates delivered before the client's internal team calls.

Week 4

QA, Training & Handoff
Full QA across every journey path. Engineering diagrams produced and reviewed. Live training sessions run — team comprehension verified before sign-off.

THE RESULTS

What Changed at the End of Month 1

10+ hrs

Freed up per week — back to selling, not tracking

160+

Leads handled systematically with zero manual oversight

100%

Of lead opt-in → connection call journey automated

Q2

Retainer extended — ongoing build & ownership

Before DBtronics

  • Lead enters CRM — all action is manual from here
  • Team tracks follow-up timing by memory across 160+ leads
  • 10+ hours/week spent on logistics, not conversations
  • Several workflows incomplete — pipeline had dead ends
  • Prospects required 2–3 steps to complete their journey
  • Team notified by chance — no structured internal alerts
  • Manual tasks unassigned, undated, and inconsistently handled

After DBtronics

  • Lead enters CRM — full automation fires from the first trigger
  • Follow-ups run on schedule, no memory required
  • 10+ hours/week reclaimed and redirected to revenue
  • All workflows completed end-to-end — no dead ends
  • Prospect journey reduced from 2–3 steps to 1
  • Team notified automatically at every relevant pipeline stage
  • Every manual action tasked, assigned, and dated — automatically

CLIENT VOICE

In Their Words

Testimonial Card
”
"We came in with a blueprint we thought was ready. DBtronics didn't just build it — they stress-tested it, found what wouldn't work, redesigned it around how GHL actually operates, and then built something that actually runs. The team now has full visibility on every lead, the follow-ups run themselves, and we're spending our time on conversations instead of spreadsheets."
★ Trustpilot review in progress — live shortly
ILC Wealth Strategies
Financial Services · Calgary, AB

WHAT CAME NEXT

The Retainer Extension

The 30-day engagement delivered enough value that ILC Wellth chose to continue — moving into a structured monthly retainer for Q2 and beyond.

Q2 Onwards Monthly Retainer
Q2 Onwards — Monthly Retainer
Rather than handing off the system and walking away, the engagement moved into a structured monthly retainer. Each month, the ILC Wealth team surfaces their prioritized workflows for the quarter — DBtronics reviews, confirms alignment, builds, and delivers. The goal: the team progressively owns their full GHL automation stack without carrying any of the technical overhead.
  • Client defines priority workflows for Q2 and beyond
  • DBtronics scopes each batch and confirms delivery alignment
  • Monthly build cycle: implement, QA, optimize, hand off
  • Full team ownership of the stack — no dependency on DBtronics to operate
  • Ongoing async support available between monthly sprints
🔄
Ongoing Monthly Engagement
30-day kickoff delivered the foundation.
The retainer builds the rest — quarter by quarter.
GoHighLevel • Implementation • Optimization

EXPLORE MORE

Relevant to Your Business?

Service

Revenue Automation
See the full service that powered this engagement.
Explore →

Industry

Financial Services Solutions
See how DBtronics approaches the finance & insurance sector.
Explore →

Portfolio

All Case Studies
Browse all client engagements and results.
View All→

YOUR TURN

Dealing With the Same Problem?
Let's Fix It.

If your team is manually managing leads, tracking follow-ups by memory, or sitting on a system design that hasn't been built yet — this is exactly what we do.

Book Free Consultation
Get Growth Audit

GET A FREE CONSULTATION

Do You Want To Call ?

Call Us

Do You Want Book a Free Consultation

Get Free Consultations