Functionality Overview

The main goal of this app is to provide an all-in-one client management solution that makes running an agency easier.

What you measure gets managed, and agencies have a hard time measuring their clients’ performance.

Overall, the goal is that if you have someone checking on your ads and clients every day, you install this app and they need a new job because this does everything for you.

Current Analytics Systems

There are, however, a few ways that you can measure client performance at the moment.

Google Sheets & Looker Studio

What seems to be the most common solution is using Google Sheets with Looker Studio to aggregate and display data.

This is difficult because not all the data you need is available without creating a custom integration for HighLevel.

Additionally, you’re only getting surface-level data which doesn’t give you the full picture, as explained below.

Agency Analytics

Another solution is to use Agency Analytics to aggregate your data.

This is better in some cases since it plugs into HighLevel directly, giving you more in-depth reporting.

However, it still has the drawback of only getting surface-level data which doesn’t give you the full picture, as explained below.

HighLevel Dashboards

The final popular solution is using the built-in HighLevel reporting dashboards.

I realized the other day that if you scheduled a report to send to your own inbox every day, then you’d have an all-in-one-type reporting system with your clients.

However, HighLevel’s reporting is lacking in some important places, and you may need to switch sub-accounts manually to view the data you need which takes time.

Additionally, you’re only getting surface-level data which doesn’t give you the full picture, as explained below.

The Issue with These Approaches

With all of these solutions, you still either:

• Only get surface-level data like new contacts, deals closed, and phone calls made. Since clients usually don’t update pipeline opportunities or contact data, this is not accurate for getting the real ROI or sales performance.
• Have to employ people that analyze phone calls in order to figure out how many qualified leads were generated, and potentially what they closed for.

Thus, even if you go with the latter, your data is likely lagging behind what’s actually happening, and you’re paying thousands of dollars to have this data be accurate.

AI Analysis & Assistance

Thus, I believe the central differentiation of this solution is to perform AI analysis on your client data, and assist clients with basic reminders.

This will allow you to truly see the performance of your clients, such as:

• How many of their leads do they get in touch with?
• How many of those leads end up being qualified?
• Which marketing channel and ad provides the best leads?
• How is your client performing in the sales process?
• What’s the best time of day for them to call leads?
• Which objection is each client struggling with the most?
• What’s the total ROI they’re getting after ads and agency fees?

And this whole process will be automated with AI so that your data stays up-to-date, and highly reliable.

Contact Automations

Here are some of the automations we can implement to improve your analytics, using attribution, conversation, note, and phone call data.

Pipeline Stage

Figure out which stage the contact’s opportunity should be in, and place them there.

Deal Value & Status

Deduce an estimated deal value and status, then update the opportunity.

Could also ask the client for details about value and status for offline conversions.

Contact Names

If a contact calls your client up after seeing an ad, that contact usually won’t have a name.

This makes it more difficult when it comes to talking with your client about their deals.

We can pull that contact’s name from the conversation and automatically update them.

Example: How to automatically add names to contacts for inbound calls

Followup Tasks

Generate tasks for the client, reminding them to follow up with leads when necessary.

Example: How to automatically add tasks for completed phone calls

Call Summaries

Summarize phone calls so that the client can easily remember who a contact was without listening to their phone calls.

Example: How to create a call summaries workflow

Reporting Dashboard

Here are some of the features I thought would be most valuable to you as an agency owner, for keeping tabs on your clients.

Total Investment & ROI

Track your client’s agency fee, ad spend, and total won value in order to know where they stand with their gross ROI.

Action Frequency

See what percent of their leads they call, how many times they call each lead, how long they spend on the phone, how many texts they send, average speed to lead, and more.

Sales Performance

Grade their calls with AI or by listening, and help them overcome common objections.

Slice by User

Examine each user’s sales performance, especially helpful if you offer an ISA service and need to help your ISAs improve.

Marketing Channels

See which marketing channels provide the most leads, best leads, and highest ROI.

Agency Alerts

One thing that I struggled with when running my agency was keeping an eye on my clients and their ads.

It seemed like if I ever took my eyes off the ball, then the ads would hit an issue or my client would stop calling their leads.

Thus, there needs to be a way to alert you when any of these problems occur.

Client Stops Taking Action

One of the most common causes of churn (as I’ve seen) is that a client gets lazy and stops calling their leads.

If you can be alerted the day this starts happening, you can talk to them and work through the issue (too many leads?)

Ad Payment Fails

Man, if you’re not checking on ads daily and this happens, it’s embarrassing.

Your client realizes something is wrong before you do, and their trust in you instantly drops.

We should be able to notify you the second an error occurs so you can be proactive.

Ad Performing Poorly

From running ads on Meta, I know that 90% of the time you can just let an ad rip.

But sometimes, that ad starts doing poorly and you need to rotate it.

What if you could just let your clients’ ads rip, and only go into the ad manager when it’s time to onboard a new client or rotate your clients’ old ads.

Implementation Details

There are several details that need to be worked out in order for this app to fulfill on the promises made above.

Most of the details below are ideas that I need to work through in order to figure out how they should be applied.

Location Groups

In order to properly assess things like lead quality and deal stage, there needs to be context about that client’s business.

This means giving AI information such as “What makes a lead qualified?”, “What does each stage of the pipeline mean?”, “How will we know when an opportunity should be marked won?”

Thus, there needs to be a way to add this context from a centralized place, as well as creating multiple “groups” of locations with different context, for different types of businesses.

Feature Controls

It might be necessary for agency owners to control which features each sub-account has access to at a granular level.

Some may dislike automated tasks or pipeline management, so there needs to be a way to shut this off at the location level.

Additionally, in order to add tasks automatically, there should be a way to choose a default user to which most of the tasks are assigned.

Importable Snapshot

One key feature of this app is the ability to automatically move contacts through the pipelines, add tasks, update contact details, and overall just control how the sub-account works.

As some people may have different preferences, it might be necessary to create a snapshot that allows you to control how call summaries, tasks, notes, etc. are handled.

Client Communication

One difficulty in working with brick-and-mortar businesses is the fogginess around when a deal closes.

Since many deals may end up closing in person, we won’t be able to only use AI to determine status and value of a lead.

This means we may need a way to communicate with the client through the sub-acccount to ask questions like “Did you close John Smith, and if so, for how much?”

Maybe this could be done with tasks that are along the lines of “Update opportunity” for the business representative to handle.

Location Installs

Some people may not care about the sub-account reporting abilities, and only want to use this app as a single location.

That means there needs to be a way for it to be installed at the location level only, and for them to have the same control over their sub-account as an agency would.

Ad Reporting

One of the difficulties in building a reporting app for agencies is pulling in ad spend from Google and Facebook.

At the moment, this is extremely difficult with HighLevel (involves creating an AI user to log in and extract the data manually)

The alternative to this is to build integrations for Google, Meta, and potentially TikTok, LinkedIn, etc.

Building integrations for these platforms is extremely arduous, and would require a separate authentication step to integrate with this app. Probably not a good solution.

Frequent Questions