What happens on the free strategy call?
The strategy call is 30 minutes, free and with no obligation. We look at how leads reach you today and what happens after they do, point out what we would fix first, and then send a written plan with scope and a fixed price. Nothing starts until you approve that plan in writing.
It works the same way whether you need a GoHighLevel setup, an AI agent, a workflow between tools or custom software. Every engagement starts by looking at what is actually happening in your pipeline before recommending anything, which is also how our about page describes it.
What do we look at during the call?
We follow one lead through your business, from the first contact to a booked appointment or a paid invoice, and note every place it can get lost: an unanswered call, a slow first reply, a follow-up that never goes out, a no-show, or data typed into two systems by hand.
Following one lead through your business
- Where leads come from: calls, web forms, ads, Google Business Profile, referrals.
- The first reply: who answers, how fast, and what happens after hours.
- Follow-up: what happens when a lead does not book straight away.
- Booking and reminders: how appointments are made, confirmed and rescheduled.
- Tools: what you pay for today, and where data is copied by hand.
Speed of the first reply often matters most. A widely cited Harvard Business Review study, The Short Life of Online Sales Leads (2011), found that fast responders were far more likely to qualify a lead; our speed to lead research explains what that study does and does not prove.
What should you prepare before the call?
Bring rough numbers and access, not a presentation. Monthly lead volume, how many calls you think you miss, your average job or appointment value, the tools you use now, and, if you already run GoHighLevel, a way to share your screen. Rough figures are fine; the point is to find where the money leaks.
Bring rough numbers, not a presentation
- Monthly leads, calls and bookings, even estimated.
- Average value of a booked job or appointment.
- Your current tools: CRM, phone system, booking, forms, any automation tool.
- The one problem you would fix first if you could.
- Any constraint we must respect: HIPAA, a busy season, a budget ceiling.
If you want to see the size of the problem before the call, the lead response time calculator and the AI receptionist ROI calculator both use your own numbers.
What happens after the call?
You get a written plan: what we would build, in what order, what it costs as a fixed price, what the monthly software will cost you, and how long it will take. You can approve it, change the scope, or take it elsewhere. Nothing is built or billed until you approve it.
From call to approved plan
If the problem is small, the plan says so. Sometimes the right answer is a free audit, a cleanup from $200 or a two-automation build at about $1,000, not a full setup; the ranges are in how much an automation project costs. Timelines are in how long an automation build takes.
What does the written plan contain?
The plan is a short document you can act on without us: the problems we found, what we would build to fix each one, the order we would build it in, a fixed price for that scope, the monthly software costs you would pay the vendors, and how long it would take. It also says what is not included, so there are no surprises later.
| Section | What it tells you |
|---|---|
| Findings | Where leads and time are being lost today, in plain words |
| Scope | Exactly what we would build, and what we would leave alone |
| Order | What goes live first, usually the part that loses the most money |
| Price | A fixed price for that scope, from our published ranges |
| Monthly costs | The software subscriptions and usage you would pay the vendors |
| Timeline | When each part goes live, and what we need from you to hit it |
The monthly cost section follows the same breakdown as our page on software costs on top of a build, so you can check every line against the vendor's own price.
Is there any catch?
No. There is no fee, no contract to sign on the call, and no obligation to buy. The call is how we decide together whether a project makes sense. If it does not, you leave with a clear list of what to fix, which you can do yourself or with anyone else.
We would rather turn down a project than build something that will not pay back. That is also why we publish our prices and our case studies openly, including results like those in the Care Star Healthcare case study.
Questions about the strategy call
How long is the strategy call?
Thirty minutes. If a follow-up session is needed, for example to look inside a large account, we agree it on the call.
Is the call only for businesses using GoHighLevel?
No. It works the same way for any project: a CRM setup, an AI agent, a workflow between existing tools or custom software.
Do I need to know which tools I want?
No. Describe the problem; choosing the tools is our job. We also build without GoHighLevel when another tool fits better, as covered in whether you need GoHighLevel.
Can I book a call for a system another agency built?
Yes. Fixing existing accounts is common work for us; see fixing a messy GoHighLevel account.
Sources and further reading
- Autoesta, how we work and published pricing, at the time of writing (September 2026).
- Oldroyd, McElheran and Elkington, The Short Life of Online Sales Leads, Harvard Business Review, March 2011.
- Autoesta research, speed to lead statistics, with original studies linked.
