A voice-coaching studio in Australia
One shared team inbox across three domains, a CRM cleaned up, and invoices filed to Drive every morning on their own.
What they asked for
In their own words: automate and set up AI organisation of their GoHighLevel and Google Workspace emails, messages and operations, to create smoother task management and admin, troubleshoot IT integration issues, and clean up a migration between apps.
What we built
- A shared team inbox on their main domain, with delegated access so admins can read and reply without anyone sharing a password.
- Send-as configured, so replies go out from the shared address and still show which person actually wrote them.
- Forwarding from their other two domains into that one inbox, so nothing arrives somewhere nobody is watching.
- Trialled Hiver as the shared-inbox tool and rejected it: it only sends from the shared address, which would have hidden who replied.
- GoHighLevel cleanup: found a workflow that was creating a fresh opportunity every time someone replied, and stopped it.
- Found sign-up emails going to addresses with typos in the domain (.comi, .gom) that had never been delivered, and fixed them.
- Set a one-contact-per-person merge policy and cleared the duplicate contacts already in the CRM.
- A script that files email attachments into a Finance / Invoices & Receipts folder in Drive at 6am every day, across all three mailboxes.
- A written reactivation plan for their 1,500 CRM contacts, of which only about 30 were sitting in any workflow at all.
- Cleared a plugin vulnerability notice flagged on their WordPress site by their host.
What changed
- Enquiries to any of their three domains now land in one inbox that more than one person can answer.
- Replies from staff no longer require sharing a login.
- Duplicate opportunities stopped being created on every customer reply.
- Sign-up emails that were silently failing to two mistyped domains started arriving.
- Receipts and invoices file themselves into Drive each morning instead of being dug out of mailboxes.
- 1,500 contacts that had been sitting untouched now have a plan for contacting them, up from roughly 30 in any workflow.
Tools involved
Google Workspace · Gmail delegated access · GoHighLevel · Google Drive · WP Engine
No before-and-after numbers were measured on this job, so no hours-saved or revenue figure is claimed here. Everything above is work that was done and checked, not an outcome we tracked afterwards. The fee quoted covers the initial Airtasker job only; the ongoing monthly work that followed is billed separately.
Something in your week looks like this?
Thirty minutes, no charge, and you keep the written plan whether you hire us or not.