Estate planning attorneys
From consultation to signing meeting: an estate planning pipeline in GoHighLevel
Between a planning consultation and a signed plan there are a few places where a person can lose the thread. We build that stretch in GoHighLevel (GHL) as stages named the way the firm talks, a plan review video and a signing meeting, with reminders where the firm wants them and none where it doesn't.
The job
The stages, in the firm's own words
One booking link. Every follow-up after the free guide points to the same HighLevel booking link. The booking form, not the guide form, asks for the person's state: the firm needs it before the consultation, and by then the person has already chosen to talk.
Bookings made elsewhere don't reach the board. When a firm keeps taking bookings in a separate scheduling tool, those bookings never arrive in the pipeline on their own. On one build we re-entered them by hand. That is the reason every message points to the one link.
Plan Review Video Sent. The firm sends every plan review as a recorded video, so the stage carries exactly that name. A card in this stage tells anyone on staff that the person has a plan review to watch and the signing comes next.
Signing Meeting Scheduled. Once the signing is on the calendar, the person's card sits in this stage. In-person signings get two reminders, one 24 hours before and one 2 hours before. Virtual signings get none. The firm asked for that, so the build sends nothing the firm didn't want sent.
What the reminder says. A two-hour reminder might read: "Hi Dana, a reminder that your signing meeting is today at 2:00 at our office. Reply to this text if you need a new time." It names the meeting, the time and the place, and says nothing about the documents being signed.
Where the pipeline ends. It covers the stretch from a booked consultation to a signed client. Drafting, the documents and the matter itself stay in the firm's own software, and this pipeline sends no messages after the signing meeting.
What we set up
The parts of a consultation-to-signing build
- One HighLevel booking link that every follow-up uses
- A booking form that asks the person's state
- Stages named in the firm's words, including Plan Review Video Sent and Signing Meeting Scheduled
- A reminder 24 hours and another 2 hours before each in-person signing
- No reminders on virtual signings, when that is the firm's choice
- A separate intake path for each practice area the firm takes
- Every message tied to a stage, written out in the plan and approved by the firm line by line
How a setup runs
How the pipeline gets built
A 1:1 with Rob
Walk Rob through what happens after someone books: the consultation, how the plan review goes out, where signings happen. He maps those steps to stages before anything is touched.
Stages and messages on paper first
The plan document lists each stage by name and every message tied to it, word for word. Nothing is built until the firm has signed off on the wording.
Automations in draft
Workflows go into the firm's account as drafts. The firm looks them over where they will run before we publish.
A QA report with screenshots
At handover, each stage, form and reminder comes with evidence that it works, screenshots included.
A verdict before any change
Want a new stage or a different reminder later? We tell you first whether it sits inside the agreed scope or is new scope, and build it after that.
What you bring
What the firm brings to the build
Your stage names
The words your staff already use for each step after a consultation. The pipeline uses them as written.
How signings happen
Which signings are in person and which are virtual, and which of them should get reminders.
Your booking tool decision
If you book consultations in another tool today, decide whether booking moves to HighLevel. Bookings made elsewhere don't reach the pipeline on their own.
Where it stops
The pipeline ends at the signed client. It does not draft documents, hold the plan, track the matter or send follow-ups after the signing. No message gives legal advice.
Services used
Registered texting for signing reminders
Reminders sent by text need the firm's texting registration in place, and HighLevel's help center says that registration must carry the firm's exact legal name as filed with the IRS. This is not legal advice.
Questions
What firms ask about the signing pipeline
Does this replace our case management or drafting software?
Why don't virtual signings get reminders?
Can we keep booking consultations in our current scheduling tool?
Can planning consultations happen by video?
Will any message talk about the person's plan?
Who you talk to
Rob Eason
Rob runs HLAI Experts and takes the 1:1 calls himself.
He is a HighLevel Certified Admin with the second-most reviews in HighLevel's Certified Admin Directory worldwide, all of them 5 out of 5.
He won HighLevel's Top New Subaccounts via AI Employee award in its 2025 Summer of AI Awards and taught HighLevel's official masterclass on its AI Employee.
Before HighLevel, he co-owned a 60-employee financial services firm and sold his share.
On the call he looks at your account, not a script.
5/5 across 83 reviews in HighLevel's Certified Admin DirectoryWalk Rob through what happens after a consultation
Bring the steps your staff follow from the consultation to the signing. Rob shows how they become stages, and where a reminder earns its place.