Let’s be real—managing 5+ HighLevel subaccounts is like herding cats… With no map, no snacks, and no coffee. 😵💫
So when Mario Aldayuz (Head of Partnerships at HL Pro Tools) ran a Zoom session breaking down how to scale across dozens of subaccounts using N8N, I paid very close attention.
And I’m glad I did—because what he shared is a total game-changer for agencies running HighLevel at scale.
The Real Cost of Scaling with Zapier
If you’re currently using Zapier or Make to handle automations across your clients, you’ve probably noticed something:
It gets expensive. Fast.
I’ve seen Zapier invoices that look like rent in downtown LA— ➡️ $20k+ a month for enterprise automation?! Nope.
Mario walked us through a smarter way:
Self-hosted N8N + HighLevel = 💥 scalable, flexible, low-cost automation.
🧠 Pro Tip: N8N is free and open-source, and you can host it yourself for ~$1K/year. That’s not a typo.
One Workflow to Rule Them All
Here’s the coolest part of the session:
You don’t need 50 separate workflows for 50 subaccounts.
You can use ONE master N8N workflow that handles all your clients dynamically.
⚙️ How It Works:
- 🆔 Use subaccount IDs as variables
- 📊 Store account-specific settings in Google Sheets (or Airtable)
- 🔄 Pass data like RSS URLs, tags, or campaign names into N8N
- 💌 Trigger unique automations for each subaccount—from the same workflow
Basically, it’s like building a smart assistant who knows how to adapt on the fly, no matter which client it’s working with.
Real-World Example (That’ll Save You Hours)
Let’s say you’re managing weekly email blasts for 50 clients.
Old way: Copy-paste madness, duplicated workflows, a spreadsheet graveyard. New way: One N8N workflow grabs each client’s RSS feed, generates an email using OpenAI, and sends it through HighLevel—completely automated.
Each client gets their own content. You get your time and sanity back. 🧘♂️
💡 Key Idea: Centralized automation = scalable growth + no more reinventing the wheel for every client.
Mario’s Pro Tips
Here’s what really stuck with me from Mario’s walkthrough:
✅ Document everything—especially your variables and webhook structures
✅ Test your API calls manually first before putting them into workflows
✅ Don’t expect HighLevel’s docs to be perfect (they’re… not)
✅ Use N8N’s HTTP Request module to do what the built-in integrations can’t
The Big Picture
This isn’t just about saving time or cutting Zapier bills.
It’s about unlocking automation at a level most agencies think they can’t afford.
When you build once and deploy to every client—That’s how you scale smart.
And yeah… it actually works.
Cool Free Thing
Before you help businesses with automation, you’ve got to earn their trust. Fastest way to do that?
⭐️ Testimonials.
In the spirit of free stuff…
👉 I want to give you my team’s Testimonial Workflow—the exact system we use to collect, edit, and deploy powerful testimonials that close deals and boost authority.
It’s simple, it works, and it’s free.
Want Workflows Like This Built for You?
If you’re trying to scale your HighLevel setup without breaking the bank or your brain… Come see what we’re building every day at HL Pro Tools.
Smart tools, real support, no fluff.
