If you’ve ever found yourself manually typing out a client’s hours (again), fixing the same basic issue 12 times in one week, or wishing your onboarding process didn’t feel like herding cats…
👋 Hi. This blog is for you.

I recently hosted a killer Zoom session where we dug deep into the future of scaling with AI—and more importantly, how to do it in a way that doesn’t create more chaos.

Joining me was my guy Mario Aldayuz, Head of Partnerships at HL Pro Tools. We covered everything from knowledge base hacks to Voice AI magic and even dropped some hot takes on what’s coming in HighLevel v3.

Let’s break it down 👇

Knowledge Bases: Your New Secret Weapon

Here’s the truth: Most agencies don’t have a content problem—they have a delivery problem. You’ve got answers, processes, systems… but your clients can’t find them when they need them.

That’s where scalable, AI-ready knowledge bases come in.

Mario laid out a simple, genius strategy for creating custom knowledge hubs that update themselves (yes, really):

🛠 What to Do:

• Create shared Google Doc templates that you can clone per client.
  
• Add dynamic custom values like business hours, services, FAQs, etc.
  
• Use GHL Plugins (or Zapier) to inject client-specific data collected during onboarding.
  

✨ Boom. You’ve got a living, breathing knowledge base tailored to their biz—without you lifting a finger after setup.

And because it’s all powered by the data you already collect during onboarding, it scales like crazy.

Voice AI: The Future Is (Almost) Here

Voice AI is finally catching up with the hype—and Version 3 is shaping up to be wild.

Here’s what Mario shared:

• Multi-language support is coming. Say hello to global clients 🌍
  
• Better intent recognition means fewer “I’m sorry, I didn’t get that…” moments
  
• Voice AI flows are now easier to custom-prompt (use your onboarding data!)
  

🎯 Pro tip: Use the knowledge base we talked about above to feed Voice AI with real answers. Your AI assistant becomes an actual assistant—not just a robot reading scripts.

Troubleshooting and Scaling: The Real Game

Most of what slows you down? Repeating yourself. Fixing the same issue over and over. Dropping the ball on client expectations.

So here’s the cheat code:
Fix the system, not the symptom.

Instead of answering a client question for the 10th time:

• Drop it in their knowledge base.
  
• Update the Voice AI flow.
  
• Automate a reminder or tutorial link using GHL workflows.

You don’t need more time. You need fewer repeat problems.

TL;DR — Here’s What You Should Be Doing Right Now

✅ Build Google Doc templates that feed dynamic client data
✅ Set up onboarding forms that collect everything you’ll need later
✅ Use those inputs to power both your knowledge base and your AI assistant
✅ Leverage GHL Plugins or webhooks to automate the flow
✅ Stop fixing the same issue twice

Let your clients feel like they have a genius on staff (without knowing it’s just your systems doing the heavy lifting 💪).

Cool Free Thing: Steal Our Testimonial Workflow

Before you can help businesses, you need to earn trust. And fast.
The best way? ⭐️ Testimonials.

But collecting, editing, organizing? Yeah… it’s a mess.
So in the spirit of free stuff — I want to give you our team’s exact Testimonial Workflow.

It helps you:
✅ Collect testimonials automatically
✅ Edit and format them in a snap
✅ Turn happy clients into your best sales tool

👉 Get the free walkthrough here

Want More Like This?

If you’re building, scaling, or just trying to get HighLevel to do what you know it can do—come hang out with us at 👉 hlprotools.com

We build the tools and workflows you wish came built in.