Quick start
- Use subaccount IDs as variables 🧠Dynamically insert client-specific info (like API keys or email content) using custom fields.
- Route client data with Google Sheets 📊Keep a shared sheet with client-specific values (like RSS feed URLs or tag names). N8N can read from it and use the right values for the right account.
- Send emails, update contacts, or trigger automations across all subaccounts—automatically.
Follow the detailed steps below to complete the setup.
Let me guess—you’ve got multiple HighLevel subaccounts, your automation stack is getting messy, and you’re wondering “How the heck do I scale this without going full mad scientist?”
Same.
That’s why I loved our recent Zoom session with Mario Aldayuz (our in-house integration wizard and Head of Partnerships at HL Pro Tools). He broke down how to use N8N—an open-source automation tool—to finally solve the multi-subaccount automation nightmare.
And let me tell you, it was chef’s kiss.
Why N8N Is a Game-Changer
Zapier and Make are great… until they’re not. If you’re scaling, those tools get expensive real fast. I’ve seen agencies spending $1,000–$5,000+ per month just on automation tools alone.
With N8N, you can self-host and run all your automations for a fraction of the cost—sometimes under $100/month. 💸
But here’s the kicker:
N8N + HighLevel = multi-account magic.
The Problem: Redundant Workflows
Let’s say you’re running email automation for 50 clients.
❌ Normally, that means cloning 50 versions of the same workflow
❌ Updating every single one when something breaks
❌ Wasting time (and sanity) managing it all manually
The Solution: One Workflow to Rule Them All
Mario walked through how to build ONE workflow in N8N that dynamically adapts to each subaccount. Here’s how it works:
- Use subaccount IDs as variables 🧠
Dynamically insert client-specific info (like API keys or email content) using custom fields. - Route client data with Google Sheets 📊
Keep a shared sheet with client-specific values (like RSS feed URLs or tag names). N8N can read from it and use the right values for the right account. - Send emails, update contacts, or trigger automations across all subaccounts—automatically.
Real Example: Content Distribution Across 50 Clients
Here’s what Mario demo’d:
- 50 clients each with their own blog RSS feed
- One N8N workflow runs daily
- It pulls content from each client’s feed, auto-generates emails (with AI if you want), and sends them through the correct HighLevel subaccount
The clients? 🤯
You? 😎
The setup? 100% scalable.
Quick Tips for Scaling This Fast
📌 Document everything – Write down what each variable does and how the workflow connects to HighLevel
📌 Use environment variables in N8N – Makes your workflows portable and easier to troubleshoot
📌 Start simple, then add power – You don’t need 20 steps to be impressive. A solid 3-step flow beats a broken 15-step monster.
Why This Matters for Agency Owners
If you’re serious about scaling your agency without hiring a full dev team or spending your kid’s college fund on Zapier, this is your move.
Multi-account automation is the future—and you don’t need a PhD in APIs to make it happen.
You just need:
- The right tools (like N8N)
- The right framework (like Mario showed)
- And maybe a little help from someone who’s already done it (hint hint) 😉
Ready to Scale Like a Pro?
If this got your gears turning but you’re thinking “I love this but I don’t have time to build it from scratch,”—we’ve got your back.
✅ Ready-to-use N8N workflows
✅ HighLevel integrations that actually work
✅ White-glove help if you need it
Frequently Asked Questions
Why N8N Is a Game-Changer?
Zapier and Make are great… until they’re not. If you’re scaling, those tools get expensive real fast. I’ve seen agencies spending $1,000–$5,000+ per month just on automation tools alone. With N8N, you can self-host and run all your automations for a fraction of the cost—sometimes under $100/month. 💸 But here’s the kicker: N8N + HighLevel = multi-account magic.
What should I know about the Problem: Redundant Workflows?
Let’s say you’re running email automation for 50 clients. ❌ Normally, that means cloning 50 versions of the same workflow❌ Updating every single one when something breaks❌ Wasting time (and sanity) managing it all manually
What should I know about the Solution: One Workflow to Rule Them All?
Mario walked through how to build ONE workflow in N8N that dynamically adapts to each subaccount. Here’s how it works: Use subaccount IDs as variables 🧠Dynamically insert client-specific info (like API keys or email content) using custom fields. Route client data with Google Sheets 📊Keep a shared sheet with client-specific values (like RSS feed URLs or tag names). N8N can read from it and use the right values for the right account. Send emails, update contacts, or trigger automations across all subaccounts—automatically.
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