If you’ve spent any time inside HighLevel, you know it’s like a Swiss Army knife for agencies,powerful, flexible, and packed with tools that can literally change your business.
But let’s be real for a second: with all that power comes a fair share of “Wait, why isn’t this working?” moments.
The good news? Most of these hiccups aren’t deal-breakers.
They’re just speed bumps. Once you understand how to navigate them, you’ll unlock the full potential of HighLevel and actually enjoy the ride.
Let’s dig into some of the most common workflow challenges agencies run into and more importantly, how to fix them.
Challenge #1: Setup Fees in SaaS Mode V2
HighLevel’s SaaS Mode V2 gave agencies a major upgrade in terms of scalability. But it also caused a collective head scratch over setup fees. Where do you even add them?
Here’s the thing: V2 doesn’t make it as obvious as it should be. But instead of fighting with it, step back and think about how setup fees fit into your business model.
Are they a one-time onboarding charge? A recurring mini-retainer? Once you’re clear, you can set them up in your offers and use triggers to handle payments.
👉 Pro Tip: Treat setup fees as more than a line item. Frame them as part of the onboarding experience. Clients are way more likely to pay if they feel the value from day one.
Challenge #2: Email Bounces & Broken Workflows
Nothing kills momentum faster than when your client says: “Hey, I fixed my email address, why am I not getting the follow-ups?”
Here’s the reality: HighLevel doesn’t auto-magically re-enroll people in workflows when their email gets fixed. But there’s a workaround.
✅ Use tags like “bad email” when a contact bounces.
✅ Build if/else branches in your workflow that guide them back once the data is corrected.
✅ Encourage clients to use self-entry forms instead of manual data entry. (People make fewer mistakes when it’s their own inbox on the line.)
👉 Pro Tip: Don’t think of automation as “set it and forget it.” Build in flexibility. Assume humans will mess up, and let your workflows be smart enough to catch it.
Challenge #3: Workflow Burnout 😩
Another silent killer? Over-engineering. I see agencies create these monster workflows with a billion steps, conditions, and branches.
Guess what happens? They collapse under their own weight.
Instead, focus on working smarter, not harder.
- Simplify sequences to solve the immediate problem.
- Build in small, modular workflows instead of massive ones.
- Test each piece in isolation before plugging them together.
👉 Pro Tip: If your workflow looks like a spider web, it’s probably too complicated. Start trimming.
The Bigger Picture
Here’s what I’ve learned working with agencies every single day: HighLevel isn’t about building the fanciest automation or showing off who can create the most complex setup.
It’s about building systems that make money, save time, and don’t break when humans do human things.
If you keep that perspective, you’ll always know what to prioritize.
What To Do Next
If you’re running into roadblocks with workflows, don’t treat them as signs you’re doing it wrong. They’re just proof you’re pushing the platform further than most people ever do. And that’s a good thing.
Keep experimenting, simplify where you can, and always build with flexibility in mind. Your future self (and your clients) will thank you.
Cool Free Thing 🎁
Before you can help businesses with your service, you need to establish trust. The quickest way to earn trust? ⭐️ Testimonials.
And since I’m a big believer in free stuff that actually helps, I want to give you my team’s Testimonial Workflow. This process makes gathering, editing, and organizing testimonials stupid easy so you can showcase social proof without the headache.
Frequently Asked Questions
What should I know about challenge #1: Setup Fees in SaaS Mode V2?
HighLevel’s SaaS Mode V2 gave agencies a major upgrade in terms of scalability. But it also caused a collective head scratch over setup fees. Where do you even add them? Here’s the thing: V2 doesn’t make it as obvious as it should be. But instead of fighting with it, step back and think about how setup fees fit into your business model. Are they a one-time onboarding charge? A recurring mini-retainer? Once you’re clear, you can set them up in your offers and use triggers to handle payments. 👉 Pro Tip: Treat setup fees as more than a line item. Frame them as part of the onboarding experience. Clients are way more likely to pay if they feel the value from day one.
What should I know about challenge #2: Email Bounces & Broken Workflows?
Nothing kills momentum faster than when your client says: “Hey, I fixed my email address, why am I not getting the follow-ups?” Here’s the reality: HighLevel doesn’t auto-magically re-enroll people in workflows when their email gets fixed. But there’s a workaround. ✅ Use tags like “bad email” when a contact bounces.✅ Build if/else branches in your workflow that guide them back once the data is corrected.✅ Encourage clients to use self-entry forms instead of manual data entry. (People make fewer mistakes when it’s their own inbox on the line.) 👉 Pro Tip: Don’t think of automation as “set it and forget it.” Build in flexibility. Assume humans will mess up, and let your workflows be smart enough to catch it.
What should I know about challenge #3: Workflow Burnout 😩?
Another silent killer? Over-engineering. I see agencies create these monster workflows with a billion steps, conditions, and branches. Guess what happens? They collapse under their own weight. Instead, focus on working smarter, not harder. Simplify sequences to solve the immediate problem. Build in small, modular workflows instead of massive ones. Test each piece in isolation before plugging them together. 👉 Pro Tip: If your workflow looks like a spider web, it’s probably too complicated. Start trimming.
Start Your HighLevel Free Trial
Browse all GoHighLevel guides · HighLevel Workflows · Agency Growth.