How to Track Your Sales Close Rate Automatically in HighLevel

This tutorial was originally created for the Seven Figure Agency community, but any HighLevel user can implement it.

What You're Building

By the end of this tutorial, you'll receive an automatic email like this at the end of each month:

Your Strategy Session Summary for Last Month

You closed 7 out of 15 appointments. That's a 46% close rate. Keep up the great work.

No spreadsheets. No manual counting. Just data you can use to improve your sales process.

Step 1: Create Three Custom Values

Navigate to Settings → Custom Values and create three new values:

These act as your running counters throughout the month.

Step 2: Modify Your Appointment Reminder Workflow

You likely already have a workflow that fires when someone books a strategy session. You're going to add a single step to it.

Add a Math Function action that does the following:

• Variable: total_monthly_sales_calls
• Operation: Add
• Value: 1
• Update: The same variable

Every time someone books a strategy session and enters this workflow, the counter increments by one. You're not tracking individual contacts—you're incrementing a global counter.

Step 3: Create a Deal Closed Workflow

Create a new workflow triggered when a deal closes. You have two trigger options depending on your process:

1. Pipeline Stage Changed → Stage is "Closed"
2. Opportunity Status Changed → Status is "Won"

Choose whichever matches how you mark deals as won. Some people drag cards to a "Closed" column; others change the status field.

Add a Math Function action:

• Variable: total_monthly_won_sales_calls
• Operation: Add
• Value: 1
• Update: The same variable

This might be the only step in this workflow, or you might add it to your existing onboarding sequence. Either way, every closed deal now gets counted.

Step 4: Create the Monthly Report Workflow

This is where the magic happens. Use the Scheduler trigger—a newer HighLevel feature that lets workflows run on a timer without needing a contact.

Configure the scheduler:

• Frequency: Monthly
• Day: 31st (HighLevel is smart enough to handle months with fewer days—February will run on the 28th/29th)
• Time: 6:00 PM (or whenever you want your day to officially "end")

Calculate the Close Rate

Add a Math Function action:

• Operation: Divide
• First Value: total_monthly_won_sales_calls
• Second Value: total_monthly_sales_calls
• Then: Multiply by 100
• Update: monthly_close_rate

This gives you your percentage. If you won 7 out of 15, you get 46.67.

Send the Email

Add a Wait step for 1-2 seconds to ensure the calculation saves, then add an Internal Notification (Email) action.

Since this is a contactless workflow, you'll use an internal notification rather than a contact-based email. Send it to yourself—or multiple team members.

In the email body, reference your custom values:

• {{custom_values.total_monthly_won_sales_calls}}
• {{custom_values.total_monthly_sales_calls}}
• {{custom_values.monthly_close_rate}}

Reset the Counters

Finally, add three more Math Function actions to reset each variable to zero:

For each variable, set:

• Operation: Subtract
• Value: The variable itself
• Update: The same variable

Subtracting a number from itself gives you zero—ready for the next month.

Optional: Log to Google Sheets

For historical tracking, add a Google Sheets action before the reset step. Write each month's data as a new row:

Use HighLevel's date variables ({{date.month}}, {{date.year}}) to automatically label each row. Over time, you'll have a complete history of your sales performance.

Track your numbers automatically. Start your free HighLevel trial →

Common Questions

What if I close a deal on the last day of the month after the report runs?

Schedule the report to run at midnight or later in the evening to minimize this. You could also run it on the 1st of the following month. The numbers might be off by one occasionally—but you're looking for trends, not perfect precision.

Can I track this per salesperson?

Yes, but it requires a different approach. Instead of global custom values, you'd use contact-level fields tied to the assigned user. That's a more advanced setup but absolutely possible.

What if I use a different pipeline structure?

Adapt the triggers to match your process. The core concept—increment on booking, increment on closing, calculate and reset monthly—works regardless of your specific pipeline stages.

Getting Help

This kind of automation is exactly what MyTechSupport.com specializes in. If you want someone to build this for you, or you're stuck on a specific step:

Need help with HighLevel workflows? Create a ticket today →

See Also

• HighLevel — The platform powering these automations
• HighLevel Zapier Google Sheets — Alternative approach using Zapier
• HighLevel ClickUp Integration — Track tasks alongside your sales metrics