Aero NextGen case study: automated vendor matching with Airtable and GoHighLevel

Client: Aero NextGen (aviation software consulting, Canada)

~250 hrsmanual work removed a month

100%automated vendor-MRO matching

1 clickto approve each match

Services used: GoHighLevel automation, GoHighLevel consultant, GoHighLevel developer

Aero NextGen is an aviation software consultancy that matches MROs (maintenance, repair and overhaul companies) with the right software vendors. Qualifying leads and matching them to vendors used to depend on people and long back-and-forth. The team rebuilt it as a fully automated, criteria-based matching system on Airtable and GoHighLevel. The result: about 250 hours of manual work removed every month, and every new lead is matched to vendors automatically, with one approval click before it goes out.

The starting point

Sales staff, consultants and vendors went through long coordination cycles to qualify each lead and decide which software fit. Because the process depended on people, it created bottlenecks, slowed responses and raised the risk of recommending the wrong technology. Onboarding new vendors and matching them to MRO leads took about 250 hours of team time a month, and each match needed back-and-forth before anyone heard back.

What we built with Airtable and GoHighLevel

• A fully automated vendor-MRO matching system that replaces the manual coordination.
• Objective, criteria-based matching logic, so each MRO is matched to vendors on defined requirements (industry sector, type of operations, solution category, region, company size and revenue) instead of judgment calls.
• A data-driven backend connecting Airtable and GoHighLevel. GoHighLevel runs everything people interact with: the MRO lead survey, the ERP and other-solutions vendor onboarding forms, the approval email, and every email and SMS sent out. Each form submission is sent to Airtable by webhook. Airtable holds the MRO Leads and All Providers tables, runs the matching script, and moves each lead through New → Pending Approval → Approved (or No Match). Webhooks then send the results back to GoHighLevel.
• One-click approval: when a match is found, the team gets an email to approve or reject it, so a person still checks every recommendation without doing the matching.
• Automatic notifications on approval: the MRO gets an email with its matched vendors and links, and each matched vendor gets the lead’s details. An AI assistant then sends the MRO its first SMS.
• Automatic vendor onboarding: a new vendor fills in one form, a record is created in Airtable, and the team gets a task list.
• Usage-based billing: lead counts per vendor are tracked and sent to Stripe, so billing runs without anyone counting by hand.

Results

• About 250 hours a month of manual onboarding and matching removed, based on the team’s own estimate of the time the process took before the build.
• Vendor onboarding time cut by 95%.
• Matching is fully automated, with no manual coordination cycle. A person’s only job in a match is one approve-or-reject click.
• Higher-quality software placements from objective matching criteria.
• Lower internal overhead, and a better experience for both MROs and vendors.