GHL specialist needed

# SCOPE OF WORKS ## Complete GoHighLevel Lead Qualification, AI SMS & Booking System **Business:** Radius Air & Refrigeration --- # 1. PROJECT OBJECTIVE I am seeking a developer to build a **complete turnkey GoHighLevel lead management, qualification and appointment booking system** for Radius Air & Refrigeration. I will create, run and manage my own Facebook and Instagram Meta advertising campaigns. The developer's responsibility begins when a customer submits the connected **Meta Lead Form**. The complete customer journey should be: **Facebook / Instagram Ad → Meta Lead Form → GoHighLevel → Lana AI SMS Qualification → Information / Photo Collection → Qualified Lead → 15-Minute Consultation Booking → Google Calendar → Remote Quote or Site Inspection → Follow-Up → Won / Lost** The completed system must be fully configured, connected, tested and ready to process live leads without requiring additional development. The AI/SMS assistant will be called **Lana** and should communicate naturally and professionally without sounding robotic. --- # 2. PROJECT RESPONSIBILITY / TURNKEY BOUNDARY I will be responsible for: * Creating Facebook/Instagram campaigns * Managing Meta advertising campaigns * Advertising budget * Audience targeting * Advertising creatives * Advertising copy * Campaign optimisation * Testing different ads/offers The GHL developer will be responsible for the complete system from: **Meta Lead Form Submission → GHL → Qualification → Booking → Follow-Up** The developer must also clearly advise me what questions, fields or settings need to be used in my Meta Lead Form for the GHL system to operate correctly. --- # 3. GOHIGHLEVEL CRM SETUP Configure the GoHighLevel account for Radius Air & Refrigeration. This includes: * Business/account settings * Required custom fields * Contact structure * Opportunity structure * Lead pipeline * Tags where required * User settings * Workflow settings * Automation settings * SMS configuration * Calendar configuration * Notification configuration All customer information collected through Meta forms, SMS conversations and additional forms should be stored against the relevant GHL contact/opportunity wherever possible. --- # 4. META LEAD FORM INTEGRATION Connect the agreed Facebook/Instagram Meta Lead Form to GoHighLevel. The integration must: * Connect required Meta Business assets * Connect the Facebook Page where required * Configure Meta Lead Access permissions * Connect the required Lead Form * Receive Meta Lead Form submissions * Create or update the contact in GHL * Prevent unnecessary duplicate contacts where practical * Create an opportunity * Place the opportunity into the appropriate pipeline stage * Map Meta Lead Form answers into GHL custom fields * Trigger the correct qualification workflow * Trigger Lana's initial SMS * Be tested using Meta test leads The initial build must include at least **one primary Meta Lead Form**. Please separately identify the cost of adding additional Meta Lead Forms in the future. The developer must also provide me with the required Meta Lead Form fields/questions so I can correctly configure my advertising campaigns. --- # 5. META CAMPAIGN / AD ATTRIBUTION Where the information is available from Meta, the system should capture and store: * Meta campaign * Campaign ID where available * Ad set * Ad set ID where available * Individual ad * Ad ID where available * Connected Lead Form * Lead source * Available attribution/source information Relevant attribution information should be mapped into agreed GHL fields. This should allow me to determine where individual leads originated. The developer should explain any Meta-side tracking settings I need to use when creating campaigns. I will continue to create and manage my own Meta advertising campaigns. --- # 6. INITIAL META LEAD INFORMATION The Meta Lead Form should collect enough basic information to begin the enquiry without unnecessarily making the form too long. The developer should advise on the recommended Lead Form structure. Initial information should include where appropriate: * Customer name * Phone number * Email address * Job/property address or suburb * Type of air-conditioning enquiry The system should identify: ### Enquiry Type * Ducted air conditioning * Split-system air conditioning * Unsure / recommendation required ### Installation Type * New installation * Replacement of existing system The enquiry type determines which qualification workflow Lana places the customer into. New installation/replacement should be stored as a key qualification field within that workflow. --- # 7. THREE SEPARATE QUALIFICATION WORKFLOWS I require **three separate qualification workflows** rather than one generic workflow. ### Workflow 1 – Ducted Air Conditioning For customers interested in ducted air conditioning. ### Workflow 2 – Split-System Air Conditioning For customers interested in one or more split systems. ### Workflow 3 – Unsure / Recommendation Required For customers who do not know which type of system they require. Each workflow must have its own: * Qualification questions * GHL fields * Conditional logic * Existing-information checks * Missing-information follow-up * Completion conditions * Stopping conditions * Human handover conditions * Pipeline actions * Testing scenarios Customers should NOT repeatedly be asked questions they have already answered. --- # 8. DUCTED AIR-CONDITIONING QUALIFICATION For ducted enquiries, collect relevant information including: * Property type * Single-storey or double-storey * New installation or replacement * Rooms/areas requiring air conditioning where applicable * Existing air-conditioning information where applicable * Existing system photographs where applicable * House/floor plans where available * Switchboard/meter/fuse-box photograph * Expected installation timeframe * Specific requirements or concerns supplied by the customer Lana should determine what information has already been provided and only request missing information. --- # 9. SPLIT-SYSTEM QUALIFICATION For split-system enquiries, collect relevant information including: * Number of split systems required * Rooms/areas requiring air conditioning * New installation or replacement * Property/storey information where required * Existing air-conditioning information where applicable * Existing system photographs where applicable * Floor plans where relevant * Switchboard/meter/fuse-box photograph * Expected installation timeframe * Specific requirements supplied by the customer Lana should only ask for information that has not already been supplied. --- # 10. UNSURE / RECOMMENDATION-REQUIRED WORKFLOW If a customer is unsure whether they need ducted, split systems or another solution, Lana should collect enough basic information for me to discuss their requirements. Collect information such as: * Property type * Number of storeys * Rooms/areas requiring air conditioning * Whether there is an existing system * Whether it is a replacement or new installation * Existing-system information/photos where applicable * Floor plans where available * Switchboard/meter-box photograph * Expected installation timeframe * Customer requirements/concerns Once enough useful information has been collected, Lana should prioritise getting the customer booked for the **15-minute consultation**. Lana should NOT attempt to make technical HVAC recommendations herself. --- # 11. PHOTO & DOCUMENT COLLECTION The system must be able to request and collect relevant documents/photos. This includes: * House plans * Floor plans * Meter-box photographs * Fuse-box/switchboard photographs * Existing indoor A/C photographs * Existing outdoor A/C photographs * Other relevant installation photographs/information Where required, an easy mobile-friendly information/upload form can be used. Uploaded information should be attached to or clearly accessible from the customer's GHL contact/opportunity. If the customer cannot provide a requested photograph/document, the workflow should not become permanently stuck. Lana should record the missing item and continue where appropriate. --- # 12. AI SMS ASSISTANT – "LANA" The SMS conversation assistant will be called **Lana**. The conversation should feel natural and professional rather than like a rigid chatbot. Lana should: * Respond conversationally * Keep messages relatively short * Ask sensible questions based on previous answers * Avoid repeating questions * Recognise information already supplied * Ask only for missing information * Request relevant photographs/documents * Save/organise information into GHL * Answer approved process-related questions * Guide qualified customers toward booking * Understand common variations in customer responses * Know when human assistance is required The system should check the appropriate GHL fields before asking qualification questions. If information is already stored, the question should be skipped. --- # 13. CUSTOMER RESPONSE HANDLING Lana should be capable of appropriately handling normal customer responses that may not exactly match the scripted workflow. Examples include: * "Call me" * "How much does it cost?" * "Can someone come look?" * "I'm just getting prices" * "Not sure what I need" * "I already sent that" * "Can I send photos?" * "Can you call tomorrow?" * "I don't have house plans" * "I can't access my meter box" * "I'm renting" * "I'm the property manager" * "I need this urgently" The workflow should not fail simply because a customer responds differently from the expected wording. --- # 14. AI TECHNICAL BOUNDARIES Lana is being used for lead qualification and booking, NOT to replace a qualified HVAC technician. Lana must NOT: * Diagnose air-conditioning faults * Diagnose electrical faults * Give electrical advice * Give safety advice * Confirm technical installation suitability * Recommend specific equipment without my input * Give technical installation advice * Provide prices that have not been approved * Generate unapproved quotations * Continue automated qualification after manual handover has been triggered When professional or technical advice is required, the enquiry should be handed over to me. --- # 15. HUMAN HANDOVER The system must recognise situations requiring manual intervention. Human handover should occur when: * Technical advice is requested * Electrical advice is requested * Safety advice is requested * Installation suitability needs to be determined * Pricing outside approved information is requested * The enquiry falls outside qualification rules * Information is contradictory * The situation is unusual * Lana cannot confidently understand the customer * Repeated misunderstanding occurs * The customer asks to speak to someone * Manual intervention is otherwise required When handover occurs: 1. Automated AI qualification stops. 2. I receive an internal notification. 3. The notification contains the customer's available information. 4. The reason for handover is clearly stated. 5. I can take over the SMS conversation manually. --- # 16. LEAD RESPONSE SPEED New Meta leads should receive Lana's initial SMS **as soon as practical after entering GHL**. The objective is to minimise: **Meta Lead Submission → First SMS** This must be tested before handover. --- # 17. MISSING-INFORMATION FOLLOW-UP If a Meta lead enters GHL without supplying all required information, automated SMS follow-up should begin. Suggested sequence: **Initial SMS:** Immediately after the lead enters GHL. **Reminder 1:** Approximately 24 hours later if information remains missing. **Reminder 2:** Approximately 48 hours after Reminder 1. **Final Reminder:** Approximately 4 days after Reminder 2. Exact wording/timing can be adjusted before activation. Automated qualification follow-up must stop when: * Required information has been collected * Customer books * Customer opts out * Human handover occurs * Customer reaches another agreed stopping stage --- # 18. BUSINESS HOURS / AFTER-HOURS HANDLING The system should correctly handle leads received outside normal business hours. Lana may continue qualification automatically where appropriate. However, Lana should not incorrectly promise that I will personally call the customer immediately when the enquiry is received outside my working hours. Customers should still be able to book available consultation times based on my actual calendar availability. --- # 19. QUALIFIED LEADS A lead becomes **Qualified** once the mandatory information for their relevant workflow has been collected. This applies separately to: * Ducted * Split-system * Unsure/recommendation When a lead becomes qualified, I want an internal notification. --- # 20. HOT LEADS Create a separate **Hot Lead** condition. A lead can be considered hot when: * Required qualification information has been completed; AND * Installation/replacement is required within approximately the next 30 days; OR * The customer specifically requests a prompt quote or consultation. Hot leads should trigger a higher-priority notification. The exact hot-lead rules must be editable. --- # 21. 15-MINUTE CONSULTATION CALENDAR Create a **15-minute phone consultation calendar** inside GoHighLevel and synchronise it with my Google Calendar. Include: * Consultation availability * Google Calendar synchronisation * Conflict checking * Minimum booking notice where required * Booking window * Buffers if required * Confirmation * Appointment reminders * Rescheduling * Cancellation * No-show handling The system must not double-book against relevant existing Google Calendar events. Once required information has been collected, Lana should guide the customer toward booking. Unsure customers should be prioritised for consultation once enough basic information has been collected. --- # 22. APPOINTMENT REMINDERS Configure appointment reminders. Suggested structure: * Immediate booking confirmation * Approximately 24 hours before appointment * Approximately 1–2 hours before appointment Exact timing should be approved before activation. Customers should have appropriate options/instructions to reschedule or cancel. --- # 23. PRE-CALL LEAD SUMMARY Before the consultation I want a structured summary containing available information including: * Customer name * Phone * Email * Address * Enquiry type * Ducted / split / unsure * New installation/replacement * Property type * Storeys * Rooms/areas * Number of systems * Existing-system information * Installation timeframe * Qualification answers * Customer concerns/requirements * Floor plans * Switchboard/meter-box photographs * Existing-system photographs * Appointment date/time * Important conversation notes The objective is for me to understand the job before calling. --- # 24. INTERNAL NOTIFICATIONS At minimum I require notifications for: ### Qualified Lead Notify me when qualification is completed. ### Hot Lead Priority notification. ### Human Handover Include customer details, available information and reason for handover. ### Consultation Booked Send the structured pre-call summary. The notification method and recipient should be agreed during setup. --- # 25. GHL SALES PIPELINE Create the following pipeline: 1. New Lead 2. Information Required 3. Qualified 4. Consultation Booked 5. Remote Quote 6. Site Inspection 7. Quote Sent 8. Follow-Up 9. Won 10. Lost Pipeline movement should be automated wherever practical. I must also be able to manually move opportunities. --- # 26. LEAD VISIBILITY The system should make it easy to identify leads requiring attention. Use appropriate: * Pipeline stages * Tags * Custom fields * Tasks * Notifications to identify: * New leads * Information required * Qualified leads * Hot leads * Human handovers * Booked consultations * No-shows * Quotes requiring follow-up * Leads requiring manual action --- # 27. POST-CALL PROCESS After the consultation I need to select: ### Remote Quote Enough information has been supplied to quote remotely. OR ### Site Inspection A physical inspection is required. The customer should then move into the correct pipeline stage and follow-up process. --- # 28. QUOTE / UNDECIDED LEAD FOLLOW-UP Create SMS follow-up automation for leads who do not immediately proceed. Include: * Undecided-lead follow-up * Quote follow-up * Reply detection * Appropriate reminders * Stop on reply * Stop when proceeding * Stop on opt-out * Stop when manual handling is required Exact wording and timing should be approved before activation. --- # 29. NO-SHOW & REBOOKING When an appointment is marked **No Show**: ### Initial Rebooking SMS Send after No Show status is applied. ### Reminder Approximately 24 hours later if there is no response/rebooking. ### Final Reminder Approximately 72 hours after the previous reminder. Stop when customer: * Rebooks * Replies * Opts out * Enters manual handling --- # 30. DUPLICATE LEAD HANDLING The system should minimise unnecessary duplicate contacts/opportunities. Where practical: * Existing contacts should be recognised * Repeat Meta enquiries should update the appropriate contact * Phone/email should be appropriately used for matching * Existing customer information should remain accessible * Duplicate opportunities should be minimised The developer should explain how repeat Meta submissions will be handled. --- # 31. WON / LOST TRACKING When a lead is marked **Lost**, there should be a way to record a lost reason. Examples: * No response * Price * Competitor * Outside service area * Not ready * Job unsuitable * Duplicate * Customer cancelled * Unable to contact * Other When marked **Won**, I should be able to record the final or estimated job value. This should allow me to assess the quality of leads generated by my Meta campaigns. --- # 32. REPORTING Where practical within GHL, configure reporting that allows me to monitor: * Leads received * Lead source * Leads by Meta campaign/ad where data is available * Qualified leads * Hot leads * Consultations booked * No-shows * Quotes * Won jobs * Lost jobs * Lead-to-booking conversion * Lead-to-sale conversion * Won/estimated job value The purpose is to help me assess which Meta campaigns are generating valuable customers. --- # 33. SMS / PHONE CONFIGURATION Configure the SMS/phone setup required for Lana. Include: * Required GHL phone number configuration * Outbound SMS * Inbound SMS * Reply detection * Conversation routing * Opt-out handling * Do Not Disturb handling where applicable * Manual SMS takeover Any required external registration/verification or ongoing cost must be clearly identified. --- # 34. PRIVACY / CONSENT / OPT-OUT Configure appropriate system handling for: * Meta Lead Form consent * Privacy link/requirements * SMS consent where applicable * Opt-outs * GHL Do Not Disturb * Suppression of automated messages following opt-out I will approve/provide business-specific privacy and consent wording where required. --- # 35. ERROR / FAILURE HANDLING The system should not silently fail where a practical notification can be configured. Critical issues should be identifiable where possible, including: * Meta integration problems * Lead-processing problems * Workflow failures * Calendar connection problems * SMS issues * AI classification problems The developer should explain what monitoring/error notifications are available within GHL and the integrations used. --- # 36. MANUAL BACKUP PROCESS If an automation or AI process fails, I must still be able to: * See the customer * Access contact details * View the SMS conversation * Access uploaded files/photos * Manually send SMS * Manually move the opportunity * Manually book a consultation * Continue the sales process The system must not depend entirely on AI functioning correctly. --- # 37. END-TO-END TESTING Before handover, test the entire system including: * Meta test lead * Contact creation/update * Opportunity creation * Pipeline placement * Field mapping * Available attribution * Ducted workflow * Split workflow * Unsure workflow * New installation * Replacement * Existing-information recognition * Missing-information detection * SMS qualification * Customer replies * Reminder sequences * Photos/uploads * Floor plans * Meter-box photos * Human handover * Qualified notification * Hot notification * Booking * Google Calendar sync * Calendar conflict checking * Appointment reminders * Pre-call summary * No-show * Rebooking * Remote Quote * Site Inspection * Quote follow-up * Opt-out * Duplicate/repeat lead handling * Won/Lost tracking --- # 38. USER ACCEPTANCE TESTS At minimum demonstrate: ### Test 1 – Ducted New Installation Meta form → GHL → Lana → qualification → photos → booking → calendar → summary. ### Test 2 – Ducted Replacement Including existing equipment information. ### Test 3 – Split New Installation Complete split workflow. ### Test 4 – Split Replacement Complete replacement workflow. ### Test 5 – Unsure Customer Collect information without technical recommendations and book consultation. ### Test 6 – Incomplete Customer Missing-information reminders operate correctly. ### Test 7 – Human Handover Technical/unusual enquiry correctly stops AI and alerts me. ### Test 8 – Hot Lead Correctly identified and prioritised. ### Test 9 – No Show Rebooking workflow activates. ### Test 10 – Opt-Out Automated communication stops. ### Test 11 – Repeat Lead Existing customer/contact is appropriately handled. ### Test 12 – Won Lead Lead can progress from Meta submission through to Won and job value can be recorded. --- # 39. HANDOVER & TRAINING Once testing is complete, provide: * Full system handover * Basic operating documentation * Workflow explanation * Pipeline explanation * Custom-field explanation * Explanation of where customer information/photos are stored * How to manually take over Lana conversations * How to change calendar availability * How to manually book customers * How to move opportunities * How to mark Won/Lost * How to change lost reasons * How to adjust approved messages/timing * How to review reporting * How to troubleshoot common issues --- # 40. FINAL TURNKEY HANDOVER STANDARD The project is only considered complete when the system is: * Built * Connected * Tested * Live * Ready to receive Meta Lead Form submissions * Ready to send/receive SMS * Ready for Lana to qualify customers * Ready to collect photos/documents * Ready to identify Qualified/Hot leads * Ready for human handover * Ready to book consultations * Connected to Google Calendar * Ready to send reminders * Ready for Remote Quote/Site Inspection routing * Ready for follow-up * Ready to track Won/Lost * Documented * Handed over The project should not be considered complete simply because individual workflows have been created. The entire: **Meta Lead Form → GHL → Lana → Qualification → Booking** journey must function end-to-end. --- # 41. REQUIRED DELIVERABLES The completed system should include: 1. Configured GHL business setup 2. Meta Lead Form integration 3. Meta lead-data mapping 4. Meta source/campaign/ad attribution where available 5. GHL custom fields 6. Contact/opportunity structure 7. Sales pipeline 8. Ducted workflow 9. Split-system workflow 10. Unsure workflow 11. Lana AI-assisted SMS 12. Existing-information detection 13. Missing-information automation 14. Photo/document collection 15. Mobile-friendly upload form where required 16. Human handover 17. Qualified notifications 18. Hot-lead notifications 19. Handover notifications 20. 15-minute consultation calendar 21. Google Calendar sync 22. Appointment confirmation 23. Appointment reminders 24. Reschedule/cancellation 25. Pre-call summary 26. Remote Quote routing 27. Site Inspection routing 28. Quote follow-up 29. Non-responsive follow-up 30. No-show/rebooking 31. Reply/opt-out/stopping logic 32. Duplicate lead handling 33. Won/Lost tracking 34. Lost reasons 35. Job value tracking 36. Basic reporting 37. SMS/phone configuration 38. Manual takeover 39. End-to-end testing 40. User acceptance testing 41. Documentation 42. Training/handover --- # 42. FIRST-PHASE COMMUNICATION The initial system is primarily **SMS-based**. The quote does NOT need to include unless separately requested: * AI voice calling * WhatsApp automation * Email automation --- # 43. META ADVERTISING – NOT INCLUDED I will personally create, run and manage my Facebook/Instagram advertising. The GHL developer is **NOT responsible for**: * Meta campaign creation * Meta campaign management * Audience targeting * Advertising creative * Advertising copy * Advertising optimisation * Advertising budget/spend However, the developer **IS responsible for correctly connecting my Meta Lead Form to GHL and ensuring the complete automation begins when the form is submitted.** The developer must advise me of any required Meta Lead Form questions, fields, settings or tracking configuration required for their GHL build. --- # 44. OTHER EXCLUSIONS Unless separately quoted, I do NOT require: * AI voice calling * WhatsApp automation * Email automation * Website development * Landing-page development * Automatic quotation generation * Invoicing * Payment processing * Accounting integration * External field-service/job-management integrations Any feature the developer believes is necessary for the system to operate correctly but is not included in their quote must be clearly identified **before the project begins**. --- # 45. THIRD-PARTY COSTS Please separately identify all ongoing or third-party costs. Potential costs may include: * GoHighLevel subscription * Phone number * SMS usage * AI usage * Any additional AI service * Any integration software * Any required registration/verification costs * Any other recurring software Meta advertising spend will be managed separately by me. --- # 46. OWNERSHIP & ACCESS Radius Air & Refrigeration should retain access/control of the completed system and relevant business assets. This includes: * GHL account/sub-account * Contacts * Opportunities * Pipelines * Custom fields * Workflows created for this project * Forms * Calendars * Customer information * SMS conversations * Reporting/data * Connected Meta assets * Connected Google Calendar Critical components should not be built inside external accounts that I cannot access or retain after the project ends. --- # 47. POST-DELIVERY SUPPORT Please include your proposed post-delivery support period. The quote I am currently comparing against includes **one month of free support following final handover**. At minimum support should cover: * Errors in delivered setup * Workflow behaviour that does not match approved scope * Meta integration errors * SMS automation errors * AI qualification issues relating to approved workflow * Calendar/synchronisation issues * Pipeline automation issues * Notification issues * Reasonable operating questions New features or major changes can be quoted separately. --- # 48. INFORMATION I WILL PROVIDE I can provide: * GHL account access * Meta Business Manager access * Facebook Page access * Meta Lead Form access * Google Calendar access * Business information * Service areas * Working hours * Consultation availability * Booking preferences * Qualification requirements * Required photo/document requirements * Preferred Lana SMS tone * Follow-up preferences * Privacy/consent/opt-out wording * Feedback and approvals during development/testing --- # 49. QUOTE REQUIREMENTS Please provide a **fixed-price quote for the complete system described above.** The quote must clearly state: * Total fixed project price * Estimated completion timeframe * Exact inclusions * Exact exclusions * Third-party/software costs * Number of revisions included * Testing included * Training/handover included * Post-delivery support period * Any ongoing monthly management/support costs * Cost/process for future changes * Cost for additional Meta Lead Forms * Cost for additional workflows * Any limitations of the proposed AI setup Please confirm that the complete system will be tested before final handover. I am obtaining multiple quotes, so please quote against the **entire Scope of Works** rather than providing a price for only selected parts. The final objective is straightforward: **I run my Meta advertising. Once a customer submits my Meta Lead Form, the entire GHL qualification and booking process should be built, automated, tested and ready to operate.** Please provide the **total project price and expected timeframe from commencement to final tested handover.**