GoHighLevel CRM & Workflow Specialist — Operational CRM Build

Our company is looking for an experienced GoHighLevel CRM/workflow specialist to help us properly configure GHL as the primary customer and sales workflow system for our window and door business. This is NOT primarily a funnel, website, landing page, or advertising project. We need someone experienced in building operational CRM workflows inside GoHighLevel for a real sales/service business. What We’re Trying to Accomplish Our goal is simple: When one of our salespeople opens a customer in GoHighLevel, we want them to immediately understand what’s happening without searching through emails, calendars, estimates, spreadsheets, or other systems. A salesperson should be able to quickly see: Assigned salesperson Customer territory Appointment Proposal/estimate Actual proposal document Proposal status Accepted/signed proposal Current opportunity/job stage Whether the job requires salesperson approval Whether it has been released for final measurement Mobile/iPhone usability is extremely important. Our salespeople are not technical CRM users. The system needs to be extremely simple. Phase 1 We want to start with a relatively small working prototype rather than build the entire system at once. Our initial workflow is approximately: Lead → Territory / Salesperson Assignment → Appointment → Proposal Sent → Customer Accepts → Salesperson Review/Approval → Release to Final Measure → Final Measure We want to test this workflow with several test customers and our actual salespeople before expanding the system. Salesperson Assignment & Territories We would like to automate salesperson assignment where practical based on customer territory/ZIP code. Authorized office staff should be able to override the salesperson when necessary. Territory and Assigned Salesperson need to remain separate data points. We do not want our salespeople responsible for constantly assigning customers to themselves or manually maintaining the CRM. Proposals Proposals/estimates and accepted/signed proposals need to remain extremely easy to access from the customer’s record. If a customer calls a salesperson several days after receiving an estimate, the salesperson should be able to search the customer and quickly open the exact proposal that was sent. Customer Acceptance / Salesperson Approval Customer acceptance should NOT automatically release the job to production/final measurement. We want: Customer Accepts → Opportunity moves to Accepted / Rep Review → Assigned salesperson is notified → Salesperson opens signed proposal → Salesperson reviews it → Salesperson selects Release to Measure or holds the job for changes This needs to be very easy from a phone. Final Measure Workflow Our final measure technician is an outside subcontractor and will not be a GoHighLevel user. When a salesperson releases a job to measure, we want GHL to automatically email the technician the appropriate customer/job information and a version of the work order/estimate without customer pricing or commission information. The technician currently: Receives an email. Calls the homeowner himself. Schedules the measurement. Measures the job. Replies to the original email with his completed measure sheet attached. We would like his reply and attachment to be reliably associated with the correct customer/job in GHL if possible. Please explain how you would architect this. We do not want a fragile workaround. Calendar We currently use Google Calendar but are open to making the GoHighLevel calendar our primary business calendar if it provides a better/simple experience. We want the contractor to recommend and demonstrate the best approach. We need to understand how GHL can handle: Individual salesperson calendars Team/company calendar views Customer-linked appointments Territory/geographic scheduling Final measurement appointments Future installation scheduling Mobile/iPhone use Google Calendar synchronization where appropriate Preventing double bookings Longer-term, installers may also use a simplified calendar/schedule experience. Future Direction Phase 1 does NOT need to build all of the following, but the architecture should allow us to expand into: Final measure documents Order sheets Manufacturer confirmations Manufacturer order numbers Manufacturer invoice numbers QuickBooks invoice numbers Deposit/payment status QuickBooks Online integration Installation scheduling Job documents Reporting/dashboard Excel/data integration Our goal eventually is for the GHL customer/job record to become the single place our team looks for customer and job status, even when other systems such as QuickBooks remain the financial source of truth. Who We’re Looking For We’re specifically looking for someone with strong experience in: GoHighLevel CRM architecture Opportunities/pipelines Workflow automations User/opportunity assignment Custom fields Permissions Proposals/contracts Calendar architecture Email workflows Document handling Mobile usability External integrations/API considerations Experience building GHL for home-service, construction, remodeling, roofing, HVAC, windows/doors, or similar operational businesses is a major plus. Training & Handoff We have an internal team member who will manage this project and become our internal GoHighLevel administrator. We want you to work directly with her during the build and explain/document what you’re doing. Recorded walkthroughs of the completed workflows are preferred so routine future changes can be handled internally. Timeline We are ready to start immediately. Ideally, we would like to have a functional Phase 1 prototype built and ready for testing by next week, if realistically possible. We would rather have a small Phase 1 that works extremely well than rush into building a large complicated system. Please Include With Your Proposal Please answer the following: Tell us about a GoHighLevel CRM/workflow system you have built for a service-based business. What did you personally build? How would you handle automatic salesperson assignment while still allowing office staff to override the assigned rep? How would you handle our outside measurement technician replying to an email with a measure sheet attachment and associate that document with the correct GHL customer/job? Would you recommend using GHL Calendar as our primary business calendar or keeping Google Calendar primary? Why? How would you make this system simple for a salesperson primarily using an iPhone? What would you include in Phase 1, and what would you specifically NOT build yet? Are there any parts of our requested workflow that GoHighLevel cannot handle cleanly without third-party software, API access, or a higher GHL subscription? How quickly could you have Phase 1 ready for testing? What would you charge to complete Phase 1? Please provide examples/screenshots/video walkthroughs of similar CRM/workflow systems you have personally built, if available. Please do not send a generic GoHighLevel proposal. We’re specifically interested in how you would approach the workflow described above. If Phase 1 works well, there will likely be additional work expanding the system.