GoHighLevel + Meta Ads Automation Expert Needed for Round-Robin Insurance Lead Distribution System

Black Sheep Agency is looking for an experienced GoHighLevel, Meta Ads, CRM automation, and lead-routing specialist to help us build a reliable lead distribution system for our insurance agents. We generate leads through Meta/Facebook advertising and want to distribute those leads fairly across multiple agents’ individual GoHighLevel accounts. Our goal is to create a structured lead pool where agents can pay a set fee and receive leads at a predictable price, while maintaining a balanced distribution system based on actual lead availability. This is not simply a basic round-robin workflow. We need someone who understands the challenges of Meta campaign performance, lead volume fluctuations, attribution, webhooks, CRM integrations, duplicate prevention, and fair allocation across multiple sub-accounts. What We Want to Build The ideal system should: Receive leads from Meta Lead Forms and/or landing pages. Route leads into a central Black Sheep Agency lead pool. Distribute leads to multiple agents’ GoHighLevel sub-accounts. Use a fair round-robin or weighted round-robin distribution model. Balance lead volume across agents based on actual lead availability. Prevent one agent from receiving significantly more or fewer leads than the others. Avoid creating isolated campaigns for every agent when possible. Help preserve overall Meta campaign performance by consolidating campaigns and ad-set data. Track which agent received each lead, when it was delivered, and whether it was accepted, contacted, sold, or returned. Prevent duplicate leads from being distributed multiple times. Allow agents to be activated, paused, added, or removed from the distribution pool. Support agent-level limits, such as daily or weekly lead caps. Allow different lead types, campaigns, states, or geographic areas to be routed to specific agents. Provide visibility into lead volume, delivery status, agent allocation, and remaining balances. Create a system that can scale as we add more agents and more campaigns. Important Clarification We understand that lead volume from Meta is not always predictable and that perfectly equal distribution may not be possible every day. The goal is to create the fairest possible system over time using logic such as: Round-robin assignment. Weighted round-robin assignment. “Least recently served” routing. Cumulative lead-count balancing. Agent availability and capacity. Geographic or product eligibility. Paused-agent exclusion. Lead-type matching. We want the system to distribute leads as evenly as possible based on available lead volume without negatively affecting Meta campaign performance. Potential Technical Requirements Please recommend the most reliable architecture using the tools available. The project may involve: Meta Lead Ads. Meta Conversions API, if appropriate. GoHighLevel agency and sub-account structures. Native GoHighLevel workflows. Webhooks. GoHighLevel API. Zapier, Make, HighLevel automation, or custom middleware. Airtable, Google Sheets, Supabase, or another database for allocation tracking. Stripe or another payment platform for agent balances, if appropriate. Duplicate checking and lead ID tracking. Lead source and campaign attribution. Automated notifications and error handling. We are open to using third-party automation tools or custom middleware if that produces a more reliable, scalable, and cost-effective system. Agent Lead-Pool Concept We would like to explore a system where agents can: Pay a fixed price or maintain a prepaid balance. Join the Black Sheep Agency lead pool. Select or qualify for specific lead types. Receive leads automatically when they are available. Be temporarily paused if their account is inactive, their balance is low, or they reach their lead limit. View the leads they received and their delivery history. The system should clearly define what happens when: There are more leads than active agents. There are fewer leads than active agents. An agent is unavailable. A lead is outside the agent’s licensed state. A lead is duplicated. A lead cannot be delivered to a GoHighLevel account. An agent disputes or rejects a lead. A payment or account balance is overdue. Ideal Experience You should have proven experience with several of the following: GoHighLevel agency accounts and sub-accounts. Meta Lead Ads and Facebook Lead Forms. Lead routing and round-robin automation. Webhooks and API integrations. Make, Zapier, HighLevel workflows, or custom middleware. Multi-agent CRM systems. Lead distribution marketplaces or shared lead pools. Duplicate prevention and lead attribution. Database-backed allocation logic. Insurance, mortgage, real estate, solar, or other high-volume lead-generation industries. Meta campaign structure and preserving campaign learning/performance. Compliance-sensitive lead handling. Experience with life insurance, final expense, annuities, veteran-focused insurance leads, or insurance-agent recruiting campaigns is a major plus. Experience with creative strategy, Meta ad management, and improving lead quality is also helpful, although the primary responsibility for this project is the technical lead-distribution system. Compliance and Data Handling Because this system will handle insurance leads and personally identifiable information, the freelancer must understand the importance of: TCPA and consent documentation. Proper lead-source tracking. Secure handling of personal information. State licensing considerations. Insurance advertising compliance. Opt-out and do-not-contact handling. Audit logs. Data-access controls. Carrier, IMO, and agency compliance requirements. You will not be expected to provide legal advice, but the system must be designed so that consent records, lead source, timestamps, campaign information, and agent delivery history can be preserved for compliance review. Project Deliverables The selected freelancer will be responsible for: Reviewing our current Meta and GoHighLevel setup. Recommending the best technical architecture. Mapping the complete lead flow from Meta to the central lead pool and then to the correct agent account. Building the initial working automation. Creating the lead allocation and balancing logic. Setting up duplicate prevention. Creating agent activation, pausing, and capacity rules. Creating tracking for delivery, acceptance, rejection, and errors. Documenting the system clearly. Testing the system with sample leads before launch. Providing a training video or walkthrough. Supporting the initial launch and troubleshooting period. What to Include in Your Proposal Please include: Examples of similar GoHighLevel or Meta lead-routing systems you have built. Whether you recommend native GoHighLevel workflows, Make, Zapier, custom middleware, or a hybrid system. How you would create fair lead balancing across multiple agents. How you would prevent duplicates. How you would handle failed deliveries and agent pauses. How you would track agent balances or lead credits. Your experience with insurance, final expense, annuity, or veteran-related leads. Your estimated timeline. Your preferred project structure: fixed price, hourly, or milestone-based. Any technical limitations or information you would need from us before beginning. Screening Questions Please answer these questions: Have you built a lead-routing system that distributes leads across multiple GoHighLevel sub-accounts? Please explain. How would you design a round-robin system that remains balanced when lead volume fluctuates? Would you use native GoHighLevel workflows, Make, Zapier, custom code, or a database-backed system? Why? How would you prevent a duplicate Meta lead from being delivered to multiple agents? How would you handle an agent who is paused, unavailable, unlicensed in a lead’s state, or out of capacity? How would you track each lead’s source, timestamp, campaign, delivery status, agent assignment, and final outcome? Have you worked with insurance or other compliance-sensitive lead data? Can you provide a screen recording or screenshots of a similar system you have built? What would you consider the biggest risk in building this system? What would you build first for a minimum viable version, and what features would you add later? Preferred Freelancer We are looking for someone who can think beyond simply connecting two apps. The right person should understand both the technical automation and the business logic behind a shared insurance lead pool. You should be comfortable explaining your recommendations in plain English, documenting your work, and building a system that is reliable enough to support a growing agency and multiple independent agents. Please begin your proposal with the phrase: “Black Sheep Lead Pool.”