Go High Level Automation Architect - Build AI-driven Real Estate CRM (Multi-phased project)

GoHighLevel Automation Architect – Complete & Scale AI-Driven Real Estate CRM (Multi-Phase Project) Project Overview We are building a scalable, automation-driven real estate acquisition and investment CRM inside GoHighLevel that replicates the operational clarity and deal visibility of REsimpli while significantly upgrading the system with automation, AI agents, marketing integrations, and long-term data infrastructure. A significant portion of the CRM is already built. Pipelines, custom fields, core AI agents, compliance registration, and telephony are in place. What we need now is an expert who can properly connect, automate, integrate, and finish the system — then build out the remaining phases. The goal is to create a central operating system for our real estate investment business, capable of managing the full lifecycle of leads, deals, buyers, marketing performance, and portfolio assets. The system must prioritize: Speed-to-lead Zero lead leakage Clear role handoffs between team members Seamless transition of leads through the stages in the CRM AI-driven lead engagement Clean operational visibility This project is designed as a multi-stage build, starting with completing and connecting the existing foundation so the team can operate in the system quickly, followed by additional system layers. Long-term, this platform may evolve into a white-labeled CRM or SaaS product, so architecture decisions should support future scalability. Current State of the Build (What's Already Done) Voice AI is complete — inbound and outbound AI voice agents are built and running through Retell Conversational AI is built — it needs refinement and functionality perfected, not built from scratch Pipelines are already built Certain basic automations are already in place Custom fields for contacts and opportunities are already created — only the Google Maps API and Zillow link integrations are missing A2P/10DLC profile is registered and approved Phone numbers are purchased and operational Your job is to audit what exists, complete the missing connections and integrations, tighten the automations, and take the system through the remaining stages below. Core System Objectives The CRM must support the following operational principles: Speed-to-lead Immediate SMS response within minutes of a new lead Call routing and task creation After-hours AI response coverage Zero lead leakage Every lead must always be in an active state: task queue appointment nurture campaign Clear ownership Structured handoffs between: Lead Manager → Acquisitions → Dispositions → Transaction Coordinator Compliance (A2P/10DLC registration already approved) STOP / HELP handling Quiet hour enforcement DNC suppression Deliverability (phone numbers already purchased and operational) Telephony configuration and optimization Local presence dialing SMS number health Analytics Operational dashboards including: Cost per lead Cost per acquisition ROAS Conversion rates Rep production System Architecture Overview Integrations DocuSign or e-sign platform SmarterContact Propstream (if possible) Deal Machine (if possible0 Mail house (if possible) The CRM uses GoHighLevel's contact-centric model. Each seller is stored as a contact, while each property or deal is stored as a separate opportunity attached to that contact. This allows sellers with multiple properties to maintain separate deal records. Project Execution Stages The project will be executed in phases, starting with completing and connecting the existing foundation. Stage 1 – Complete & Connect the CRM Foundation (Highest Priority) Goal: finish, connect, and operationalize the existing build so the team can begin operating in the system immediately. Scope includes: CRM Architecture (mostly built — needs completion) Audit and refine existing pipeline design and opportunity structure Finalize contact schema and property-level data fields (fields already created) Integrate Google Maps API into contact/opportunity records Integrate Zillow link functionality into property records Lead Intake Automation Automatic opportunity creation Lead assignment rules Round-robin assignment Territory assignment Speed-to-Lead Automated SMS response Call task creation Appointment scheduling Reporting Lead volume Pipeline visibility Conversion tracking Outcome: Fully connected, operational CRM that the team can begin using immediately. Stage 2 – Automation & Operational Workflows Expand the existing automation engine to fully manage lead flow and follow-ups. Scope includes: Workflow Automations (build on existing basic automations) Follow-up sequences Inactivity detection Lead nurturing campaigns Pipeline stage triggers Role handoffs Task Automation Appointment reminders Follow-up scheduling Missed call text back Lead Leakage Prevention System must detect when leads have: no tasks no appointments no active nurture and flag them automatically. Stage 3 – AI Agent Refinement & Integration (Telephony, SMS, Website) Our AI communication systems are already built — this stage is about perfecting and fully integrating them. Scope includes: AI Telephony Agent (built via Retell — inbound & outbound operational) Refine call flows, qualification logic, and routing Optimize property detail collection Ensure clean appointment scheduling and CRM data sync AI Conversational/SMS Assistant (built — needs functionality perfected) Refine inbound response handling Tighten qualification question flows Ensure reliable appointment booking Optimize human escalation triggers Website Chatbot Connect website chatbot to the CRM Send updates to team Stage 4 – Dispositions Pipeline Automate the stages a deal goes through in this pipeline (pipeline already built). Buyer Database (email, phone, name, LLC, notes) Email & SMS distribution Buyer engagement tracking Buyer Matching Automatically match deals to buyers based on: location price range property type Stage 5 – Investment & Portfolio Tracking Add functionality to track long-term investment properties. Scope includes: Acquisition details Renovation costs Financing data Ownership entity Rental income Expenses Property performance dashboards Stage 6 – Marketing Integration Integrate advertising platforms and marketing attribution. Scope includes: Facebook lead integration Google Ads integration Campaign attribution Retargeting audiences Marketing performance dashboards Metrics should include: CPL CPA ROAS Lead source conversion Stage 7 – Data Infrastructure & SaaS Readiness (Future Phase) Design architecture for long-term expansion. Scope includes: External data storage API integrations Advanced analytics Predictive lead scoring SaaS readiness The goal is to ensure the system can later evolve into a white-labeled CRM platform or SaaS product. Required Experience Candidates must have experience with: GoHighLevel advanced automation CRM architecture design and system audits of existing builds Workflow automation Telephony integrations (Retell experience a strong plus) API integrations (Google Maps, Zillow, or similar) AI conversational tools Data architecture Experience working with real estate investor workflows is strongly preferred. Deliverables Completed and fully connected CRM Automation workflows Refined and integrated AI agents System documentation Admin training Architecture documentation Project Structure This project will be structured as milestone-based development, beginning with completing and connecting the existing foundation. We are looking for a long-term systems partner who can help finish, optimize, and scale this platform properly. To Apply, Please Include: Examples of GoHighLevel systems you have built Experience with automation-heavy CRM builds and completing/optimizing existing systems Experience integrating AI tools (Retell experience is a plus) Estimated timeline for Stage 1 completion If this project goes well, there will be ongoing work for optimization, expansion, and potential SaaS development.