GoHighLevel Intake & Voice AI Automation
From First Enquiry to Client Intake — Automatically.
A connected intake system for a personal injury practice, combining GoHighLevel pipelines, nine-touch SMS and email follow-up, after-hours Voice AI and custom webhook integrations.
Delivered in collaboration with LawAlign.
Project overview
One system from the first call to the signed client
FM Solutions built an end-to-end lead-to-client automation system for a personal injury law practice inside GoHighLevel, delivered in collaboration with LawAlign.
Leads are captured, qualified and followed up around the clock, and data from outside systems is synchronized into GoHighLevel automatically instead of being typed in by hand.
Implemented scope
What FM Solutions built
A multi-stage sales pipeline
Enquiries are organized by stage inside GoHighLevel, so the practice can see where every lead stands.
Nine-touch SMS and email follow-up
Automated follow-up sequences reach out to leads by SMS and email without anyone sending each message by hand.
Grace, a custom Voice AI agent
An intake assistant that handles after-hours calls, qualifies caller intent, schedules callbacks and live-transfers urgent leads to a real person.
Custom Node.js webhook services
Services that synchronize external data into GoHighLevel, with signature verification, field mapping and duplicate-contact protection. They are deployed independently on Evennode.
Make and Zapier for lighter integrations
Where a simple connection is easier to maintain, Make or Zapier is used instead of custom code.
Pipeline and follow-up
Leads organized by stage and followed up automatically
Each lead sits in a pipeline stage, and a nine-touch SMS and email sequence keeps the follow-up going.
Pipeline stages
Every enquiry has a place to be
Leads are organized by stage, so the practice can see where each one stands.
- Qualified Lead
- Consultation Scheduled
- Consultation Completed
- Not Accepted
- Unresponsive / Lost
- Follow-Up / Nurture
Examples of stages visible in the screenshots below, not the complete pipeline in order.
Follow-up sequence
A nine-touch SMS and email sequence
Follow-up goes out automatically by SMS and email, so it does not depend on someone remembering to send each message.
- Touch 1
- Touch 2
- Touch 3
- Touch 4
- Touch 5
- Touch 6
- Touch 7
- Touch 8
- Touch 9
The timing, wording and channel split of each touch are not shown on this page.
Voice AI
Grace: after-hours Voice AI
Grace is a custom Voice AI agent that works as an intake assistant. It handles after-hours calls, qualifies the caller's intent, schedules callbacks and live-transfers urgent leads to a real person.
Grace does not give legal advice, decide whether someone has a case, or replace the professional judgment of the legal team.
An after-hours call comes in
A prospective client calls when the office is closed.
Grace answers
The Voice AI intake assistant takes the call and qualifies the caller’s intent.
Urgent leads are identified
Grace recognizes when a lead needs a person right away.
Urgent lead
The call is transferred live to a real person.
Otherwise
A callback is scheduled.
Integration architecture
Custom webhook integration layer
External data reaches GoHighLevel through custom Node.js services, so contacts arrive verified, mapped and free of duplicates.
Source platform
A call tracker, form or other system sends an event.
Custom Node.js service on Evennode
Webhook endpoint
Receives the event over HTTPS.
Signature verification
Confirms the request is genuine.
Mapping and duplicate protection
Maps fields and avoids duplicate contacts.
GoHighLevel contact / pipeline
The data lands on a contact in the pipeline.
Follow-up workflow
The automation for that lead starts.
Lighter alternative
For simpler connections, Make or Zapier can pass the same events to GoHighLevel without a custom service.
Delivered in this project
- Custom Node.js webhook services
- Signature verification
- Field mapping
- Duplicate-contact protection
- Independent deployment on Evennode
- Make and Zapier for lighter integrations
Broader integration capability
Examples of platforms that can be connected with this approach. They are not presented as integrations delivered in this particular project.
- CallRail
- Stripe
- Typeform
- Facebook / Google Lead Ads
The workflow titled “Contact Created - CallRail Lead” in the screenshots below is the supplied CallRail lead workflow example. Signature verification and field mapping depend on the mechanisms each source platform supports.
Real application screenshots
Inside GoHighLevel
Two screens from the GoHighLevel account. Lead names, the practice name and user details are redacted, including in the enlarged version.
Marketing pipeline
The GoHighLevel pipeline board. Visible stages include Qualified Lead, Consultation Scheduled, Consultation Completed, Not Accepted, Unresponsive / Lost and Follow-Up / Nurture. These are examples of stages, not the full pipeline in order.
Lead workflow
The supplied CallRail lead workflow example, titled “Contact Created - CallRail Lead”. Its steps include assigning to a user, SMS, email, tagging, a contact field update, a wait and a condition with two branches.
The screenshots show how the pipeline and a lead workflow are set up. They do not show publication status, execution history or results, and the counts and values visible in them are not performance figures.
Operational outcome
Always on, without manual entry
Owner-reported result
Lead capture, qualification and follow-up operate around the clock, with automated data synchronization replacing manual entry in the connected flow.
This page makes no claims about conversion rates, revenue, time saved, launch dates or client numbers.
Collaboration
Collaboration with LawAlign
This GoHighLevel intake automation was delivered in collaboration with LawAlign. It is a project in its own right, separate from the FileMaker case management software listed under LawAlign. The links below are for context about LawAlign's business; FM Solutions is not credited here with building either website.
- (opens in a new tab)
LawAlign website
lawalign.com
- (opens in a new tab)
LawAlign operations website preview
law-align-coaching.vercel.app
Separate portfolio project
LawAlign
Personal Injury Case Management
Related services
The services behind this project
Business Process Automation
Replace repetitive manual work with reliable, connected workflows.
AI Solutions & Integrations
Voice, language and document AI built into the systems your team already uses.
Custom Software Development
Business software and services designed around the way your organization operates.
Integrated Technologies
The platforms and APIs we connect to the software you already run.
Ready to Connect Your Lead Capture, Follow-Up and Intake?
Tell us where leads slip through and where manual entry slows your team down. We will outline how a connected, automated flow could look.