Marketing agencies serving local service businesses (roofers, HVAC, plumbers, dentists, law firms) need an AI receptionist that can answer calls 24/7 in any language, book appointments in real-time, transfer urgent calls, and trigger automated follow-up sequences — all inside GoHighLevel. Most existing solutions use fragile native integrations or require expensive middleware. We built a system that works end-to-end with zero middleware, is white-label ready, and deploys to a new client in under 2 hours.
The call hits Vapi, which streams audio to Deepgram for real-time transcription and routes to GPT-4o for intent detection.
The agent identifies the caller's intent (booking, cancel, reschedule, urgent, FAQ) and executes the appropriate flow with natural conversation.
Custom code tools call the GHL REST API directly — creating contacts, checking availability, booking appointments, or transferring calls.
GoHighLevel receives all data: new contacts, appointments on calendar, pipeline opportunities, tagged and segmented automatically.
7 automated workflows trigger: confirmation SMS, 24h & 2h reminders, cancellation follow-ups, no-show sequences, and Google review requests.
Every call is transcribed, summarized, and sent as a recap email to the business owner. Full visibility into every interaction.
| Intent | Flow | Tools Used |
|---|---|---|
| 📆 New Booking | Qualify → create contact → check availability → book → confirm | create_contact check_availability create_appointment |
| ❌ Cancel | Collect phone → find appointment → confirm → cancel | find_appointment cancel_appointment |
| 🔄 Reschedule | Find → cancel old → check new slots → book new | find_appointment cancel_appointment check_availability create_appointment |
| 🚨 Urgent | Detect emergency → live transfer to business owner | transfer_call |
| ❔ FAQ | Answer question → redirect to booking | — |
| 📩 Call Recap | Auto-transcribe → summarize → email to business | Vapi analysisPlan → GHL webhook |
| Tool | Function | API Endpoint |
|---|---|---|
create_contact |
Creates contact in GHL with phone, email, address | POST /contacts/ |
check_availability |
Queries Google Calendar for open slots (5-day window) | GET /calendars/.../free-slots |
create_appointment |
Books the appointment on the calendar | POST /calendars/events/appointments |
find_appointment |
Looks up existing appointments by phone number | GET /calendars/events/appointments |
cancel_appointment |
Cancels appointment by event ID | PUT /calendars/events/.../status |
transfer_call |
Live transfer to business owner for emergencies | Vapi SIP transfer |
send_message_sms |
Sends transcribed voicemail via SMS | POST /conversations/messages |
| Workflow | Trigger | Actions |
|---|---|---|
| Vapi → GHL Bridge | Webhook (end-of-call) | Create/update contact + opportunity + internal notification |
| Booking Confirmation | Appointment created | SMS + email to client, notification to business |
| Reminder 24h | 24h before appointment | SMS reminder to client |
| Reminder 2h | 2h before appointment | SMS reminder to client |
| Cancellation | Appointment cancelled | SMS confirmation + business notification + 48h follow-up |
| No-show | Appointment no-show | Notification + follow-up sequence |
| Google Review | Appointment completed | 3-touch sequence: Day 1, Day 7, Day 30 (SMS + Email) |
Not just translation — culturally authentic conversations in each language. Regional expressions, natural pacing, and tone that feels local whether the caller speaks English, Spanish, French, or any other language.
Voice transcription fragments digit sequences — numbers become partial digits across multiple utterances. Standard collection methods fail consistently.
Vapi's built-in GHL integration returned OAuth errors and was unreliable. The native connection was unusable for production.
When the AI called multiple tools back-to-back (create contact → check availability), it would stutter or fire them simultaneously, confusing the conversation.
I build production-grade voice AI agents integrated with GoHighLevel, Vapi, and your existing CRM. From prompt engineering to workflow automation — end-to-end delivery.
💬 Hire Me on Contra 📧 jaco@leongael.xyz