Description
Summary Vapi + GoHighLevel Specialist for Ongoing AI Voice Agent Fulfillment About Hello Lane Hello Lane is an AI receptionist service that helps businesses answer calls, capture leads, transfer callers, schedule appointments, respond to common questions, and automate follow-up. We are looking for an experienced Vapi and GoHighLevel specialist to complete our current system and handle ongoing customer fulfillment as new orders are received. We have already started building in Vapi and have an existing master AI assistant template. This is not a full build from scratch. Initial Project The selected freelancer will: * Review our current Vapi assistant and master template * Identify what is complete and what still needs to be configured * Improve the existing assistant where necessary * Connect Vapi with GoHighLevel * Configure APIs, webhooks, workflows, and automations * Ensure call details, lead information, and customer data are recorded correctly * Set up call transfers, lead capture, appointment scheduling, and automated follow-up * Create reusable Vapi templates and GoHighLevel workflows * Test the complete customer journey * Provide a brief handoff, documentation, or recorded walkthrough Usage Tracking and Overage Billing The system must also support customer usage tracking. Responsibilities include: * Track monthly AI call minutes for each customer * Assign the correct minute allowance based on the customer’s plan * Create alerts when customers approach or exceed their included minutes * Accurately identify and report overage usage * Connect usage information to GoHighLevel, Stripe, or another approved billing workflow when feasible * Test the tracking and overage process before launch Applicants should explain what Vapi can track directly and whether any additional tools are required. Ongoing Customer Fulfillment As new Hello Lane customers sign up, the freelancer will: * Review each customer’s onboarding information * Duplicate and customize the approved Vapi master template * Add business information, FAQs, greetings, and call-handling instructions * Configure phone numbers, forwarding, and transfers * Connect calendars and appointment scheduling when included * Configure the correct GoHighLevel workflows * Assign the proper monthly minute allowance * Confirm usage tracking is working * Test each assistant before launch * Make reasonable corrections when needed * Complete standard setups within approximately 3–5 business days Compensation Initial System Completion Fixed-price budget: $350–$500 Before work begins, the freelancer must review the existing system, explain what is already complete, identify what remains, and confirm the final scope and fixed price. The initial project may not exceed $500 without prior approval. Ongoing Customer Fulfillment Rates * Starter setup: $75 * Professional setup: $150 * Enterprise setup: starting at $350, depending on complexity These rates apply to standard setups using the completed templates and fulfillment process. Custom integrations or work outside the standard setup must be discussed and approved in advance. Required Experience * Strong hands-on experience with Vapi * Strong GoHighLevel experience * API and webhook integrations * CRM workflows and marketing automation * AI voice-agent configuration * Phone numbers, call routing, and transfers * Calendar and scheduling integrations * Usage tracking and reporting * Testing and troubleshooting * Ability to work independently * Clear communication and reliable turnaround times Experience with Twilio, Stripe, Make.com, Zapier, SaaS fulfillment, or white-label CRM systems is a plus. Application Questions Please include: 1. Examples of Vapi and GoHighLevel systems you have personally built 2. Confirmation that you can work from an existing Vapi master template 3. A brief explanation of how you would connect Vapi with GoHighLevel 4. How you would track customer call minutes and overage usage 5. Whether you agree to the listed ongoing fulfillment rates 6. Your estimated turnaround time for Starter and Professional setups 7. A Loom video, screenshots, or another example of relevant work Please apply only if you have direct experience with both Vapi and GoHighLevel. Recommended Upwork Settings Payment type: Fixed price Initial budget: $500 Project scope: Medium Duration: More than 6 months Experience level: Expert Location: Worldwide Contract-to-hire: No, not at this time