Build an AI-powered CRM Executive Assistant inside GoHighLevel that connects CRM data (contacts, opportunities, pipeline, calendar, tasks) with an AI layer (OpenAI or Claude) and delivers insights via WhatsApp.

The system must support:

Daily automated executive CRM reports (8:00 AM)

Weekly executive reports (Monday 8:00 AM)

On-demand WhatsApp commands

AI-powered lead intelligence summaries

Calendar + pipeline + CRM analysis

Strict security (only owner WhatsApp number allowed)

🎯 Primary Goal

Enable the business owner to interact with GoHighLevel CRM using WhatsApp like:

“Daily report”

“Show me John Smith”

“What appointments do I have today?”

“Who are my hottest leads?”

“What’s happening in my CRM?”

The AI must respond using live CRM data + structured executive summaries.

⚙️ SYSTEM REQUIREMENTS

Workflow A: WhatsApp AI Gateway

Trigger:

Incoming WhatsApp message

Steps:

Verify sender phone = authorized owner number

Send message to webhook (AI backend)

Return AI response to WhatsApp

Log request + response

Workflow B: Daily CRM Report (8:00 AM)

Trigger:

Scheduled daily 8:00 AM

Actions:

Fetch CRM data:

Contacts

Opportunities

Appointments (today + week)

Tasks due today

New leads (24h)

Send data to AI engine

Output formatted executive report to WhatsApp

Workflow C: Weekly Executive Report (Monday 8:00 AM)

Trigger:

Weekly schedule

Include:

Leads generated

Appointments booked

Deals won/lost

Conversion rate

Pipeline breakdown

Revenue summary

AI insights + recommendations

Workflow D: CRM Health Monitor (Optional but recommended)

Trigger:

Every 4–6 hours

Detect:

Stale leads (>7 days no activity)

Stuck opportunities

Missed follow-ups

No-show appointments

🔌 2. GoHighLevel API Requirements

Must integrate with:

Contacts API

GET /contacts

GET /contacts/search

Used for:

Lead counts

Lead lookup

Lead source tracking

Opportunities API

GET /opportunities

GET /opportunities/search

Used for:

Pipeline stage analysis

Revenue forecasting

Won/lost tracking

Calendar API

GET /calendars/events

Used for:

Daily schedule

Weekly schedule

Appointment tracking

Tasks API

GET /tasks

Used for:

Tasks due today

Overdue tasks

🧠 3. AI ENGINE REQUIREMENTS

AI Provider:

OpenAI GPT-4.1 or Claude Sonnet

AI Responsibilities:

The AI must:

Interpret natural language WhatsApp messages

Classify intent:

DAILY_REPORT

LEAD_LOOKUP

PIPELINE_ANALYSIS

CALENDAR_QUERY

TASK_QUERY

GENERAL_CRM_QUERY

Query CRM data via API

Summarize results into executive format

Never hallucinate missing CRM data

AI System Prompt:

Must behave as “CRM Executive Assistant”

Must be concise

Must be structured

Must prioritize revenue, urgency, and follow-ups

Must maintain conversation context

👤 4. WHATSAPP REQUIREMENTS

Channel:

GoHighLevel WhatsApp OR Twilio WhatsApp API

Rules:

Only respond to ONE authorized phone number

Ignore all other numbers

Maintain conversation context per user

Support follow-up questions

Example Commands:

“Daily Report”

“Lead Report”

“Appointments”

“Tell me about John Smith”

“Who are my hottest leads?”

“What needs follow-up?”

📊 5. RESPONSE FORMAT REQUIREMENTS

All AI outputs must follow:

Executive Format:

Clean headings

Bullet points

No long paragraphs

Focus on KPIs + actions

Example Output:

📊 DAILY CRM REPORT

Contacts: 2,814

New Leads (24h): 22

Appointments Today: 7

Pipeline Value: $148,000

⚠️ RISKS:

6 leads inactive > 5 days

2 deals stuck in proposal stage

🚀 ACTIONS:

Follow up John Smith today

Review stalled pipeline deals

👤 6. LEAD INTELLIGENCE FEATURE

When user asks:

“Tell me about John Smith”

System must return:

Contact details

Lead source

Pipeline stage

Opportunity value

Notes summary

Appointment history

Tasks

Last communication

AI close probability

Recommended next action

🔐 7. SECURITY REQUIREMENTS

Only allow one authorized WhatsApp number

Reject all other requests

Log all activity:

phone number

request

response

timestamp

🧾 8. LOGGING REQUIREMENTS

Store:

Message received

AI intent classification

CRM API calls

AI response

Errors

Execution time

⚠️ 9. ERROR HANDLING

No Data Found:

“No matching record found in CRM.”

API Failure:

“CRM temporarily unavailable, retrying...”

Unauthorized User:

Ignore request silently + log

🧱 10. CONVERSATION MEMORY

System must store:

Phone number

Last queries

Lead references

Context of conversation

Enable follow-ups like:

“What about him?”

“Show more details”

“And his tasks?”

🚀 11. DELIVERABLES

Developer must provide:

GoHighLevel workflow setup

Webhook AI middleware (Node.js or Python)

OpenAI/Claude prompt system

WhatsApp integration setup

CRM API integration

Logging database structure

Security layer implementation

Testing guide

🧩 OPTIONAL (BONUS FEATURES)

Lead scoring AI

Revenue forecasting

“Hottest leads” ranking

Missed opportunity alerts

Voice note WhatsApp replies

Deal closing recommendations