Probate Growth Operating System Development

Project Overview

We are building Phase 1 of the Probate Growth Operating System, a standardized infrastructure system for small probate law firms.

This build will be completed inside a sandbox GoHighLevel sub-account and must be clean, modular, and fully cloneable for deployment to multiple clients.

The objective is simplicity, clarity, and stability, not complexity. This is Version 1.0, focused on the foundational modules and two high-impact, low-effort add-ons.

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Platform

System must be built in:

GoHighLevel

Experience with pipelines, workflows, tags, forms, and snapshot-ready architecture is required.

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Phase 1 Scope – Core Modules + Add-Ons

1️⃣ Intake Infrastructure
• Create one pipeline: “Probate Cases”
• Pipeline stages: New Lead → Consult Scheduled → Retained → Closed → Lost
• Build linear intake form (Name, Phone, Email, Case Description)
• Missed call text-back automation
• Instant response workflow (SMS + email)
• Automatically create opportunity in pipeline under New Lead

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2️⃣ Conversion & Follow-Up Engine

Purpose: Turn leads into retained clients by ensuring consistent follow-up.

Components:
1. Consultation Reminders – Automatically remind clients of scheduled consultations via SMS and email to reduce no-shows.
2. Follow-Up for Unretained Leads – If a lead doesn’t book or attend a consultation, follow up automatically for 7–14 days.
3. Document Reminder Workflow – Remind clients to submit any required paperwork to avoid delays.
4. Status-Change Automation Triggers – Workflows fire automatically when opportunities move through pipeline stages (New Lead → Consult Scheduled → Retained → Closed).

Implementation Notes:
• Trigger → stage change or lead state
• Actions → send SMS/email or apply tags
• Keep workflows linear and simple
• Goal → consistent follow-up, higher retained cases, better organization

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3️⃣ Authority & Referral Engine
• Trigger when opportunity stage = Closed
• 3-message review request sequence
• Tag for review tracking: “Review Requested”
• Internal notification to staff/attorney

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4️⃣ Add-On: Appointment Confirmation Workflow
• Trigger → when opportunity moves to Consult Scheduled
• Actions → send 1 SMS and 1 email reminder
• Optional → include calendar link for rescheduling
• Linear workflow, easy to test and clone

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5️⃣ Add-On: Internal Notifications
• Trigger → when a new opportunity is created
• Actions → send SMS or email to attorney or staff alerting them of the new lead
• Simple one-step workflow

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Structural Requirements
• Clean, consistent naming conventions
• Minimal but necessary custom fields
• Organized and logical tag usage
• Modular structure for future Phase 2 modules
• Avoid unnecessary features or overengineering

Example Workflow Naming:
PGOS – Missed Call Response
PGOS – New Lead Intake
PGOS – Consultation Reminder
PGOS – Unretained Follow-Up
PGOS – Review Request
PGOS – Lead Source Tagging
PGOS – Appointment Confirmation
PGOS – Internal Notification

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Documentation Requirements

Full documentation is required:
1. System Overview – Architecture of pipelines, workflows, tags, forms
2. Workflow Documentation – Trigger conditions and actions for each workflow
3. Custom Fields & Tags Reference – Purpose and usage
4. Pipeline Explanation – How opportunities move through stages
5. Loom Walkthrough – End-to-end demonstration of the system (intake → follow-up → review request)

Documentation must allow someone unfamiliar with the system to understand and operate it easily.

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Deliverables
• Fully built system in GoHighLevel sandbox
• Clean and organized workflows, pipelines, tags, and custom fields
• Phase 1 core modules + Appointment Confirmation and Internal Notifications add-ons
• Complete documentation
• Loom walkthrough showing the system in action

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Ideal Freelancer
• Strong experience with GoHighLevel
• Understands CRM architecture and automation
• Can build systems cleanly, efficiently, and cloneably
• Prioritizes simplicity and organization over complexity