GoHighLevel + Kixie Pilot Build (3 Agents) — Proposal

Prepared for

Nexus Enterprise Solutions

Prepared by

Automate Your Biz AI

Project

Outbound Calling Pilot

Date

02/25/2026

Executive Summary

Nexus Enterprise Solutions is rolling out a modern outbound calling stack for a US insurance call center that currently runs on an "agent-proof" legacy CRM (click → dial → disposition → next call).

This proposal covers a pilot implementation for 3 agents using GoHighLevel (CRM) + Kixie (power dialer + power lists + compliance controls + webhooks).

Current Situation

What's broken today

  • Legacy CRM is restrictive and blocks modernization.

  • Call center needs a plug-and-play agent workflow (minimal tabs, minimal clicks).

  • Nexus needs future-ready data (dispositions + call activity tied to lead identifiers), but MVP priority is speed: get the call center off the old system and prove outbound calling simplicity using GHL & Kixie.

What must be true in the pilot

  • Agents can dial continuously with minimal friction.

  • Outcomes/dispositions are captured every call (no missing states).

  • Calling respects local-time rules (TCPA-style windows).

  • Call history + notes sync back into GHL.

  • Lead identifier is carried end-to-end for future post-pilot Nexus intelligence.

Pilot Scope (3 Agents)

Pilot Duration


~2–4 weeks (may extend slightly based on stakeholder feedback / "unknown requirements" discovered during use)

Systems in Pilot


  • GoHighLevel = Source of truth (contacts, assignment, pipeline, workflows)
  • Kixie = Dialing UI + power lists + priorities + dispositions + reporting
  • Slack = Pilot comms + fast iteration loop

MVP Focus


  • Outbound Calling (primary)
  • Dispositions + outcomes captured
  • Minimal pipeline + automation necessary to run pilot
  • Nexus attribution capture enabled (lead_id required), but advanced analytics are not required during pilot

AYB AI TESTIMONIALS

HEAR WHAT OTHERS ARE SAYING…

Norton IB,
United Kingdom.

INSURANCE INDUSTRY

BEN WHITE - HEAD OF OPERATIONS

It's been a pleasure working with AYB AI. We had already started looking into how AI can improve productivity & performance and their solution certainly did both of those things.

We have been able to integrate their voice agent in to our lead chasing which has had a huge positive effect. Getting our prospects to answer the phone was our biggest issue (even when they request call backs on our website).

After introducing the voice sales agent, our contact rate has improved from 40% to over 60% - which has exceeded our hopes and targets!

⭐⭐⭐⭐⭐

Advocate Rights Center,
Dallas, Texas.

LEGAL INDUSTRY

ROBERT WILSON - FOUNDER

It’s been a great pleasure working with AYB AI.

They are very knowledgeable and experienced in AI-generated communications.

We consider AYB AI to be a valued & trusted partner.

⭐⭐⭐⭐⭐

Preferred Fertility Concierge,
Atlanta, Georgia.

HEALTHCARE INDUSTRY

TAKERA MITCHELL - FOUNDER

AYB AI exceeded my every expectation and went above and beyond to come up with a solution for my somewhat complex request.

Not only was the service thorough and timely but the customer service was superb.

AYB ensured my needs were understood and followed up with me consistently throughout the entire process.

I highly recommend AYB for any of your automation needs!

⭐⭐⭐⭐⭐

Blip Payments,
Ireland.

FINANCIAL SERVICES INDUSTRY

HUGO URIEN - FOUNDER

Working with AYB AI has been the definition of tailored professionalism. They have had a personal touch from day one and are very quick to respond and make changes as needed.

AYB AI developed several solutions for us that have helped our business become more systematic and efficient.

They take the time to really understand the goal and offer solutions to get there.

I plan to continue to work with AYB AI and would recommend them to anyone who is looking to optimize systems in their business.

⭐⭐⭐⭐⭐

Confirmed Kixie Capabilities

Agent Experience (Plug-and-Play)

  • Agents dial from Kixie Power Lists (power dialer workflow).
  • Agents can keep multiple lists selected and Kixie automatically dials from the highest available priority.
  • Agent sees key lead fields directly inside Kixie; can open the GHL contact record link only if needed.

Priorities & Queue Logic

  • Kixie provides 5 priority tiers: Highest / High / Medium / Low / Lowest.
  • If multiple lists share the same priority, Kixie round-robins across them.

Compliance Controls (Calling)

  • Campaign/power-list settings can enforce local-time calling windows.
  • Out-of-window contacts are skipped until eligible (no manual agent judgment required).
  • Attempt controls: daily attempts, spacing between attempts, total attempt limits.

"Call Me Back Later" / Deferment Behavior

  • Kixie supports Do Not Call Sooner Than to defer a lead until a specific time is reached.
  • This solves "don't call before X" and "call back after 2 hours" style logic where "any time after" is acceptable (not an exact scheduled dial).

Notes, Outcomes, Recordings → GHL

Call activities, notes, outcomes, and recordings sync back to the GHL contact record.

Webhooks for Automation + Future Nexus Data Tracking

End-call webhook includes: attempt count, last attempted datetime, retry-after / deferment datetime. Disposition webhooks can trigger GHL workflows for stage updates, suppress/remove logic, and future routing to Nexus endpoints.

Solution Architecture (Pilot)

1

Lead ingestion

Real-time lead enters system

2

Contact creation

Created as GHL contact

3

Minimal schema set

Name, phone, state/timezone, IDs

4

Round-robin assignment

Assigned to 1 of 3 pilot agents

5

Added to Kixie list

Highest or Standard priority

6

Agent dialing

Dial from Kixie; disposition & notes

7

GHL sync & webhooks

Webhooks update GHL and forward

This architecture ensures every lead flows from ingestion through assignment, dialing, and disposition capture — with all activity synced back to GHL and future-ready webhook payloads available for Nexus intelligence.

What We Will Build (Deliverables)

1

GoHighLevel Pilot Environment

Create/confirm a dedicated pilot location/sub-account. Create 3 pilot users + permissioning.

Minimal pipeline build for MVP (lightweight, expandable).

MVP pipeline stages (initial draft): New (Not Contacted) → Contacted (At Least Once) → Hot / Working → Dead / Bad / DNC. (Stages will be finalized with Nexus/call center manager.)

2

Lead Ingestion + Assignment

Configure real-time lead creation path (current integration method maintained).

Add reliable segmentation mechanism for workflows (tags/fields).

Implement round-robin assignment for 3 agents. Lead schema will include lead_id + optional internal campaign id.

3

Kixie Integration + Power Lists

Connect Kixie to GHL.

Configure Power Lists for MVP: Highest Priority: "Deferred / Callback Eligible" and Standard: "Dial Queue".

Configure list priorities and round-robin behavior if multiple lists exist later.

4

Calling Rules (Compliance + Attempt Logic)

Set local-time calling windows (initial defaults; adjustable).

Configure attempt spacing + daily attempt cap + total attempt cap.

Configure "Do Not Call Sooner Than" behavior for "Call me back in 2 hours" and leads that become eligible after a restricted window.

5

Dispositions + Workflow Triggers

Implement pilot dispositions (Jake indicated ~8).

Configure Kixie disposition webhooks → GHL workflows.

MVP workflow behaviors: update pipeline stage based on disposition, set/clear deferment fields when needed, suppress logic for "do not call" / wrong number / bad number, and consent window expiry (90-day trusted form limit).

6

Custom Field Mapping for Agent View

Map required fields into Kixie (max 6): lead_id (required), internal_campaign_id (required), additional fields needed for agent talking points (pilot-defined).

Confirm fields are view-only to prevent data corruption.

7

Reporting Setup

Confirm which Kixie dashboard reports matter for pilot: calls per agent, dispositions/outcomes, connect rate, talk time.

Optional: Scheduled report email to stakeholders.

8

Training + Pilot Support

60 min admin walkthrough (with Nexus).

60–90 min onboarding training for 3 pilot agents (GHL + dialing workflow + dispositions + notes).

Slack support channel for pilot iteration with Nexus + 3 agents.

Pilot Success Criteria (What "Good" Looks Like)

We will review success at the end of the pilot using:

95%

Data Completeness

≥ 95% of calls have a disposition selected

0

Compliance Violations

0 calls placed outside allowed local-time windows (auditable)

3

Agents Adopted

Pilot agents run dialing through Kixie for daily outbound workflow

Operational Throughput

Agents can dial continuously without tab-switching or manual data entry

Identifier Integrity

lead_id present in GHL and carried through Kixie/webhook events for future post-pilot Nexus intelligence

Implementation Overview & Timeline

1

Phase 1 — Access + Kickoff (Day 1)

  • Confirm GHL location access
  • Confirm Kixie admin access / trial enabled
  • Confirm lead schema (lead_id required)
  • Confirm pilot users + assignment method
2

Phase 2 — Build (Days 2–3)

  • GHL pipeline + users + fields
  • Lead assignment + list routing
  • Kixie integration + power lists + calling windows
  • Dispositions + core workflows + webhook wiring
3

Phase 3 — QA + Go-Live (Days 4-5)

  • Test lead ingestion → assignment → Kixie lists
  • Test "Do Not Call Sooner Than" logic
  • Test dispositions → workflow updates → GHL logging
  • Agent dry run + training
4

Phase 4 — Pilot Run (2-4 Weeks)

  • Daily monitoring + adjustments
  • Slack support
  • End-of-pilot review + rollout recommendation

Out of Scope During Pilot

The following items are explicitly excluded from the pilot build and will be deferred to V2:

Infrastructure & Scale

  • Full 100-agent onboarding
  • Consolidated reporting
  • Adding ~20 Kixie dispositions
  • A2P registrations
  • White-labeling GHL
  • Integrating domains with dedicated IP's for sending emails
  • Onboarding SOP's for new agents
  • Advanced Kixie capabilities utilizing multiple campaigns & priorities
  • Allowing agents to keep multiple lists selected and Kixie automatically dials from the highest available priority.

Automation & Compliance

  • SMS automations
  • Automation to email reps when an assigned lead replies via SMS or email
  • SMS compliance-by-state enforcement for manual agent texting
  • AI to analyze SMS intent, auto-opting out leads when required
  • Posting disposition events back to Nexus
  • Lead pooling after 3 days of single assignment
  • AI-controlled dialing or AI auto-reply (future phase; not required for MVP)

Assumptions & Dependencies

Nexus Provides Access To:

  • GHL admin for the pilot location
  • Kixie admin/trial
  • Lead schema + confirmation of lead_id format

Call Center Will Provide:

  • Pilot agent list (3 users)
  • Disposition list (~8)
  • Initial calling window rules (local-time ranges)

Scope Boundary

Pilot scope remains focused on calling-first MVP; advanced features are deferred unless requested.

Risks & Mitigations

Risk: "Unknown requirements" appear mid-pilot

Mitigation: Run changes through a lightweight change-control backlog and prioritize only items required for pilot success.

Risk: SMS compliance complexity expands scope

Mitigation: Calling-first pilot; we'll document SMS strategy options as a post-pilot enhancement.

Risk: Stakeholder priority shifts ("shiny object syndrome")

Mitigation: Keep pilot build lean, deliver quickly, and create a clear end-of-pilot decision checkpoint.

Support During Pilot

Primary Comms: Slack

All pilot communications, fast-turnaround requests, and iteration feedback will flow through a dedicated Slack channel with Nexus + 3 agents.

Weekly Checkpoint Call (optional)

Optional weekly sync to review progress, surface blockers, and align on any adjustments needed during the pilot run.

Fast-Turnaround Workflow Edits

Fast-turnaround workflow edits during pilot where reasonable (MVP-aligned).

Pricing

Pilot Setup Fee

$2,495

Pilot Support (First 2 Weeks - Out of scope work not included)

$1,195

Optional Add-Ons (Post-Pilot)

SMS Compliance Hardening

Timezone/state-aware SMS compliance enforcement

Nexus Data Pipeline

Webhook ingestion + storage + reporting

100-Agent Rollout Playbook

Templated scaling plan for full deployment

Next Steps

Confirm Pilot Agents + Admin Access

Confirm pilot agents (3) + admin access (GHL + Kixie)

Confirm Disposition List + Pipeline Stages

Confirm disposition list (~8) + pipeline stages

Confirm Lead Fields

Confirm lead fields (lead_id required; internal_campaign_id optional; up to 6 mapped into Kixie)

Kickoff Call Scheduled

Kickoff call scheduled with Nexus and Automate Your Biz AI

Build Starts Immediately

Build starts immediately after access is granted