Agency View, Add Sub-Account, apply B2C snapshot. Pre-loads pipeline, calendar, automations.

7 stages: New Lead, Contacted, Intake Sent, Consultation Booked, Complete, Signed, Lost. Custom fields: lead source, case type, case value.

Automation trigger: Missed Call. SMS within 60 seconds. Test with your own number first.

Conversations, AI Settings, configure with firm name, practice areas, FAQs. Test 5 scenarios: inquiry, price, case type, out of hours, booking.

Create Consultation Calendar, set availability, embed in AI receptionist and text-back, test booking end to end.

GHL live, CRM built, text-back active, AI receptionist tested, calendar connected. Include screenshots.

Day 0: SMS+Email. Day 1: SMS. Day 2: Email. Day 3: SMS. Day 5: Email. Day 7: Final SMS. Stops when lead books or responds.

4 qualifying questions. Tag Hot/Warm/Cold. Hot leads get instant booking prompt.

Booking step at Day 1 with confirmation and reminder SMS. Connect phone to GHL call tracking. Enable recording.

Submit lead, AI responds under 30s, follow-up fires, lead qualified, booking link sent, test booking, confirmation fires, lead in CRM. All 8 must pass.

Objective: Leads. Ad Set 1 broad, Ad Set 2 retargeting. Budget 70/30. Start $50/day. Build funnel from B2C template connected to CRM.

Hook + body + CTA. Test all 3 at launch. Kill bottom performer after 7 days. Monitor hourly 48hrs: CPM under $15, CTR above 1.5%.

CPL on target: increase budget max 20% per week. CPL below target: double and expand to lookalikes. Kill bottom creative after 7 days.

CRM review, call analyzer, weekly Slack update to every client with leads, consults, signed, spend, CPL, what was optimized.

Do not proceed until both are confirmed. If the agreement is missing, send it immediately and follow up within the hour.

The intake form replaces the kickoff call. It collects everything needed to build: (1) business name exactly as they answer the phone, (2) business phone number to forward, (3) hours of operation + emergency/after-hours policy, (4) service areas — cities or zip codes, (5) services offered, (6) top 5 questions new callers ask, (7) pricing policy — estimates on the phone or tech-first?, (8) emergency callback time promise. Message: "Fill this out and we'll have your AI receptionist live within 48 hours."

Add client immediately. This is where all updates, screenshots, go-live confirmation, and weekly pulses happen.

Agency View > Add Sub-Account > apply B2C snapshot. Do this now — do not wait for the intake form to come back.

Folder: [Business Name] — HVAC/Plumbing. Subfolders: Onboarding / Call Logs / Monthly Reports / Loom Recordings. Tracker tab: set start date, MRR $297, setup fee $997.

Missing fields = message client in Slack now. Do not build on incomplete information. You will have to redo it.

Voice: professional, friendly, local-sounding. Greeting matches exactly how they said they answer the phone. Name: use something natural — "Hi, this is Jordan from [Business Name], how can I help you today?" Never robotic.

Load: business name, hours, after-hours policy, service areas, all services offered, pricing policy, emergency callback promise, FAQ answers. The AI must be able to answer every common caller question without escalating.

Flow 1 — Service request: collect name, address, issue, urgency, offer booking. Flow 2 — Pricing inquiry: respond per client pricing policy, offer to book estimate. Flow 3 — After-hours emergency: acknowledge urgency, collect name and number, confirm callback time per client policy. Flow 4 — Existing customer follow-up: take message, confirm callback time.

Trigger: missed call. Message: "Hi, this is [Business Name] — sorry we missed you! Reply here or book online: [link]." Short. Test with your own number before moving on.

Test with a live call to your own number. Contact must appear in GHL with name, number, and call summary within 60 seconds of the call ending.

Set days, hours, and duration per what client submitted. Connect to VAPI booking flow. Test a full end-to-end booking before QC.

You must hear it before QC. Fix anything that sounds robotic, gives wrong information, or doesn't flow naturally. This is your last chance to catch problems before the formal test.

Call in for AC repair. Confirm AI collects name, address, issue, urgency, and offers to book an appointment.

Ask about furnace tune-up cost. Confirm AI responds correctly per client pricing policy — no freelancing.

Call outside business hours reporting a burst pipe. Confirm AI treats it as urgent, collects name and number, and gives the callback time promise from the intake form.

Caller from outside the service area. Confirm AI declines gracefully without booking a bad lead.

Intentionally miss a call. Confirm SMS arrives within 60 seconds with the correct business name and booking link.

Complete a full booking through the AI. Confirm appointment appears in GHL calendar and confirmation SMS fires to the caller.

Format: "Your AI receptionist is built and tested — here's a 2-minute video of it handling a real call. To go live, enable call forwarding to [VAPI number]. Instructions for your phone system are below. Takes under 2 minutes. Reply when it's done and I'll confirm it's live from my end." Include carrier-specific steps: iPhone (*72 + number), Android (Phone app > Settings > Calls > Call Forwarding), Verizon/AT&T landline (*72 + number), and their specific system if known from intake form.

Call the business number the moment they say it's done. VAPI must answer. If it doesn't, troubleshoot call forwarding with the client in real time in Slack. Do not mark go-live until you have personally heard VAPI answer the business number.

Cover: how the AI sounds on a real call, where calls and contacts log in GHL, how to view the booking calendar, what the missed call text-back looks like, how to reach you if hours or FAQs need updating.

Confirm: system is live, what happens when a call comes in, what to expect in week 1, when they will get their first weekly update.

Flag any month where volume is significantly lower than prior month — likely means call forwarding broke. Investigate before sending the report.

Flag: wrong information given, missed booking opportunities, callers who sounded frustrated or hung up early. Fix any prompt issues found. Flag anything significant to Account Lead.

If it fails, fix it before sending the report. Never send a monthly report without verifying the system is working.

Move anything stuck. Add a note. Flag any contact with repeat calls and no resolution to Account Lead.

Emergency call, large install, or job that would have been lost without the AI. This is your retention story. One call at $500–$2,000+ covers the full year.

Include: calls answered, bookings created, missed call text-backs sent, estimated revenue recovered, highlight call. Lead with the ROI number. Make it impossible to question the value.

referral.avalancheacquisitions.com — add as a natural PS, not a hard ask.

30 seconds. Catches the #1 failure mode: client accidentally disabling call forwarding. If it doesn't answer, fix before doing anything else this week.

Flag any contact with no activity after 48 hours.

Calls this week, any notable jobs booked. 2–3 sentences. Keeps them feeling the value every week, not just on billing day.

At-risk: no calls in 5+ days (forwarding issue?), client complaining, payment late, client asking to cancel.

[Client Firm Name] > Intake Outputs / Document Library / Monthly Reports / Loom Videos. Need from client: firm name spelled correctly.

Copy template tab exactly. Rename to firm name. Set starting date. Do not skip this — the tracker is how we measure results.

Subpages: Onboarding Notes / Prompt Library / Template Briefs / Client Requests. This is where all builds live.

Alerts deliver to shared monitoring Gmail inbox. Need from client: which case types they handle — removal, asylum, DACA, family, detention.

Subscribe at uscis.gov/newsroom using the shared monitoring email. Confirm subscription email received.

Do NOT send to client. Account Lead sends it. Kit includes: what to expect, Slack invite, kickoff call details.

Format: imm-[firmname]. Account Lead creates it. Confirm access and ability to post.

Need from client: top 3 case types, monthly case volume, current intake process, paralegal name, billing rate, preferred tone, any existing templates.

Questions must match their top case types. Include: client name, contact, case type, country of origin, current status, urgency, how they heard about the firm. Send preview to Account Lead before going live.

Test with fictional submission. Screenshot the output. Confirm file appears in correct Google Drive folder. Send screenshot to Account Lead.

Output must include: client name, case type, key facts, urgency, recommended next steps. If output is messy, fix the prompt before proceeding. Never move forward with a bad output.

Submit a test entry. Confirm case summary appears in Google Drive within 60 seconds. Screenshot and send to Account Lead.

(1) Hardship letter, (2) Removal defense outline, (3) Asylum declaration, (4) DACA renewal letter, (5) Motion to reopen outline, (6) Hardship letter in Spanish. Need: 2-3 sample docs from the firm — pull tone and structure only.

Read the full output. Does it sound like a professional legal document? If not, fix the prompt before moving on. Screenshot each output.

Paralegal enters case type. AI outputs the specific document checklist for that client. Need: what documents they typically request for removal, asylum, and DACA.

Paralegal pastes transcript or rough notes. AI outputs structured case notes with key facts, action items, next steps. Test with a fictional 10-minute consultation transcript.

Test with 3 message types: formal hearing reminder, document request, case status update. Confirm Spanish is professional — not robotic. Need: formal (usted) or informal (tu) preference.

Test each Spanish template with fictional Spanish-language case data. Output must read naturally — not word-for-word translated English.

System prompt: firm name, practice areas, tone guidelines, case types, geographic focus, language to avoid. Need: firm bio or About Us page for tone reference.

Need: their Calendly link or preferred booking tool, attorney availability, confirmation that SMS fires on booking and 24 hours before.

SMS fires within 60 seconds of a missed call. Test with a real phone number. Confirm SMS received and booking link works. Need: business phone number to connect to Twilio.

Message 1 at 30 min after missed appointment. Message 2 at 24 hours. Message 3 at 48 hours. Each offers to reschedule with booking link. Test end-to-end.

Messages: appointment confirmation, 24-hour reminder, document request, status update, case summary ready. Need: preferred sign-off name and any language restrictions.

Settings: firm name, practice areas, hours, booking flow, top 5 FAQs. Test 5 scenarios in BOTH languages. All 5 must pass. Confirm Spanish sounds natural and professional — not robotic. Need: firm name as they answer the phone, hours, top 5 FAQs, booking link. Use Bland.ai only — not Vapi.

Website inquiry fires SMS + email within 60 seconds. Qualifies case type. Sends booking link. Test: submit inquiry, confirm SMS received under 60 seconds. Need: website contact form URL, how leads currently come in.

Input: case facts, judge, hearing date, case type. Output: argument outline, likely ICE objections, client prep questions, doc checklist. Test with 3 fictional hearings. Need: top 5 judges they appear before and notes on how they rule.

Input: country of origin + persecution type. Output: country conditions summary, argument points, key sources. Test with 3 different countries. Need: top 3 countries of origin for their asylum cases.

Input: case facts + motion type. Output: structured outline with argument headings and key points. Test with 2 motion types. Need: 1-2 motions they have won — pull structure only, do not copy content.

Check shared inbox. Confirm alerts arriving. Log confirmation date in tracker.

Add a row. Confirm all columns populated. This is how we never miss a client.

Duplicate master template. Rename: [Client Name] Monthly Report Template. Add firm logo if provided.

Covers: how to use each AI tool, how to request Slack support, escalation rules. Not a generic template — references their actual tools. Deliver as Google Doc link.

If approaching Day 10 and not live, flag to Account Lead immediately. Do not let the guarantee slip without Account Lead knowing.

Configure: case status page, document upload section, AI FAQ bot trained on top 10 client questions. Test client login flow end-to-end. Need: firm logo, primary brand color, portal header name.

Build Claude prompt using TRAC Immigration data. For each judge: approval rates, ruling patterns, what arguments land, what to avoid. Test with minimum 3 judges. Need: list of judges they have appeared before in the last 12 months.

Collect 3-5 winning motions. Analyze: argument structure, opening patterns, citation style, tone. Build Claude prompt using these patterns. Test with 2 motion types using fictional cases. Need: 3-5 motions they consider their best work + written consent.

Check Slack for written approval on every layer. Do not proceed to training without all approvals confirmed.

Account Lead runs the call. Handle technical questions. Bring test outputs to show in real time.

Cover: intake form demo, each document template, checklist generator, translator, missed call text-back, how to request Slack support. Conversational tone.

Account Lead sends the full handoff package to the client. You do not send it directly.

Attorney or paralegal confirms in Slack. This is the go-live milestone. Log the date immediately.

Hours saved = AI docs generated x 1.5hrs. Dollar value = hours saved x $200.

This month: templates built, policy alerts actioned, support completed. Next month: next template from build queue, any planned improvements.

Note anything generic, drifting from the firm voice, or containing errors. List specific issues. Fix prompts only after testing with a fictional case.

Growth and Scale: 1 template. Scale Plus: 3 templates. Add to Prompt Library only after Account Lead approval.

Do NOT send to client without Account Lead written approval. Post to Account Lead only.

Flag any failed calls, confused responses, or missed bookings to Account Lead with specific call timestamp. Review SDR Make.com run history — confirm all leads got 60-second response.

30-minute call agenda for Account Lead: what worked, what to expand, new tools, next quarter template queue. Account Lead runs the call.

Agenda: last month performance, what is working, expansion opportunities, next month template preview. Account Lead runs the call.

Update judge briefings if significant new rulings noted. Flag to Account Lead before updating.

Pull 10-15 real outputs. Compare against ideal. Identify drift. Update prompts. Test every change. Account Lead approves all changes before going live.