Rep360 AI – AI Bot Integration for GHL Workflows That Automates Sales Conversations
Project Overview
Rep360 AI is a fully custom, AI-powered SaaS platform built by Orbilon Technologies for Jorge Padilla, Founder of Rep360. The platform delivers seamless AI bot integration for GHL workflows, enabling sales teams to automate lead follow-ups, book appointments, and extract critical conversation data — all without lifting a finger.
Built on top of OpenAI’s GPT-4o model and deeply integrated with GoHighLevel (GHL), Rep360 AI gives businesses a human-like AI sales representative that communicates with leads over SMS or email — and intelligently handles responses, bookings, and issue tracking in real time.
Issue We Addressed
Sales reps waste massive amounts of time chasing leads, manually scheduling meetings, and figuring out customers’ problems. When there is no automation, the response is slow, some opportunities are missed, and the communication quality becomes inconsistent.
The client of Rep360, Renewal by Andersen, was looking for an intelligent method of reactivating the post-installation customers, collecting feedback, recording problems, and arranging follow-up appointments, up appointments all done automatically and at scale.
Our Solution: AI Bot Integration for GHL Workflows
Orbilon Technologies designed and developed Rep360 AI — an agentive AI platform that connects AI-driven bots with GHL’s workflow automation engine. Here is how it works step by step:
Step 1 — Workflow Trigger
A GHL admin configures a workflow with a Bot ID generated inside their Rep360 account. When the workflow fires against a selected lead (via SMS or email), a webhook is triggered on the Rep360 server, passing the WorkflowId, BotId, and full lead data.
Step 2 — OpenAI Thread Creation
Rep360 creates a new thread inside an OpenAI Assistant and constructs a rich prompt using the bot’s knowledge database (FAQs), scripts, booking conditions, follow-up instructions, and data extraction rules. OpenAI’s selected model generates a personalised message that is delivered to the lead via GHL.
Step 3 — Contextual Conversation Handling
When the lead replies, Rep360 is called again via webhook. Since the OpenAI thread retains full conversation history, the AI understands context and generates the appropriate follow-up response automatically.
Step 4 — Smart Data Extraction
As the conversation progresses, Rep360 evaluates defined conditions — such as whether the customer mentioned an unresolved issue — and extracts structured data using the OpenAI model. This data is saved as tags on the lead inside GHL, which can trigger additional workflows automatically.
Example Variable — “Issue”: Set to True if the client spontaneously reports a current, unresolved problem with their units, without bot prompting. Set to False if the issue is prompted, past, resolved, or not mentioned.
Step 5 — Appointment Booking
If a booking condition is met (for example, the customer expresses interest in a new product or consultation), Rep360 reads the agent’s GHL calendar availability and offers the lead three available time slots in their local timezone. Once confirmed, the appointment is added directly to the GHL calendar.
Step 6 — Follow-Ups & Active Hours
Automated follow-up messages are scheduled based on user-defined conditions. For example, if a lead goes silent for 7 days, a personalised follow-up message is sent automatically during the bot’s active hours (configurable per bot, e.g., 7:00 AM – 9:00 AM PST).
Step 7 — Stopping Conditions
The bot intelligently stops itself when defined conditions are met — for example, when a customer clearly states they are not interested or has already made a purchase — preventing unnecessary or unwanted outreach.
Key Features Built
- Custom AI Bots with names, GPT model selection, base instructions, and response delay (1–300 seconds for human-like timing).
- Knowledge Database / FAQ Engine — FAQs fed directly into OpenAI prompts for context-aware replies.
- Multi-step Booking System — calendar availability reading, timezone handling, and appointment creation in GHL.
- Smart Data Extraction — variable conditions evaluated and values written as lead tags in GHL.
- Automated Follow-Ups — configurable timing, instructions, and active hours per bot.
- Stopping Conditions — bot halts automatically when conversion or disqualification criteria are met.
- GHL Custom Action — purpose-built GHL marketplace action connecting Rep360 to any workflow with just a Bot ID and channel selection.
- Conversation Dashboard — real-time view of all lead conversations happening across all active bots
Tech Stack
| Layer | Technology |
|---|---|
| AI Model | OpenAI GPT-4o |
| CRM Integration | GoHighLevel (GHL) |
| Communication | SMS, Email (via GHL channels) |
| Automation Trigger | GHL Custom Webhook Action |
| Backend | Custom REST API + Webhook Endpoints |
| Platform | Web App + Mobile Compatible |
| Bot Platform | Rep360.ai |
The Challenges We Overcame
This was one of the most technically demanding projects in Orbilon’s history. To work correctly, the system had to succeed across many parallel requirements simultaneously.
- GHL API Instability: GHL continuously updates its APIs and infrastructure during development. Working features broke multiple times without any changes on our side. Our team had to build resilient, adaptable integrations that handled breaking changes gracefully.
- Bidirectional Data Flow: Passing data reliably TO and FROM GHL required careful engineering — from reading calendar availability and presenting timezone-adjusted booking slots, to writing extracted variable values back to leads as tags.
- Missing “From” Number API: At the time of development, GHL did not expose a direct way to fetch the sender’s phone number. We engineered an alternative routing solution via the Rep360 admin screen to resolve this.
- Accurate Variable Identification: The most critical benchmark of the platform was whether OpenAI could correctly evaluate complex, descriptive variable conditions and return precise, structured values. For example, extracting a follow-up date in MM-DD-YYYY format from a natural conversation — or defaulting to 6 months from the conversation date when the customer gave a vague timeframe like “in a few months.”
- Human-like Response Timing: The randomized response delay feature (1–300 seconds) required careful implementation to feel natural without causing GHL timeout issues.
Results & Client Feedback
Here’s what the client said about working with us on this:
Rep360 AI achieved a 5.0 / 5.0 rating on Clutch across Quality, Schedule, Cost, and Willingness to Refer.
The Clutch review summary noted that Orbilon Technologies delivered quality development that outperformed the client’s original solution expectations, delivering on schedule and providing valuable guidance throughout the project.
Here’s the feedback from the customer on this project. See customer feedback.
About This Project
| Detail | Info |
|---|---|
| Client | Jorge Padilla — Founder, Rep360 |
| Industry | SaaS / AI Automation / Sales Technology |
| Services Delivered | AI Development, SaaS Product Development, GHL Integration, Agentive AI App |
| Platform | Web App + Mobile Compatible |
| Live Product | rep360.ai |
| Timeline | October 2024 |
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