Brian’s Zapier Pipeline Custom (6hrs)

1. Webhook fires → Zapier catches Smrtphone event (15 min)

set up smrtphone webhook for ai tools, call initiated, called recieved

1. Add timestamp → Formatter adds current time to webhook data (20 min)
2. Extract & structure → Python code extracts phone number and builds JSON (30 min)
3. Store in Zapier Tables → Find or create record by phone_number (20 min)
4. Append event → Add new call event to contact’s event history (20 min)
5. Update stats → Increment counters (total_calls, answered_calls, etc.) (20 min)

Phase 2: AI Analysis & GHL Sync (runs every hour on schedule)

1. Scheduled trigger → Fires every 1 hour (30 min)
2. Fetch all contacts → Read from Zapier Tables (no external API needed) (15 min)
3. AI analyzes each contact → Reviews call_events JSON and makes qualification decision (30 min)
4. AI generates GHL payload → Creates JSON with status/stage updates (30 min)
5. Filter changed statuses → Only proceed if AI made a decision (30 min)
6. Update GHL → Send AI’s JSON payload to Go High Level API (30 min)
7. Update Tables → Confirm mark contact as synced with new status (20 min)

Phase 3: Cleanup (runs weekly/monthly)

1. Scheduled cleanup → Deletes records older than 30 days (20 min)