Prepared For
Shamar

Proposal For
New York Solar Program

Sunbase to GoHighLevel: Migration & Sales Automation Build
Prepared ForShamar Tucker
New York Solar Program
Prepared ByMatt Cruz
Modern Code Consulting
DateJuly 23, 2026

Hi Shamar,

Thanks for walking me through Sunbase, your sales process, and where things break down today. You were clear about the goal: GoHighLevel needs to do everything Sunbase currently does for you and more, with automation behind every step so nothing depends on someone remembering to update a file. This proposal lays out exactly how I'll get you there.

The Challenge

You run a tight acquisition operation, but every step between a booked appointment and a signed deal currently depends on a human remembering to act.

Problem 01
2,556 Opportunities in Limbo
Homeowners who scheduled an appointment that never completed keep accumulating, with no automated follow-up and no definitive answer on who is actually out.
Problem 02
Missed Appointments Vanish
Assessors call from personal cell phones and almost never update the CRM to reschedule, so a homeowner missed at 10 a.m. might not hear from you for a week.
Problem 03
Everything Runs on Manual Effort
Assessor selection, confirmation calls, proposal requests by email, and every customer touch are manual, and your CRM has no line into Enerflo or CallTools.

Our Solution

One CRM, with automation designed around how your team actually works, including assessors who will never pull over to open a laptop.

Solution 01
Activity-Based Auto-Reschedule
If nothing happens on a file within two hours of the appointment time, GoHighLevel flips it to reschedule and starts re-engagement the same day, exactly the mechanism we designed together on the call.
Solution 02
Automated Appointment Lifecycle
Booking texts, day-before and morning-of reminders, and confirmation messages to both the homeowner and the assessor, so your assessors finally know what their day looks like.
Solution 03
One Connected CRM
A staged, test-batch-first migration off Sunbase, an Enerflo-synced board so your back office sees install progress without logging in anywhere else, and CallTools dispositions and notes synced onto every contact.

Scope of Work

Phase 1: GHL Migration & Automation Build

Everything below is in scope, delivered iteratively: each automation is built, tested with you, and approved before I move to the next.

0 of 16 Delivered

Timeline

Four milestones matching the phased plan from our call: foundation first, then migration, then the automation backlog in order of value. Each automation is tested and approved before the next begins. The durations are deliberately conservative: work may finish sooner than these dates, but not later.

Skeleton Build5 business days

GoHighLevel mirrors Sunbase: fields, both pipelines, users and permissions, phone numbers, and A2P registration submitted.

Migration & Transition Sync5 business days

Test-batch migration verified with you, then the full run; two-way Sunbase sync live. At the two-week mark you have a fully tested mirror of Sunbase in GoHighLevel.

Core Automation Sprint10 business days

The highest-value backlog: the auto-reschedule engine, the assessor proposal button, appointment lifecycle comms, and disposition sequences. The system is in daily use by your team during this sprint.

Integrations, Backlog & Cutover15 business days

Assessor auto-assignment, Facebook lead intake, the Enerflo visibility sync, the CallTools sync, post-sale nurture, team training, and Sunbase decommission.

Potential Roadblocks

  • Sunbase export and API access quality determines the migration mechanics; I stage everything through a test batch before touching the full dataset either way.
  • Your team already works in Enerflo, and Enerflo's webhook system is built for sales orgs like yours to subscribe from your own account settings, so I expect the visibility sync to be straightforward. If your account tier limits API access, we may need one assist from whoever administers the Enerflo org.
  • CallTools lists GoHighLevel among its native integrations and fires webhooks on new dispositions, so the sync path is proven; in week one I confirm whether the native connection covers notes or whether those come over the API.
  • A2P text-messaging registration is approved by carriers on their timeline, typically days to a couple of weeks; SMS automations go live the moment approval lands, and email versions run in the meantime.
Total: 35 business days

What Is This Worth?

Enter what an installed deal is worth to you and see what same-day recovery of missed appointments does on its own. This leaves out the 2,556-lead reactivation pool and the hours your team gets back.

A conservative starting point based on the 2,556 uncompleted opportunities in your Sunbase account. Adjust it to what you actually see in a month.
Shown with a $3,000 example until you enter your own number. Whatever you type stays on this page.
How many missed appointments the auto-reschedule engine re-books same-day. Kept conservative on purpose.
Fixed assumptions (replaced with your actual rates once we're live): Close rate on completed assessments: 25% · Signed-to-installed completion: 85%
Recovered installs per month—
Recovered revenue, year one—

Illustrative only. Every input is yours to adjust, and the fixed assumptions run conservative on purpose. This math covers missed-appointment recovery alone; the reactivation campaign for the 2,556 and the hours your call center gets back are not counted.

Your Investment

Your investment is structured across project milestones as outlined below.

NamePriceQTYSubtotal
GHL Migration & Automation Build $5,4231$5,423
Total investment$5,423

Third-Party Costs

  • GoHighLevel, phone/SMS, CallTools subscriptions: Paid directly by the client at vendor pricing
Upon signing (50%)$2,711.50
On completion (remaining balance)$2,711.50

Once the core system is live, we can keep the same cadence through Upwork: refine automations against real usage, add reporting dashboards, and build on the Facebook lead flow once it is measurable.

Terms of Engagement

Clause 01

Scope of Work

The Service Provider will deliver the project as described in the accompanying proposal document titled "Sunbase to GoHighLevel: Migration & Sales Automation Build" for New York Solar Program. The scope of work, deliverables, and timeline are defined in the proposal and incorporated by reference into this agreement.

Any work beyond the defined scope requires a written change order approved by both parties before work begins. Change orders will include updated timeline and investment.

Assumptions & Exclusions

  • Sunbase remains live and paid for by you until cutover; after the final delta migration it can be cancelled.
  • Dialing stays in CallTools; this project syncs its data into GoHighLevel and does not rebuild the dialer.
  • The Enerflo sync is one-way visibility for your back office; the existing data handoff to your install partner is unchanged.
  • Facebook ad campaign management and creative are not included; this project automates what happens after a lead comes in.
  • GoHighLevel, phone/SMS usage, CallTools, and any Enerflo-related fees are paid directly by you at vendor pricing.

Acceptance Criteria

  • Migrated record counts in GoHighLevel match the Sunbase export across leads, opportunities, customers, proposals, and notes, verified on the test batch first.
  • A test appointment with no activity two hours past its scheduled time auto-flips to reschedule and sends the re-engagement message.
  • The assessor proposal button delivers a correctly formatted request to your assessments inbox and suppresses the reschedule trigger for that appointment.
  • Confirming a test appointment sends the homeowner confirmation and notifies the assigned assessor.
  • A new test lead receives the booking and reminder sequence on schedule.
  • A test call dispositioned in CallTools shows that disposition and its notes on the matching GoHighLevel contact.
  • A stage change in Enerflo moves the corresponding card on the GoHighLevel job board.
Clause 02

Payment Terms

Total project investment: $5,423. Payable in milestones as follows:

  • Upon signing: $2,711.50 (50%)
  • On completion: $2,711.50 (remaining balance)

Contracting and all payments are handled through Upwork as a fixed-price contract with two funded milestones: 50% to begin, 50% released when the acceptance criteria above pass. Third-party subscriptions (GoHighLevel, phone/SMS usage, CallTools, Enerflo-related fees) are paid directly by the client.

Clause 03

Client Obligations

To ensure timely delivery, the Client agrees to provide the following:

  • Provide admin and export access to Sunbase and account access to CallTools.
  • Provide Enerflo access through your existing account; if API keys need admin provisioning, connect me with whoever manages the org.
  • Supply business registration details for A2P text-messaging approval.
  • Review automation copy and test results within two business days of each delivery.
  • Keep one decision owner (you, with your ops manager) for approvals.

Delays caused by late access or materials may extend the project timeline accordingly.

Clause 04 & 05

IP & Confidentiality

Upon receipt of full payment, custom work product transfers to the Client. Service Provider retains rights to general methodologies. Both parties agree to keep confidential any proprietary information shared during this engagement (survives 2 years).

Clause 06, 07 & 08

Support, Termination & Disputes

Post-launch maintenance included as described. Either party may terminate with 7 days written notice. Disputes addressed through good faith negotiation, then binding arbitration.

Acceptance

This proposal is a scope and pricing summary. Acceptance, contracting, and payment will be completed through Upwork.

Upwork engagement: Acceptance, contracting, and all payments for this project will be completed through Upwork.
Client
Shamar Tucker
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Service Provider
Matt Cruz
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Modern Code Consulting · Confidential · New York Solar Program