How We Built an AI Operations System for a 300-Employee BPO Serving 2,000+ Clients
A custom OpenClaw deployment for TelexPH. 30 CRM API tools, 5 specialized AI agents, workflow generation in seconds instead of hours, and automated operations running 24/7 across 11 pipelines.
The Company
TelexPH — Enterprise BPO
Telex International / Telex Business Support Services Inc. · Guimba, Nueva Ecija, Philippines
Scale & Reach:
- 300+ employees across operations
- 2,000+ businesses served globally
- Clients: VidaXL, Amentum, Avanquest, Flexispot, CGI Visa, Azazie, Geekvape
- GoHighLevel CRM · Zapier · Manual processes
The Challenge
Managing 11 active pipelines, nearly 2,000 contacts, and multiple international client accounts — with hours eaten by manual workflow building, hand-compiled reports, and zero persistent memory.
The Need
A custom AI operations system built from scratch in a single sprint — nothing templated, nothing off-the-shelf. 30 CRM API tools, 5 specialized agents, and automated operations running 24/7.
The Problem
The Challenge
TelexPH manages 11 active pipelines, nearly 2,000 contacts, and multiple international client accounts in GoHighLevel. Their team was spending hours every day on manual workflow building and updating, compiling reports by hand, debugging CRM integrations, with no proactive system for stale leads or SLA breaches.
Documents were scattered. Institutional knowledge evaporated between sessions. Every time the team needed context on a previous decision, they were starting from zero.
The dev side wasn't any better — repetitive coding tasks, integration debugging that pulled developers off high-value projects, and automations that broke every time a process changed.
"A lot of our time gets eaten up by manually updating workflows and automations whenever processes change, and on the dev side, debugging integrations and repetitive coding tasks that could be templated or automated."
— TelexPH Team
Performance Metrics
By The Numbers
1,938
Contacts Managed
11
Active Pipelines
30
Custom CRM API Tools
15
Integrated Skills
7
Automated Jobs Running 24/7
5
Specialized AI Agents
466
Files in Deployment Package
30 sec
Workflow Generation (was 60 min)
System Overview
What We Built — "Aria"
Built in a single sprint from scratch. Nothing templated. Custom for this client.
GoHighLevel Deep Integration
30 custom API tools built on the GHL V2 API. Full coverage across every module TelexPH uses:
- Contacts, pipelines, messaging (SMS/Email/WhatsApp)
- Workflows, calendars, campaigns, invoices, social media
- Built-in rate limiting and webhook support (3 webhook routes)
- Live-verified against their actual account data
AI Workflow Prompt Generator
Aria generates structured prompts using the proprietary TACBD framework (Trigger-Actions-Conditions-Branching-Data). Paste into GHL Workflow AI Builder — complete workflows in under 30 seconds.
8 BPO-Specific Templates:
Previously 30–60 minutes per workflow. Now under 30 seconds.
5 Specialized AI Agents
CRM Operations
Contact management, pipeline updates, messaging
Workflow Automation
TACBD generation, template management
Reporting & Analytics
Automated reports, performance tracking
Development Support
Integration debugging, code assistance
Documentation
SOPs, guides, knowledge management
Each with scoped permissions. Custom orchestration ensures actions trigger related actions across GHL, Google Drive, memory, and Discord.
Automated Operations — 7 Scheduled Jobs
Morning Briefing
Full pipeline status, pending items, priorities
Stale Lead Monitoring
Proactive detection, alerts to Discord
End-of-Day Summary
Activity recap, open items, next-day preview
Performance Digest
KPIs, trends, team metrics
Client Reports
Comprehensive account performance
Google Drive Backups
All configs, reports, SOPs
Integrity Checks
System health, data consistency
Google Drive — Single Source of Truth
- Full folder hierarchy mirroring business structure
- Standardized date-stamped naming (Type_Description_MMDDYY.ext)
- Automated daily backups of all reports, SOPs, and checkpoints
Persistent AI Memory
- ByteRover context tree with structured, searchable memory
- Categories: contacts, deals, reports, workflows, backups, errors, improvements
- Queries before acting, curates after learning — gets smarter with every interaction
Custom Persona — Built From Their Culture
- Built from client's actual values, team directory (40+ staff), and origin story
- Routes inquiries to the correct team member by name
- Embodies their "exceed expectations even when no one asks" culture
Self-Improving System
- Optimizes own performance over time based on usage patterns
- Backs up configs before changes, verifies after — never breaks itself
Architecture
System Flow
TELEXPH TEAM
Operator Commands
DISCORD
Message Gateway
ARIA (OPENCLAW)
Routing & Auth
5 AI AGENTS
Specialized Tasks
GHL API + MATON + DRIVE
30 Tools · APIs · Backup
AUTOMATED REPORTS
7 Scheduled Jobs
Field Transmission
"I'd love AI to handle the repetitive parts of my day, things like updating workflows, generating reports, drafting documentation, and even boilerplate coding tasks, so my team can focus more on building and innovating rather than maintaining."
TelexPH Team
Guimba, Nueva Ecija, Philippines
Transformation
Before vs After
| Dimension | Before | After |
|---|---|---|
| Workflow building | 30–60 min manual | Copy-paste generation in 30 seconds |
| Reporting | Hours of manual compilation | Automated daily/weekly/monthly to Discord |
| Lead monitoring | Reactive, missed leads | Proactive detection every 4 hours |
| Document management | Scattered files | Standardized, searchable, daily backup |
| Institutional knowledge | Zero context each session | Persistent memory that grows |
| Integration debugging | Pull developers off projects | AI code assistant on demand |
| CRM operations | Manual contact/pipeline work | 30 API tools via natural language |
| Team coordination | Check multiple apps | Discord hub with automated briefings |
Technical Specs
Built in a single sprint, researched from scratch
Target Operators
Who This Is For
BPO Companies
Managing multiple client accounts and pipelines at scale
GoHighLevel Power Users
Businesses using GHL or similar CRMs and drowning in manual processes
Workflow-Heavy Teams
Teams spending hours building and updating automations manually
Persistent Memory Needed
Organizations that need AI memory across sessions, not starting from scratch every time
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