A tax resolution firm can have a Conversation AI bot in GoHighLevel ask eight questions before a paid consultation: the notice number, the date on it, the tax years, the balance, earlier notices, unfiled returns, whether an IRS agent is already involved, and whether someone already represents the caller. Those answers tell your team how urgent the case is and who should take it. The bottom line: the bot collects facts and books the consultation, it never gives tax advice or promises a result, and the words it uses are advertising that the IRS and your licensing rules cover.
Why the notice number and the date come first
IRS collection notices arrive in a sequence. An IRS Nationwide Tax Forum presentation lists the balance due notices CP14 or CP161, then CP501, CP503, and CP504, and says that about five weeks after a CP504 the IRS issues Letter 1058, Notice LT11, or Letter 3172. It says a request for a Collection Due Process hearing on Form 12153 is due within 30 days of the date on Notice LT11 or Letters 1058 or 3172. The IRS's own answer about the CP504 says the IRS cannot levy on that notice alone and must first issue a formal notice of intent to levy that advises of the right to a hearing, and it tells recipients to call the number on the notice.
So a caller holding a final notice with a 30 day window is a same day call, and a caller holding a first balance notice is not. The bot cannot judge that on its own, but the notice number and the date let your team judge it in seconds.
The eight questions
| Question | Why it matters |
|---|---|
| What is the notice number printed on it, such as CP504, LT11, or Letter 1058 | Places the case in the collection sequence |
| What is the date on the notice, and is there a response date | Deadlines run from the notice date |
| Which tax years, and what balance does it show | Sets the size and the scope of the work |
| Have you received earlier notices, and which ones | Shows how long the account has been in collection |
| Are all your tax returns filed | Unfiled returns change the strategy |
| Has an IRS agent called, visited, or been assigned | Signals field collection |
| Does anyone already represent you, or is a Form 2848 on file | Avoids conflicts, and a Form 2848 is how the IRS discloses account information to a representative |
| What is the best time to reach you | Lets your team call back |
Do not have the bot ask for a Social Security number, bank details, or card numbers by text. Collect those on a secure call or form after the client engages you.
Advertising rules the bot is bound by
The IRS warns about offer in compromise mills, which it describes as promoters who aggressively market offers in misleading ways to people who clearly do not qualify, often costing thousands of dollars, and it points taxpayers to a free Offer in Compromise prequalifier tool. A Philadelphia legal aid group says such firms sometimes charge as much as 20 percent of what a taxpayer owes and points to free Low Income Taxpayer Clinics. The Tax Adviser reports that Circular 230, section 10.30, bars practitioners from using or participating in communications or solicitations with false, fraudulent, coercive, misleading, or deceptive claims, and that tax resolution firms run by CPAs, enrolled agents, and attorneys must follow it. The FTC's advance fee ban on debt relief covers telemarketed relief from credit card and other unsecured debt, so ask your attorney whether it reaches any of your services. Attorneys also face state bar advertising rules.
Every message the bot sends is a communication on your behalf. That means no promises of settlement, no phrases like pennies on the dollar, and no guarantees. It is also good practice to have the bot mention the free IRS tools, because a firm that points to them looks like the opposite of a mill. This is general information, not legal advice.
Build it in GoHighLevel
- Write a Knowledge Base with your services, your consultation fee, who on your team is an attorney, CPA, or enrolled agent, and links to the IRS free tools.
- In your sub account, go to AI Agents, then Conversation AI, and click Create Bot.
- Name the bot, assign the channels it should answer (for example SMS, Facebook Messenger, or Instagram), and set it as the primary bot for inbound messages.
- Add a goal that asks the eight questions one at a time and then offers consultation times on your calendar.
- In the calendar's payment settings, turn on Charge upfront with your consultation fee. GoHighLevel's Calendar Payments page says the customer pays during booking when the amount is above zero.
- In Additional Instructions, write: never give tax advice, never promise a result, never ask for identification numbers, and say that the dates printed on the notice control any deadline.
- Build a workflow that tags the contact when the notice number is LT11, Letter 1058, Letter 3172, or CP504, and sends an internal notification to your intake lead the same day.
- Set the response mode to Suggestive first, read the drafts for a week, and switch to Autopilot only after the answers are correct.
- Set the maximum messages per conversation and add a fallback message, content filters, and automatic escalation to a person.
- Review the Conversation AI dashboard and agent logs weekly for appointments booked, actions triggered, and any wrong answers.
GoHighLevel's Conversation AI hub page says the bot has three response modes: Off, Suggestive, where it drafts replies that a person reviews and sends, and Autopilot, where it replies on its own. Its advanced settings page says you can cap the messages a bot sends in one conversation from 1 to 100 (100 by default for new bots), that the bot goes dormant when it reaches the cap, and that safety settings include a fallback message, content filters that block words or phrases, and automatic escalation to a human. It also warns that every bot generated message counts toward your plan's AI usage. GoHighLevel's AI tools page lists pay per use pricing, AI Employee Growth at $50 a month per enabled location, and AI Employee Unlimited at $97 a month per enabled location, with Conversation AI allowances that differ by plan, and tells you to confirm current pricing in your own account before quoting it. A Labs feature called Prompt Optimizer tests a cloned agent against simulated customer chats without touching the live one.
What the workload looks like
For example, if a firm takes 20 notice calls a week and 30 percent of them hold a final or levy notice, that is 6 same day cases a week (20 times 0.3). A bot that asks the eight questions and flags those 6 means your team starts each of them with the notice number and date already in front of them.
Mistakes to avoid
- Letting the bot explain what a notice means. That is advice, and your licensed staff should give it.
- Promising outcomes. The IRS and Circular 230 target misleading claims.
- Collecting identification numbers by text. Use a secure channel.
- Treating every notice alike. A final notice with a 30 day window is urgent.
How this was handled before
Tax resolution firms have long run intake by phone: a caller describes a letter, an intake specialist asks questions, and a licensed professional takes over. The weakness is the order. Callers who reach voicemail move to the next firm on their search, and the specialist often spends the first call reading the notice number off a photo. Asking the same questions by text first puts the facts in front of the professional before the call.
Check before you switch it on
US text messages sent from a standard 10 digit number need A2P 10DLC registration. The HighLevel support portal says registration is required for texts to US recipients from 10 digit long code numbers and that toll free numbers do not require it. HighLevel's opt in guidelines also say a person cannot be forced to agree to text messages in order to submit a form, so keep the consent box optional. One compliance guide separates informational texts, which need documented consent, from marketing texts, which need prior express written consent. Ask your attorney which category your reminders fall into. Callers with IRS notices are often stressed, so keep messages short, calm, and free of pressure. This is general information, not legal advice.
Questions people ask
Can the bot tell a caller what their notice means?
It should not. That is tax advice. It can collect the notice number and date and book a consultation with a licensed member of your team.
Which notice is most urgent?
An IRS presentation says the final notices, Letter 1058, LT11, and Letter 3172, start a 30 day window to request a Collection Due Process hearing, so those go to your team the same day.
Can the bot mention free IRS tools?
Yes, and it is a good idea. The IRS points taxpayers to a free Offer in Compromise prequalifier tool.
Ready to try it yourself? Start a GoHighLevel account here.
You can also see this in action in our GoHighLevel capabilities demo.