The back and forth process of finding a suitable meeting time via email created a poor customer experience and often resulted in dropped leads.
AI Calling Assistant that Books Appointments and Updates CRM in Real Time.
The Project
A forward thinking professional services firm wanted to revolutionize its lead management process. Their goal was to eliminate response delays and manually qualify incoming leads, ensuring their expert sales team only spent time on high-intent prospects. They envisioned an AI powered system that could instantly call, qualify, and book meetings with new leads the moment they entered the pipeline
Location
USA
Industry
Customer Support & Automation
Project Duration
1 Month
Team Size
1 People
Technologies Used
n8n, OpenAI GPT 4, Vapi.ai, Email, Hubspot
What Our Client Says?
“This VAPI workflow transformed our sales process. We’re now booking 3x more qualified meetings and our team can focus on selling instead of research.”
Sarah Chen
VP of Sales, TechCorp Series B SaaS Company
The Challenge
- Slow Lead Response Time
Valuable leads were going cold due to the manual delay between a lead signing up and a sales representative making the first call.
- Manual & Repetitive Qualification
The sales team spent a significant portion of their day on repetitive outreach calls, trying to determine if a lead was even interested, instead of focusing on closing deals.
- Inconsistent Data Entry
Manually updating lead information across HubSpot and Google Sheets after each call was prone to human error, leading to inaccurate records and follow up mistakes.
- Scheduling Friction
The Solution
- Instant AI Powered Outreach
We designed an n8n workflow that triggers an immediate outbound call via Vapi’s conversational AI the instant a new lead is detected in the system.
- Automated Lead Qualification & Data Capture
The AI assistant engages the lead in a natural conversation, asks qualifying questions, and intelligently captures key information like name, email, and address if they express interest.
- Seamless CRM & Data Sync
The n8n workflow acts as the central hub, automatically pushing the collected lead data to HubSpot, updating a Google Sheet for tracking, and ensuring all records are perfectly synchronized.
- Effortless Meeting Scheduling
For qualified leads, the assistant seamlessly books a meeting on an expert’s Google Calendar and sends automated confirmation emails to both the client and the internal team.
Results
1000+ Hours Saved
50% Higher Conversion
150+ Appointments Booked
Key Features
Real-Time Lead Engagement with Vapi AI
The moment a lead submits a form, a webhook triggers an n8n workflow that initiates a phone call through Vapi. The AI assistant engages the prospect in a fluid, human like conversation to gauge their interest in our services, ensuring no lead is left waiting.
Intelligent Data Collection & Synchronization
The AI is programmed to listen for specific information. Once a lead confirms their interest, the assistant collects their details (name, email, etc.). This data is instantly parsed and routed by n8n to update the corresponding contact record in HubSpot and add a new row in Google Sheets, eliminating manual data entry and ensuring 100% accuracy.
End-to-End Automated Scheduling
For every interested and qualified lead, the system closes the loop completely. The workflow automatically finds an available slot in a sales expert’s Google Calendar, books the appointment, and dispatches customized confirmation emails to both the lead and the internal team member, complete with meeting details and links.
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Check out our portfolio of innovative solutions for diverse industries
Lead Management
AI Calling Assistant that Books Appointments and Updates CRM in Real Time
This illustration showcases an AI Calling Assistant that books appointments and updates CRM records in real time. The visual highlights seamless automation where a customer receives a call or SMS confirmation, while the AI assistant—depicted with a headset and laptop—instantly updates both the calendar and CRM dashboard. Flow arrows connect each element to show the smooth integration between Vapi.AI, ChatGPT, and HubSpot. The clean, modern design with light colors and soft shadows emphasizes efficiency, professionalism, and cutting-edge technology.
Customer Help
AI-Powered Customer Support Ticket Generation System
Modern support teams battle two pressures: ticket volume keeps rising while customers expect near-instant replies. Manual triage and routing slow agents and inflate costs. Our client—a mid-size SaaS company handling 1,500–2,000 monthly inquiries needed an affordable way to Capture questions from email, chat, and web forms,Auto-classify intent and priority,Generate draft responses or self-service links,Escalate only complex issues to humans,Sync every step to the CRM for 360° reporting.