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 automate the qualification of 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 Person
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, 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
A form submission instantly triggers an n8n-powered Vapi call where an AI assistant engages the new lead in a natural conversation to gauge their interest.
Intelligent Data Collection & Synchronization
The AI captures lead details upon interest and n8n instantly syncs them to HubSpot and Google Sheets, eliminating manual data entry and ensuring complete accuracy
End-to-End Automated Scheduling
ChatGPT said:
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Lead Management
AI Calling Assistant that Books Appointments and Updates CRM in Real Time
This illustration depicts a seamless automation workflow where Vapi.AI, ChatGPT, and HubSpot integrate to handle appointment booking and real-time CRM synchronization.
Customer Help
AI-Powered Customer Support Ticket Generation System
To address rising support demands, we implemented an automated workflow that captures, classifies, and drafts responses for multi-channel inquiries while syncing real-time data to the CRM for seamless operations.