Outbound AI Voice Agent for Lead Qualification & Follow-ups
Key Results
Increase in qualified discovery calls booked
Speed to lead response time (down from 4+ hours)
Lead list coverage (from 30% manual capacity)
1The Challenge
The sales and renewals team was spending 65% of their day dialing outbound leads who were unreachable, not interested, or unqualified. With over 5,000 pending renewal notices and lead follow-ups monthly, human agents could only cover 30% of the contact list.
2Our Solution
Deployed an autonomous Outbound Voice AI system using Vapi, ElevenLabs, and Cal.com API that dials leads within 60 seconds of form submission, conducts a natural 2-minute qualification interview, books discovery meetings directly onto senior brokers' calendars, and updates Salesforce CRM with call summaries and recordings.
Our Approach
Engineered customized conversational scripts and dynamic prompt injection using Vapi and ElevenLabs Turbo v2 for human-like intonation
Implemented instant lead trigger webhooks from HubSpot/Salesforce to initiate outbound dials within 1 minute of inquiry submission
Built real-time calendar slot lookup and automated booking confirmation via Cal.com and Google Calendar APIs
Created automated CRM post-call workflows in n8n to log call transcripts, sentiment scores, and qualification tags
Integrated local presence dialing and smart retry schedules to maximize connection rates
✓The Impact
Increase in qualified discovery calls booked
Speed to lead response time (down from 4+ hours)
Lead list coverage (from 30% manual capacity)
Technology Stack
Project Details
Client
Enterprise Financial & Insurance Brokerage
Industry
AI & Automation
Duration
5 weeks
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