AI Lead Qualification Voice Agent for a RevOps & CRM Automation Consultancy
01. The Challenge
Apex Consult is a B2B RevOps and CRM automation consultancy that helps growing companies fix broken pipelines, improve lead routing, and gain clear revenue visibility. Like many consultancies, Apex Consult faced a common problem: inbound leads were coming in, but qualifying them manually was slow, inconsistent, and expensive.
To solve this, we built an automated AI voice lead qualification system that calls new leads immediately after form submission, conducts a short qualification call, and logs structured results into Google Sheets for human review.
Before automation, Apex Consult struggled with:
- Slow response time to inbound leads
- Founders or senior staff spending time on low-quality discovery calls
- Inconsistent qualification notes across leads
- No clear visibility into why leads were or were not a good fit
- Missed opportunities when leads went to voicemail
- Speed-to-contact and consistent qualification were the biggest bottlenecks.
02. The Process
High-Level Workflow
- Lead submits a form
- Phone number is normalized and validated
- AI voice agent calls the lead immediately
- Call outcome is detected (completed, voicemail, invalid number, etc.)
- If completed, the agent captures free-form qualification data
- Results are logged to Google Sheets in a structured, readable format
What the AI Agent Qualifies
During the call, the AI agent gathers the following information in the prospect’s own words:
- What problem they want help with
- What triggered their interest now
- Urgency and timeline
- Past experience with tools or consultants
- How they think about budget and investment
- Openness to a paid scoping or consulting process
Call Handling Logic
- Completed call: Full qualification logged
- Voicemail: Marked and logged without forcing qualification
- Invalid phone: Logged and exited early
- Declined or no answer: Captured cleanly for follow-up
The system relies on Vapi’s end-of-call report webhook for reliability and scale.
03. The Solution
We implemented a fully automated lead qualification voice agent using:
- n8n for orchestration and workflow logic
- Vapi for outbound AI voice calls and structured outputs
- Google Sheets as a lightweight CRM and decision surface
The system calls each lead within seconds of form submission, asks open-ended qualification questions, and logs both raw answers and AI summaries for human review.
04. The Result
While this was built as a demo system, it demonstrates clear operational gains:
- Near-instant speed-to-lead
- Reduced manual qualification workload
- Cleaner discovery calls
- Better insight into lead intent and readiness
A reusable qualification system for any B2B service business
This project shows how AI voice agents can be used practically, not as gimmicks. By focusing on free-form conversations, transparent data capture, and human decision-making, the system delivers real RevOps value without over-automation.
The result is faster follow-up, better-qualified leads, and a scalable first-touch process for B2B consultancies.