Automatically call and re-call sales leads with an AI voice agent

An AI voice agent calls your leads, retries voicemails automatically, and logs every result to your CRM.

How the work actually flows

It repeats. Repeats unanswered leads get recalled; runs once per one per lead; it retries when a step fails.

Pattern: Structured Loop (21) ยท Multiple Instances with a priori Design-Time Knowledge (13)

flowchart TD trig(["scheduled scan for pending calls"]):::trigtime s0["scan lead list"]:::task s1[["place ai voice call"]]:::mi s2[("log outcome to crm")]:::store s3["schedule next day callback"]:::task trig --> s0 s0 -->|"one per one per lead"| s1 s1 --> s2 s2 --> s3 lp{"stops once lead answers"}:::gate s3 --> lp lp -. "unanswered leads get recalled" .-> s1 lp -->|"finished"| out out[/"crm updated with call results"/]:::out pay{{"no lead falls through cracks"}}:::pay out --> pay s2 -. "retries on failure" .-> s2 classDef task fill:#e7f6fe,stroke:#34b8f0,color:#2c2a29 classDef svc fill:#f6f8fa,stroke:#7c8795,color:#2c2a29 classDef mi fill:#e7f6fe,stroke:#0079a8,color:#2c2a29,stroke-width:2px classDef human fill:#fff,stroke:#0079a8,color:#0079a8 classDef store fill:#f6f8fa,stroke:#0079a8,color:#2c2a29 classDef trig fill:#00a4eb,stroke:#0079a8,color:#fff,font-weight:bold classDef trigtime fill:#00a4eb,stroke:#0079a8,color:#fff,font-weight:bold classDef trigdata fill:#8ad4f5,stroke:#0079a8,color:#06314c,font-weight:bold classDef gate fill:#fff,stroke:#e8a23d,color:#6b4708,font-weight:bold classDef out fill:#1f9d6b,stroke:#167a53,color:#fff,font-weight:bold classDef pay fill:#06314c,stroke:#021f33,color:#fff
Starts itA stepRuns once per itemA record or sheetRepeat or finishResultPayoff
Build size
Advanced

A larger build with multiple systems, AI reasoning, and custom rules.

Business functions
Voice & PhoneCRM & Sales PipelineLead Generation & ProspectingSpreadsheet & Database OpsAPI & Webhook Integration
Connects
AirtableVapi

The problem it solves

Your team spends hours dialing leads one by one, only to hit voicemail half the time and lose track of who still needs a callback. Notes end up scattered or forgotten, so promising leads go cold.

Who it fits

Sales teams or call centers working through a large list of leads quickly.

How it works

  1. The automation scans your lead list for anyone marked as needing a call
  2. An AI voice agent places a personalized call using the lead's details
  3. If it hits voicemail, the automation tries again a minute later
  4. Call recordings, transcripts, and summaries are logged back to the lead record
  5. Leads that still don't answer are scheduled for a follow-up call the next day
Quick estimate

What it is worth to you

Your numbers, your hourly cost. We add nothing hidden.

per week
minutes
$ per hour
0Hours freed per month
0Value per year at your hourly cost

Assumes lead volume and average handling time stay steady and that freed hours go to other sales work.

What you get

An updated lead record with call outcome, recording, transcript, and AI summary for every attempt.

What you need

An Airtable account and a Vapi account.

We can build this. But should you?

The hard question is not how to build it. It is whether this is the right thing to build first.

That is what a Fractional Chief AI Officer figures out with you, before anyone writes a line of code.

Let's Talk Strategy

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