Leads coming in through web forms needed an immediate phone follow-up to qualify and engage them, but manually calling every new lead was not scalable and delays meant colder leads.
We built an n8n workflow that triggers on form submission, validates the phone number, and automatically places an AI voice call to the lead via Vapi. The workflow polls the call status until it ends, detects whether it hit voicemail or connected, and logs the outcome accordingly.
What we did
Here's how we approached A real estate sales agency's project, step by step.
Auto-triggered AI voice call on new form submission
Phone number validation with incorrect-number logging
Live call-status polling until call completion
Voicemail vs. completed-call detection and separate logging
Full call outcome tracking in Google Sheets
Results & impact
- Instant lead follow-up with no manual dialling
- Consistent call attempts on every valid lead
- Clear voicemail vs. connected-call reporting for follow-up planning
- Adaptable to any lead source — forms, CRM or storefront checkout
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