For service-based businesses, every lead is valuable. But manual follow-ups, qualification calls, and task assignments eat up hours and slow down the sales cycle. One of our clients faced this exact problem—losing time, energy, and opportunities with inefficient processes.

With automation, we transformed their workflow into a personalized, AI-powered system that engages leads instantly, qualifies them smartly, and kicks off projects without delay.

Why Automate Lead Engagement?

Traditional lead management slows teams down and frustrates prospects. By automating this process:

• Respond Instantly – AI calls leads as soon as they submit details.
• Boost Personalization – Every call is tailored to the client’s service choice.
• Save Hours Weekly – Eliminate repetitive qualification tasks.
• Streamline Operations – Move seamlessly from inquiry to project kickoff.

How the Automation Works

Here’s the workflow we built step by step:

1. Lead Capture
   • A website form submission triggers Make, capturing name, phone, and service choice.
2. AI-Powered Call (Vapi)
   • Vapi places a personalized AI call:
     • Greets the lead by name
     • References the selected package
     • Answers FAQs instantly
     • Collects delivery timelines & special requests
     • Closes the call politely
3. Post-Call AI Analysis
   • The call summary is sent to OpenAI, which structures:
     • Key project details
     • Questions raised by the client
     • A short, clear summary in JSON
4. Project Kickoff in monday.com
   • A new monday.com item is created automatically.
   • All extracted details + AI summary are added to the updates section for the team.

The Impact

• ⏳ Faster Response Times – no more waiting for callbacks.
• 🎯 Personalized Engagement – AI calls tailored to each lead.
• 🤖 Smarter Qualification – AI extracts key details instantly.
• ✅ Seamless Task Management – monday.com updated automatically.

The client went from manual, inconsistent lead handling to a fully automated, reliable system that scales with their growth.

Real-Life Use Case

Problem: Client was spending hours on repetitive follow-ups and manual onboarding.
Solution: Automating with Make + Vapi + OpenAI + monday.com.
Result:

• Faster engagement → More conversions
• Automated summaries → Less manual note-taking
• Smooth project handoff → Happier clients & team

Ready to Automate Your Lead Management?

AI and automation don’t just save time—they unlock growth. By engaging leads instantly and creating structured workflows, you can close deals faster and onboard projects effortlessly.

🚀 Start today and see how automation transforms your business!
For a demo or consultation, JUST CONTACT US.