01 — The problem
Why this usually goes wrong.
Most inbound leads wait hours for a reply, and many never get one. Speed to lead decides who wins most inbound deals.
Hiring people to answer every enquiry around the clock is expensive, and they still miss calls at peaks.
How it runs
From first message to booked meeting, written to the CRM.
01
Inbound
WhatsApp, web form, email, ad lead form or phone call.
02
< 30 s reply
The AI responds in your tone and language, Arabic or English.
03
Qualify
Asks your criteria: budget, timeline, location, service, decision-maker.
04
Route
Qualified leads go to the right rep by territory, product or round-robin.
05
Book
Live calendar availability, confirmation and reminders sent.
06
Write back
Transcript, answers, score and booking saved to the CRM record.
No-show recovery
When a booked lead misses the meeting, the AI follows up within minutes, offers new slots and keeps trying on a schedule you set until they rebook or opt out.
Dead-lead revival
We run your existing database (old enquiries, lost deals, expired quotes) through a re-engagement campaign. Anyone who replies is re-qualified and booked like a new lead.
Human hand-off
Any conversation can be handed to a person instantly, by rule (high-value, complaint, specific keywords) or on request. The rep sees the full transcript.
Guardrails
The AI only answers from approved content and your pricing rules. It never invents prices, discounts or commitments, and every conversation is logged for review.
Scope
What we set up
Channels
WhatsApp Business API number, inbound voice line or call forwarding, shared inbox for email, and your website and ad lead forms.
Qualification logic
Your criteria written as explicit rules and scoring, not left to the model’s judgement. Disqualified leads get a polite close and are tagged in the CRM.
Calendar & routing
Google or Microsoft 365 calendars, round-robin or territory routing, buffers, working hours and public holidays.
CRM write-back
Native integration with Zoho, HubSpot, Salesforce, Odoo or Dynamics: contact, lead source, answers, score, transcript and meeting.
Reporting
Response time, qualification rate, bookings, show rate and revived leads, reported per channel and per campaign.
Plainly
Not a chatbot. Not an IVR tree.
WHAT IT IS NOT
Not a chatbot
A chatbot waits on a website for someone to type. A voice agent calls the lead back within seconds of the form, takes inbound calls, and holds a spoken conversation with interruptions and follow-up questions.
WHAT IT IS NOT
Not a recorded IVR
There is no “press 1 for sales”. The caller speaks normally, in English or Arabic, and the agent understands intent, asks your qualifying questions in the order the conversation allows, and books the slot.
WHAT IT IS
A voice agent wired into your pipeline
A Vapi assistant with your script, guardrails and tools: live calendar lookups, CRM search and update, SMS or WhatsApp confirmations, and transfer to a person when the rules say so.
How it is built
Built on Vapi, configured for your rules.
Vapi assistant
Each agent is a Vapi assistant: a system prompt holding your qualifying criteria and tone, a transcriber, an LLM and a synthesised voice, with first-message and end-of-call behaviour set explicitly. Model and voice are chosen for latency and Arabic or English quality, then tested on recorded sample calls.
Phone numbers & telephony
Numbers are provisioned through Twilio or Vonage, or calls are forwarded from your existing 3CX, RingCentral or Aircall line over SIP. Outbound speed-to-lead calls are triggered by a webhook from your web form, Meta lead ads or CRM.
Tools the agent can call
Server-side functions the agent invokes mid-call: check calendar availability, create the booking, look up the lead in the CRM, update qualification fields, and send a WhatsApp or SMS confirmation. Each function is logged with inputs and outputs.
Write-back
At end of call Vapi posts the transcript, recording URL, summary and structured qualification answers to our endpoint, which writes them to the lead in Zoho, HubSpot, Salesforce, Odoo or Dynamics and sets the next task.
No-shows and dormant leads
Scheduled outbound campaigns call no-shows to rebook and work through old enquiries with a re-engagement script, within the calling hours and consent rules you set.
Cost and limits
Running cost is per minute (Vapi platform, telephony, model and voice) and is estimated per call during the pilot. Very long or highly technical sales conversations still belong with your team; the agent books them in.
ROI calculator
What slow response is costing you.
Enter your own numbers. The uplift figures are planning assumptions based on how strongly conversion falls as response time grows. They are shown in full so you can judge them, and they are not a promise.
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Per month
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Conversion now
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With < 30 s response
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Assumed uplift: {{ rUplift }} for your current response time.
Method
How we deliver it
01
Map
Your qualifying questions, routing rules and approved answers.
02
Build
Channels connected, flows built, CRM fields created.
03
Test
Scripted test conversations, then a shadow run on real leads.
04
Launch & tune
Go live, then weekly review of transcripts for the first month.
Straight answer
What it won’t do
It won’t close complex deals. It gets the right people into a meeting with your team faster, which is where most leads are lost.
It is only as good as your qualifying rules and the content it can answer from. We spend real time on both before launch.
WhatsApp Business API has template and opt-in rules set by Meta. Outbound re-engagement has to follow them, and we design campaigns to stay compliant.
04 — Typical effort
What it usually takes.
Ranges from comparable projects. You get a fixed-scope quote after a 30-minute call.
05 — What you own
Yours at handover.
- Vapi assistants in your account
- Phone numbers in your name
- Prompts, scripts and guardrails
- Call transcripts and reports
FAQ
Questions we get about AI lead qualification
Does it work in Arabic?
Yes. Conversations can run in Arabic or English, detected from the lead’s first message, with qualifying questions and answers approved in both languages.
Which CRMs does it write to?
Zoho CRM, HubSpot, Salesforce, Odoo and Dynamics 365 natively. Other systems are possible through their API.
Can it take phone calls?
Yes. A voice agent can answer inbound calls or call back web leads within seconds, ask the same qualifying questions and book a meeting, with a recording and transcript on the CRM record.
Will leads know they are talking to AI?
We recommend disclosing it, and most clients do. Leads care more about getting an immediate, useful answer and a booked slot than about who sends it.
How quickly can it go live?
A single-channel setup with one booking calendar usually goes live in a few weeks. Multi-channel, multi-team routing takes longer. The fixed-scope quote states the timeline.
Next step
Find out how many leads you’re losing.
Tell us what you run today and where it breaks. You get a fixed-scope quote afterwards. We don’t publish rates, because the honest price depends on scope.
Enquire
Talk to us about AI voice agents that qualify & book leads.
We have started the message for you. Add what you run today and we will reply within one business day.