AI outbound calling for new web leads

Deliverables

• Webhook intake with field mapping
• Phone number normalization and validation step
• Cleanup sheet for unusable numbers
• VAPI outbound call request with call ID tracking
• Polling loop that waits until the call has ended
• Outcome routing with write-back to the lead row

The challenge

Enquiries waited in an inbox until someone had time to pick up the phone. Leads that arrived in the evening, at the weekend or during a busy campaign were called back hours later, often after they had already spoken to another provider. Numbers were typed in different formats, so some dial attempts failed without anyone noticing, and there was no single view of which leads had actually been reached.

Our approach

A webhook receives the form submission and an Edit Fields step maps the name, phone number, service interest and notes. A JavaScript step strips spacing and normalizes the number to international format, and an IF node checks whether it is usable. Unusable numbers are appended to a separate cleanup sheet instead of being dialed. Valid leads go to VAPI, which places a qualifying call within seconds, and the workflow saves the call ID. It then waits and polls the call record in a loop until the call has really ended. A Switch node routes the result, so answered and qualified, answered but not a fit, voicemail and no answer each take their own path, and the outcome and qualification details are written back to the lead row in the Google Sheets log.