Client : A prominent automotive dealership seeking to automate lead follow-ups and boost conversions.

Challenge

The dealership struggled with slow follow-ups from website form submissions, causing lost leads and reduced conversions. Manual scheduling was error-prone and time-consuming, limiting the sales team’s productivity.

Solution: AI Voice Agent System

We deployed an automated callback solution using VAPI, Twilio, CAL, Zapier, and HubSpot, streamlining lead management and appointment scheduling.

How It Works:

1. Instant Callback : After a form submission, VAPI triggers a call via Twilio.

2. Lead Qualification : The AI agent gathers key information from the prospect.

3. Appointment Scheduling : CAL.com** syncs with agents’ calendars to propose and book test drives.

4. CRM Update : Zapier transfers conversation data and booking details to HubSpot.

5. Appointment Confirmation : Twilio sends an SMS confirmation.

Results :

- Response Time : Cut from hours to seconds.

- Conversion Rate : Improved by 45%.

- Efficiency : Sales agents focused on closing deals, not scheduling.

- Accuracy : Automated calendar integration eliminated errors.

Conclusion :

The AI Voice Agent system transformed lead management, accelerating response times and increasing conversions. This integration highlights how automation and AI can optimize customer engagement and sales operations.

Technologies : VAPI | Twilio | CAL.com | Zapier | HubSpot