Project Snapshot
- Purpose: Internal tool (built for our own agency operations)
- Duration: 1 day
- Team: 1 developer
- Goal: Automate inbound call handling, qualify leads, and pass structured details to the dev team without hiring a receptionist.
Problem
Managing inbound client calls and convincing/qualifying prospects was consuming valuable time. With a limited budget, hiring a full-time receptionist was not feasible, yet responsiveness and lead capture quality needed to stay high.
Our Approach
We built an AI voice receptionist that:
- Answers inbound calls 24/7 in a professional tone.
- Asks smart, context-aware questions to qualify prospects.
- Books meetings or captures next steps.
- Sends structured summaries to the developer team for quick follow-up.
Key Capabilities
- Call Handling and Qualification
- Greets callers, gathers project context (scope, timelines, budget, tech needs).
- Handles FAQs and sets expectations.
- Identifies qualified vs non-qualified leads.
- Scheduling and Handoffs
- Offers calendar booking slots.
- Creates events and reminders for the team.
- Sends call summaries and lead details to the internal channel/CRM.
- Workflow Automation
- Automatically routes high-priority leads for same-day follow-up.
- Stores transcripts and action items for reference.
Tech Stack (Voice Agent)
- Orchestration: n8n (flow logic, branching, integrations)
- Voice Agent: Resell AI (voice conversations, LLM prompts)
- Calendar: Google Calendar or Cal.com (meeting scheduling)
- Notifications: Email/Slack or internal webhook (for dev team summaries)
Challenges & How We Solved Them
Limited Quota/Budget
- Constraint: Tight usage limits for AI voice and integrations.
- Solutions:
- Implemented call routing rules and brief, targeted prompt design to reduce call duration.
- Used intent detection to end non-prospect calls quickly.
- Cached reusable responses for common FAQs to save tokens.
Outcome
- Always-on inbound coverage without hiring a receptionist.
- Faster lead response times and consistent qualification.
- Clear, structured handoffs to the developer team, improving kickoff speed and context accuracy.
Why This Matters
For small teams, an AI receptionist bridges the gap between professional responsiveness and budget constraints. It ensures every inbound opportunity is handled with consistency, captures key details, and moves qualified leads forward—freeing the core team to focus on delivery and product.