AI Calling Agent Automation
Automation
Lead Gen
AI Voice
ChatGPT
Retell AI
Make.com
Sales Ops
Build Time
~3 hours
Client
Retail EdTech
Category
AI Automation
Automation Flow
Project Overview
An AI-powered voice automation system that contacts new leads, qualifies them, resolves queries, and books time slots—all without human intervention. The system also summarizes calls for the sales team.
The Problem
The client was losing potential leads due to slow follow-up on website form submissions. Their sales team was
overwhelmed, repeatedly answering the same questions with no consistent structure for handling lead information.
The Solution
A Make.com automation that integrates:
1
Google Sheets to monitor new form submissions
2
Retell AI to automatically call leads
3
Retell AI to listen, respond using a client-site-trained knowledge base, book appointments, and take notes
4
Sleep tool to allow calls to complete
5
ChatGPT to generate summaries from call transcripts
6
New Google Sheet tab to store lead details and call summaries
How It Works
1
Input Trigger
New row in Form Submissions (Name, Phone Number, Interested Course)
2
Retell AI
Places the call, answers questions, and offers appointment slots
3
Sleep Delay
Waits 180 seconds for call completion
4
Transcript Parsing
Extracts the transcript and sends it to ChatGPT
5
ChatGPT Output
Summarizes key points and lead interest
6
Final Output Sheet
Records Name, Phone, Course, Call Summary, and Preferred Time
The Results
90%+ of leads contacted within 2 minutes
80% reduction in sales team manual effort
Structured call summaries improved conversions and saved time
Scalable voice AI system requiring minimal human input
Tools Used
Make.com
Retell AI
Google sheets
OpenAI (ChatGPT)
Key Wins
Reduced lead response time from hours to under 2 minutes
Fully automated voice-based qualification
Created structured call summaries for sales team
Increased show-up rate for sales calls
Workflow
