Voice agent leads outreach

Vapi, Open AI, Clickup, Airtable, Google Drive

 

99fold | | @99foldai

 

 

Summary

An automated outbound calling process using a voice AI agent, integrated with client database systems like Airtable or ClickUp. Voice agent is triggered to make calls, following a personalised prompt (Open AI). Outcomes are logged back into the database for tracking and review. The voice agent operates with a clearly defined prompt — introduction, confirms business details, asks relevant questions, suggests next steps — and is trained to handle objections, offer helpful previews of templates or products with no sales pressure. The review phase includes assessing results and refining the process as needed.

 

 

Who is this perfect for?

Service provider

Sales teams  

Recruitment agency  

Brick and mortar business  

Sport clubs  

Tourism agency  

How does it work?

  1. Connect to client database (Airtable, Clickup)
    Connect to your custom client database app

  2. Process retrieved data
    Analyse and prepare the retrieved data for the outbound phone call process

  3. Initiate voice agent workflow (outbound calls) with Open AI personalisation
    Trigger voice agent action and prompts (see below schematic)

  4. Log call results
    Record the outcomes of each call in database (Clickup, Auirtable)

  5. Review/adjust summary
    Assess the results and make necessary adjustments to the workflow as needed

 

Option 2

  1. Set up voice agent to handle incoming calls/applications/EOIs
    Qualify leads with set screening questions based on user convenience (timezone agnostic)

  2. Store transcript in database (Airtable, Clickup)
    Link to your current database and auto collect relevant responses

  3. Analyse transcript by team members/HR
    Pass to people to filter final shortlist and book call/interview

 

Voice agent Open AI instructions

  1. Identity and purpose
    Introduction and general scope and purpose of call

  2. Voice and personality
    Friendly, relaxed, and curious with a natural, human, conversational tone

  3. Speech parameters
    Begin casually, explain the aims of your business, and ask for basic info

  4. Conversation semantics
    Ask one question at a time, confirm details, and close with warmth and respect

  5. Response instructions
    Adapt to questions or objections with honesty and appreciation, no pressure

  6. Scenario triage
    Show pre-built templates/products, no cost or sales, only a helpful preview

 


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Pathway

  Low-friction integration with your existing apps, workflow, and systems

 

 

Process

 


Connect your existing client database, such as Clickup, Airtable, Google Sheets

 



Personalised voice agent to handle outreach and support/FAQs


 


Call data analysis for further refinements and improved workflow

 

 


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More benefits

Tasks

  • Automatically connect to your current client database with no need for separate apps
  • Trigger outbound calls via a trained voice AI agent using personalized, objection-handling scripts
  • Log call outcomes directly into your system for real-time tracking and follow-up actions

Benefits

  • Boost lead engagement and conversions by reaching more prospects with no added team bandwidth
  • Streamline outbound processes with consistent, human-like AI calls
  • Gain data-driven insights to refine messaging, improve targeting, and optimize outreach strategies

 

 

Example

Example of automated workflow (replace with your own tasks/apps)

 

 


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