AI Systems
AI Voice Quoting Agent - Vapi + HubSpot + Zapier
Built an AI voice agent system using Vapi to handle inbound calls, qualify leads, and collect structured quote data, then automatically sync results into HubSpot via Zapier workflows.
AI Voice Automation Engineer / Vapi & Zapier Developer
Business summary
- Automated inbound lead qualification and quote collection via AI voice calls.
- Reduced manual handling of customer inquiries through structured voice automation.
- Improved response time and eliminated missed handoffs in sales workflow.
- Enhanced CRM data accuracy with fully structured call-to-lead mapping.
What I built
Built an AI voice quoting agent for a signage company using Vapi as the conversational voice layer. The assistant collects structured customer data including name, phone, address, logo details, property type, and site survey requirements. It supports call transfer via transfer_call_tool in E.164 format when human assistance is needed. After each call, Zapier Webhooks capture Vapi event data and automatically create or update HubSpot contacts with mapped fields. A second Zap using Paths generates a structured call summary and sends it via Gmail for internal sales follow-up.
Turned phone conversations into structured CRM leads with automated quote generation workflow.
Architecture
A simple operating path with explicit ownership.
Challenges
- Structured data extraction from natural voice conversations
- Reliable CRM field mapping from unstructured call data
- Call transfer handling without breaking conversation flow
- Ensuring data consistency across Zapier workflows
Results
- Automated lead qualification via phone calls
- Reduced manual sales intake workload
- Improved CRM data accuracy and structure
- Faster response time for sales follow-up
Tech Stack
Gallery
