WorkflowsExamples

Lead qualification workflow

Build an AI sales workflow that qualifies leads and schedules appointments using Vapi workflows.

Overview

Build an AI-powered outbound sales workflow that qualifies leads, handles objections, and schedules appointments using Vapi workflows with sophisticated branching logic and CRM integration.

What You’ll Build:

  • Lead qualification with BANT scoring and conditional routing
  • Objection handling with global nodes and sentiment analysis
  • Appointment scheduling with calendar integration
  • CRM updates with automated follow-up sequences

Prerequisites

  • A Vapi account.
  • A CRM system or customer database.
  • A calendar system for appointment scheduling.

Scenario

We will be creating an outbound sales workflow for TechFlow Solutions, a B2B software company that wants to automate their lead qualification process with sophisticated branching logic to handle different prospect scenarios and increase appointment booking rates.

Final Workflow

Sales qualification workflow showing lead lookup, permission-based routing, BANT qualification, demo scheduling, and CRM updates
Complete outbound sales qualification workflow with lead scoring, objection handling, and automated CRM integration

1. Create a Knowledge Base

3

Upload the spreadsheets

  • Click Choose file. Upload all three CSV files: leads.csv, products.csv, and call_outcomes.csv.
  • Note the file IDs. We’ll need them later to create tools.

2. Create Required Tools

Before building the workflow, create the necessary tools in your dashboard:

2

Create Lead Lookup Tool

Click Create Tool and configure:

  • Tool Name: “Lead Lookup”
  • Tool Type: “Function”
  • Function Name: lookup_lead
  • Description: “Retrieve lead information and call history”
  • Parameters:
    • lead_id (string): Lead ID to lookup
  • Server URL: https://jsonplaceholder.typicode.com/users

This example uses JSONPlaceholder for demonstration. In production, replace with your CRM API (Salesforce, HubSpot, etc.).

3

Create Lead Scoring Tool

Create another tool:

  • Tool Name: “Lead Scoring”
  • Function Name: score_lead
  • Description: “Score leads based on qualification responses”
  • Parameters:
    • budget (string): Budget information
    • authority (string): Decision-making authority
    • need (string): Business need assessment
    • timeline (string): Purchase timeline
  • Server URL: https://jsonplaceholder.typicode.com/posts

This example uses JSONPlaceholder for demonstration. Replace with your lead scoring system in production.

4

Create CRM Update Tool

Create a third tool:

  • Tool Name: “CRM Update”
  • Function Name: update_crm
  • Description: “Update CRM with call outcomes and next steps”
  • Parameters:
    • lead_id (string): Lead identifier
    • call_outcome (string): Result of the call
    • next_steps (string): Planned follow-up actions
  • Server URL: https://jsonplaceholder.typicode.com/posts

This example uses JSONPlaceholder for demonstration. In production, integrate with your CRM system.

3. Create a Workflow

1

Open the Vapi Dashboard

Go to dashboard.vapi.ai and log in to your account.

3

Create a new workflow

  • Click Create Workflow.
  • Enter workflow name: TechFlow Sales Qualification Workflow.
  • Select the default template (includes Call Start node).
  • Click Create Workflow.

4. Build the Workflow

You’ll start with a default template that includes a “Call Start” node. We’ll modify the existing nodes and add new ones to create our outbound sales workflow.

1

Configure the Initial Conversation Node

The default template includes a conversation node. Click on it and configure:

Node Name: opening_and_permission

First Message
Hi, this is Alex calling from TechFlow Solutions. I hope I'm catching you at a good time. I'm reaching out because I noticed your company might benefit from our workflow automation platform. Do you have just 2 minutes to chat?
Prompt
You are Alex, a professional outbound sales representative for TechFlow Solutions.
Listen for their response and determine:
- "permission_granted" if they agree to talk
- "busy_reschedule" if they're busy but open to rescheduling
- "not_interested" if they decline
- "gatekeeper" if you're speaking to someone who isn't the decision maker
Keep responses under 30 words and be respectful of their time.

Extract Variables:

  • Variable: permission_status
  • Type: String
  • Description: The prospect's response to the initial request
  • Enum Values: permission_granted, busy_reschedule, not_interested, gatekeeper
2

Add Lead Lookup Tool Node

Add a Tool node that runs before the opening:

Condition
Call initiated

Tool: Select your pre-configured “Lead Lookup” tool from the dropdown. This tool should be created in the Tools section of your dashboard with:

  • Function Name: lookup_lead
  • Description: “Retrieve lead information and call history”
  • Parameters:
    • lead_id (string): Lead ID to lookup
  • Server URL: https://jsonplaceholder.typicode.com/users
3

Add Permission-Based Routing

Create branching paths based on the prospect’s response. Add multiple conversation nodes:

Discovery Questions Node:

Condition
Permission granted to continue conversation

Node Name: discovery_questions

First Message
Great! I appreciate your time. To better understand how we might help, can you tell me about your current workflow challenges? Specifically, what manual processes are taking up most of your team's time?
Prompt
You are conducting discovery to understand their business challenges.
Ask open-ended questions about their pain points and workflows.
Listen for automation opportunities and budget indicators.
Keep responses under 35 words and be genuinely curious.

Reschedule Node:

Condition
Prospect is busy but willing to reschedule

Node Name: schedule_callback

First Message
I completely understand. When would be a better time for a quick 5-minute conversation? I have availability tomorrow morning or afternoon.
Prompt
You are scheduling a callback with a busy prospect.
Be flexible with their schedule and offer specific time options.
Confirm the callback time and set a reminder.
Keep responses under 25 words.

Objection Handling Node:

Condition
Prospect shows initial resistance or not interested

Node Name: handle_initial_objection

First Message
I understand you might not be looking for new solutions right now. Can I ask what you're currently using for workflow automation? I might have some insights that could be valuable.
Prompt
You are handling initial objections with curiosity and value.
Don't be pushy. Ask questions to understand their current situation.
Offer insights rather than pushing for a sale.
Keep responses under 30 words.

Gatekeeper Node:

Condition
Speaking with gatekeeper or non-decision maker

Node Name: gatekeeper_routing

First Message
I appreciate you taking the call. I'm looking to speak with whoever handles software decisions or operations. Would that be you, or could you point me in the right direction?
Prompt
You are working with a gatekeeper to reach the decision maker.
Be respectful and professional. Get the right contact or decision maker.
Build rapport with the gatekeeper as they can help or hinder.
Keep responses under 30 words.
4

Configure Flow Conditions

Connect the nodes with conditions for the LLM to interpret:

To Discovery Questions Node:

  • Condition: Permission granted to continue conversation

To Reschedule Node:

  • Condition: Prospect is busy but willing to reschedule

To Objection Handling Node:

  • Condition: Prospect shows initial resistance or not interested

To Gatekeeper Node:

  • Condition: Speaking with gatekeeper or non-decision maker
5

Add Global Objection Handler

Create a global node that handles objections throughout the call:

Condition
Objection detected or negative sentiment

Node Name: objection_handler Global Node: enabled = true Enter Condition: {{ objection_detected == true or negative_sentiment == true }}

First Message
I hear your concern, and that's completely valid. Many of our clients had similar thoughts initially. Let me address that specific point and see if we can find a solution that makes sense for your situation.
Prompt
You are handling an objection with empathy and understanding.
Acknowledge their concern as valid. Use social proof.
Address the specific objection with relevant information.
Keep responses under 35 words.

This global node will activate whenever an objection is detected, regardless of where they are in the sales conversation.

6

Add Qualification Flow

For prospects who engage, add these qualification nodes:

BANT Qualification Node:

Condition
Prospect engaged and willing to discuss needs

Node Name: bant_qualification

First Message
That's helpful context. To better understand if we're a fit, can you tell me about your budget range for workflow automation tools? Also, who typically makes software purchasing decisions at your company?
Prompt
You are qualifying the prospect using BANT criteria (Budget, Authority, Need, Timeline).
Ask about budget, decision-making process, specific needs, and timeline.
Be natural - don't make it feel like an interrogation.
Keep responses under 35 words.

Extract Variables:

  • Variable: budget_range
  • Type: String
  • Description: Budget information provided

  • Variable: decision_authority
  • Type: String
  • Description: Decision-making authority level

  • Variable: timeline
  • Type: String
  • Description: Purchase timeline or urgency

Lead Scoring Tool Node:

Condition
BANT qualification completed
  • Add a Tool node that calls lead scoring API based on qualification responses

Qualification Results Node:

Condition
Lead score calculated

Node Name: route_by_score

First Message
Based on what you've shared, it sounds like there could be a great fit here. Let me show you how we've helped similar companies in your industry.
Prompt
You are routing the conversation based on lead qualification score.
High scores get immediate demo offers.
Medium scores get value proposition and nurturing.
Low scores get educational content and future follow-up.
Keep responses under 30 words.
  • Route based on lead score (hot, warm, cold)
7

Add Value Proposition Flow

Industry-Specific Pitch Node:

Condition
Qualified prospect ready for value proposition

Node Name: tailored_pitch

First Message
Given your challenges with [specific pain point], let me share how we helped [similar company] reduce their manual processes by 60% and save 15 hours per week.
Prompt
You are presenting a tailored value proposition based on their specific situation.
Use relevant case studies and specific benefits.
Connect features to their stated pain points.
Keep responses under 40 words.
  • Present value proposition based on their industry and pain points

ROI Demonstration Node:

Condition
Interest shown in value proposition

Node Name: show_roi

First Message
Here's what that looks like in real numbers: if your team spends 20 hours a week on manual processes, our platform could save you $50,000 annually in productivity gains.
Prompt
You are demonstrating concrete ROI with specific numbers.
Use their company size and situation to calculate relevant savings.
Make the ROI tangible and compelling.
Keep responses under 35 words.
  • Provide specific ROI examples and case studies

Demo Offer Node:

Condition
Strong interest and ROI demonstrated

Node Name: offer_demo

First Message
I'd love to show you exactly how this would work for your specific workflow. Could we schedule a 15-minute demo where I can walk you through a custom setup for your team?
Prompt
You are proposing a product demonstration meeting.
Make the demo offer specific and time-bounded.
Emphasize the custom/personalized aspect.
Be confident but not pushy. Keep responses under 30 words.
  • Propose a product demonstration meeting
8

Add Appointment Scheduling Flow

Calendar Check Tool Node:

Condition
Demo requested and prospect interested
  • Add a Tool node that checks sales team calendar for available demo slots

Appointment Confirmation Node:

Condition
Demo slot available

Node Name: confirm_appointment

First Message
Perfect! I have availability for a demo on [date] at [time]. I'll send you a calendar invite with a Zoom link. Should I include anyone else from your team?
Prompt
You are confirming the demo appointment details.
Confirm date, time, and attendees. Offer to include other stakeholders.
Set expectations for what they'll see in the demo.
Keep responses under 35 words.
  • Confirm meeting details and send calendar invite

CRM Update Tool Node:

Condition
Appointment confirmed
  • Add a Tool node that records call outcome and next steps in CRM
9

Add Transfer and Follow-up Options

Transfer to Sales Rep Node:

Condition
High-value prospect requests immediate consultation

Node Type: Transfer Destination: +1-555-SALES-1 (your sales team number)

Schedule Follow-up Node:

Condition
Prospect interested but not ready for demo

Node Name: schedule_followup

First Message
I understand you need some time to think it over. When would be a good time for me to follow up? I can also send you some relevant case studies in the meantime.
Prompt
You are scheduling a follow-up call for future nurturing.
Be patient and respectful of their timeline.
Offer valuable content to keep them engaged.
Keep responses under 30 words.
  • Set automated follow-up call for future date

End Call Node:

Condition
Prospect not qualified or requests no further contact

Node Type: Hangup

  • Use when prospect is not qualified or requests no further contact

Integrating with Real Systems

This example uses JSONPlaceholder for demonstration purposes. To integrate with your actual sales systems:

CRM Platform Integration

Calendar Integration

Communication Tools

Next Steps

Just like that, you’ve built an outbound sales qualification workflow that can handle lead qualification, objection handling, and appointment scheduling with automated CRM integration.

Consider reading the following guides to further enhance your workflow:

  • Custom Tools - Create custom tools for CRM integration and lead management.
  • Voice Formatting Plan - Configure speech patterns for professional sales conversations.
  • Call Analysis - Analyze call performance and optimize sales conversations.