Lead qualification workflow
Build an AI sales workflow that qualifies leads and schedules appointments using Vapi workflows.
This example uses Workflows. For new builds, use Assistants or Squads. See: Assistant - Lead Qualification and Squads.
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:
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.
Before building the workflow, create the necessary tools in your dashboard:
Click Create Tool and configure:
lookup_leadlead_id (string): Lead ID to lookuphttps://jsonplaceholder.typicode.com/usersThis example uses JSONPlaceholder for demonstration. In production, replace with your CRM API (Salesforce, HubSpot, etc.).
Create another tool:
score_leadbudget (string): Budget informationauthority (string): Decision-making authorityneed (string): Business need assessmenttimeline (string): Purchase timelinehttps://jsonplaceholder.typicode.com/postsThis example uses JSONPlaceholder for demonstration. Replace with your lead scoring system in production.
Create a third tool:
update_crmlead_id (string): Lead identifiercall_outcome (string): Result of the callnext_steps (string): Planned follow-up actionshttps://jsonplaceholder.typicode.com/postsThis example uses JSONPlaceholder for demonstration. In production, integrate with your CRM system.
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.
The default template includes a conversation node. Click on it and configure:
Node Name: opening_and_permission
Extract Variables:
permission_statusStringThe prospect's response to the initial requestpermission_granted, busy_reschedule, not_interested, gatekeeperAdd a Tool node that runs before the opening:
Tool: Select your pre-configured “Lead Lookup” tool from the dropdown. This tool should be created in the Tools section of your dashboard with:
lookup_leadlead_id (string): Lead ID to lookuphttps://jsonplaceholder.typicode.com/usersCreate branching paths based on the prospect’s response. Add multiple conversation nodes:
Discovery Questions Node:
Node Name: discovery_questions
Reschedule Node:
Node Name: schedule_callback
Objection Handling Node:
Node Name: handle_initial_objection
Gatekeeper Node:
Node Name: gatekeeper_routing
Connect the nodes with conditions for the LLM to interpret:
To Discovery Questions Node:
Permission granted to continue conversationTo Reschedule Node:
Prospect is busy but willing to rescheduleTo Objection Handling Node:
Prospect shows initial resistance or not interestedTo Gatekeeper Node:
Speaking with gatekeeper or non-decision makerCreate a global node that handles objections throughout the call:
Node Name: objection_handler
Global Node: enabled = true
Enter Condition: {{ objection_detected == true or negative_sentiment == true }}
This global node will activate whenever an objection is detected, regardless of where they are in the sales conversation.
For prospects who engage, add these qualification nodes:
BANT Qualification Node:
Node Name: bant_qualification
Extract Variables:
budget_rangeStringBudget information provideddecision_authorityStringDecision-making authority leveltimelineStringPurchase timeline or urgencyLead Scoring Tool Node:
Qualification Results Node:
Node Name: route_by_score
Industry-Specific Pitch Node:
Node Name: tailored_pitch
ROI Demonstration Node:
Node Name: show_roi
Demo Offer Node:
Node Name: offer_demo
Calendar Check Tool Node:
Appointment Confirmation Node:
Node Name: confirm_appointment
CRM Update Tool Node:
Transfer to Sales Rep Node:
Node Type: Transfer
Destination: +1-555-SALES-1 (your sales team number)
Schedule Follow-up Node:
Node Name: schedule_followup
End Call Node:
Node Type: Hangup
This example uses JSONPlaceholder for demonstration purposes. To integrate with your actual sales systems:
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: