Healthcare AI Call System
Automated inbound and outbound calling system integrating Retell AI with HubSpot CRM
Project Overview
The client needed to scale their sales operations without proportionally increasing headcount. Their manual calling process was creating bottlenecks and losing valuable leads due to slow response times.
The Challenge
The client was struggling with inconsistent lead follow-up, manual data entry errors, and inability to handle high call volumes during peak hours. They needed an intelligent system that could qualify leads 24/7 while maintaining personalized communication.
Our Solution
We built a sophisticated automation pipeline connecting Retell AI with HubSpot CRM through n8n workflows. The system automatically triggers calls based on lead behavior, updates CRM records in real-time, and routes qualified leads to human sales reps at the optimal moment.
Key Features
Intelligent Call Routing
AI-powered system that analyzes caller intent and routes to appropriate workflows or human agents based on conversation context and lead scoring.
CRM Integration
Bidirectional sync between Retell AI and HubSpot ensuring all call data, notes, and outcomes are automatically logged and accessible to sales teams.
Automated Campaigns
Schedule and execute outbound calling campaigns with personalized messaging based on CRM data and customer segments.
Technical Challenges & Solutions
Complex Data Mapping
HubSpot's custom properties and complex object relationships required careful mapping to ensure data integrity.
Solution: Created comprehensive data mapping schema with validation rules and error handling in n8n workflows.
Real-Time Synchronization
Ensuring instant updates between systems without overwhelming API rate limits.
Solution: Implemented intelligent batching and priority queuing system for API calls with fallback mechanisms.
Project Timeline
Discovery & Planning
Analyzed existing processes, CRM structure, and call workflows
Development
Built n8n workflows, configured Retell AI, and integrated with HubSpot
Testing & Optimization
Comprehensive testing and AI conversation refinement
Deployment & Training
Production deployment and team training