AI-Powered Lead Qualification and Booking System

Shorya Vijayvargiya

AI Automation

Automation Engineer

Business Workflow Automation

Airtable

Make

Twilio

Investment & Asset Management

✅ Case Study: AI-Powered Lead Qualification & Auto-Booking System for Nova Finserve

Client: Nova Finserve

Industry: Financial Services — Loan Marketplace

Project Title: Qualify & Auto-Book Sales Calls Without Lifting a Finger

🧩 The Problem

Nova Finserve was scaling their paid ad campaigns and receiving 100–150+ inbound leads per week across loan types (debt consolidation, personal loans, small business). But:

Most leads were unqualified — wasting agent time

High-quality leads were not followed up fast enough

Response delays (even 2–3 hours) led to cold leads and drop-off

The sales team was overwhelmed and spending most of their time manually reviewing leads, chasing wrong-fit contacts, or just trying to stay organized

Nova wanted a solution that would qualify leads instantly, auto-book calls for the right ones, and log everything cleanly — without expanding their team or switching CRMs.

⚙️ The Solution I Built

I designed and implemented a real-time AI-powered qualification and scheduling system using Make.com as the automation engine, paired with OpenAI for logic and enrichment.

🧠 Workflow Breakdown

1. Lead Capture → Webhook Trigger

Leads came in via Typeform (also tested with a custom landing page on Webflow)

Submitted data: name, email, phone, loan type, loan amount, credit score, employment status, location

Typeform sent data to a Make webhook, which triggered the entire pipeline instantly

2. AI Qualification Layer

Data was passed to OpenAI (GPT-4o) with a custom prompt logic that scored each lead based on:

Loan amount threshold (minimum $10,000)

Credit score (must be ≥ 620)

Employment status (must be full-time or self-employed)

GPT response included:

Qualification status (Qualified / Unqualified / Needs review)

Reasoning summary

Suggested next step

Qualification logic was contextual, so borderline cases could be passed to manual review

3. Auto-Scheduling for Qualified Leads

If GPT marked a lead as “Qualified,” the system triggered a Calendly API call

Calendly auto-booked a 15-minute slot with a sales rep based on availability (matching time zone, avoiding double bookings)

The lead received a confirmation email and SMS instantly with the meeting details

4. Slack Alerts for Hot Leads

High-value leads (loan amount > $50,000) triggered a Slack webhook:

Custom alert in the #hot-leads channel with lead name, score, amount, and booking status

Rep could click-to-open the CRM entry and pre-review before the call

5. CRM Integration

All leads (qualified or not) were logged into Airtable, with synced fields:

Name, email, phone

Qualification score

GPT summary

Booking status and link (if booked)

Source tag (Facebook Ads, Google Ads, etc.)

Leads were auto-categorized into pipelines:

Qualified + Booked

Unqualified

Needs Review

6. Fallback Logic

If the AI couldn’t confidently assess a lead, the system added it to “Needs Review” in Airtable

A notification was sent via Slack to the ops team to review it manually

Manual override buttons allowed the team to trigger a Calendly booking with one click from Airtable Interface

🛠️ Tools Used

Make.com – Primary automation engine

OpenAI (GPT-4o) – Lead qualification logic

Typeform + Webflow – Lead capture

Calendly API – Auto-booking calls

Slack API – Instant alerts for hot leads

Airtable – CRM and lead pipeline

Twilio – SMS notifications (optional but tested)

🎯 Results

3× increase in booked calls — same ad spend, smarter lead flow

Response time dropped from hours to seconds

90% of lead processing is now fully automated

40+ hours saved per month across SDRs and operations

Sales agents now only speak to pre-qualified, high-conversion leads

No more back-and-forth scheduling or wasted manual reviews

🧠 Why It Worked

Used GPT for flexible, smart qualification — not just rigid filters

Airtable gave the team visibility without needing a full CRM overhaul

All logic was documented and modular — easy to scale, replicate, or adjust based on new lead types

Built for speed + human fallback: nothing gets stuck, and no good lead gets missed

Want to streamline your business and save time?

Let’s improve your workflows and set up smart systems that actually work.

Book a call below and I’ll show you how automation can make your operations faster and more efficient.

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Posted Jul 19, 2025

AI-powered system for Nova Finance that qualifies loan leads, auto-books sales calls, and syncs everything to CRM cutting response time from hours to seconds.

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