Every seller call answered, logged and followed up. Nobody typing.

The problem.

Seller leads arrive by phone at all hours, from paid search and from mailers, and the first company to hold a real conversation usually wins the deal. The team's phone system logged calls into the CRM, but the records were incomplete: calls landed with no contact linked, so "last contacted" dates drifted and follow-up dates were wrong; missed inbound calls had no owner and no way to tell whether anyone called back; transcripts existed but nobody had time to read them; and the follow-up texts depended on each agent's memory and phrasing on the day.

What we built.

• Calling wired into the CRM. Inbound and outbound calls on Twilio-based telephony, with CallRail tracking numbers per campaign. Every call lands on the seller record with the recording and an AssemblyAI transcription attached, and the paid-search attribution that made the phone ring, down to campaign, ad group and keyword.
• After-hours inbound handled by AI. A voice agent answers when the desk is closed, qualifies the seller on property, situation and timeline, and books the callback for the morning, with human and voicemail detection on the outbound side so automated calls behave correctly when a machine picks up.
• Missed-call recovery, measured. Every missed, unanswered or voicemail inbound is matched to the next outbound call to that number within 48 hours. Whether it was returned and how long it took are written back and reported per agent.
• A safety net for the CRM. When the phone system fails to link a call to a contact, an automation looks the seller up by the stripped phone number and repairs the record, without ever overwriting a correct link. "Last contacted" and follow-up dates stay true.
• AI call summaries and lead extraction. Each conversation summarised, with the facts the team needs (motivation, timeline, condition, numbers discussed) pulled onto the record.
• Text follow-up on a vetted script. A library of conversational SMS flows for the hard moments in a seller conversation (the payoff question, timeline, which option fits), written in the team's own conversational style, reviewed by an AI script expert, with routing rules for different seller types and human takeover at any point.

How it runs.

1. A seller calls a tracking number. The call is answered by an agent or, after hours, by the voice agent.
2. The call is recorded, transcribed and written to the seller record with its attribution. If the contact link is missing, the safety net repairs it within seconds.
3. The conversation is summarised and the lead facts land on the record. Follow-up texts go out on the scripted flow; a human takes over the moment the conversation needs one.
4. If the call was missed, the system watches for the callback and reports the return time. The manager sees who is returning calls, and how fast, without asking.

What changed.

• No call without a record. Every conversation, inbound or outbound, sits on the right seller with a recording, a transcript and a summary.
• Missed calls have an owner and a clock. The team stopped guessing whether a lead was called back.
• Follow-up reads like the best agent on the team, every time, and the awkward questions get asked the right way.
• Marketing can see which keyword rang the phone, and what happened next.

The stack.

• Twilio
• CallRail
• AssemblyAI
• Podio
• GlobiFlow
• Claude
• Google Ads
• Postgres

Want this for your team?

This build is the template for our AI Sales Automation offer: voice, follow-up, qualification and CRM logging for any business that lives on inbound leads. Founding clients get the first working prototype free, on their own data.