Sync Qualified Leads to Google Sheets

This tutorial shows how to set up an automation that automatically adds qualified leads to a Google Sheet after successful AI phone calls, creating a powerful lead tracking and CRM system.

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What You’ll Learn

• Setting up post-call automation with conditional logic
• Creating Google Sheets integration for lead tracking
• Configuring data mapping from calls to spreadsheet
• Building a qualified leads database automatically
• Monitoring and optimizing your lead collection process

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Prerequisites

• Configured AI assistant with post-call variables
• Google account with Google Sheets access
• Understanding of post-call webhook automation
• Access to call testing functionality

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Step 1: Set Up Post-Call Automation Trigger

We’ll start by creating an automation that triggers when a phone call ends.

1. Navigate to Automation Platform
2. Create a new flow from scratch
3. Search for your calling platform in the trigger section
4. Select “Phone Call Ended” trigger
   • This trigger activates when any call to your selected assistant completes

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Step 2: Configure Assistant and Load Data

1. Select the assistant you want to automate
   • Each assistant can only have one “phone call ended” automation
   • All calls to this assistant will go through this automation
2. Click “Load Data” to set up the webhook and load sample call data
   • This automatically configures the webhook on your assistant
   • Sample data from your recent calls will be loaded for use in the next steps

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Step 3: Verify Assistant Variables

Before proceeding, make sure your assistant has the right variables configured:

1. Check post-call variables in your assistant’s “Post-call Actions” tab:
   • status: Boolean (true/false) indicating if call objective was achieved
   • summary: Text summary of the call conversation
   • These variables are extracted by AI after each call

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Adding New Post-Call Variables

If you add a new post-call variable after creating the automation:

1. Define the new variable in your assistant’s “Post-call Actions” tab and save
2. Return to your automation and click “Load Data” again to refresh the available fields
3. Re-evaluate an existing call if needed to extract the new variable from past calls

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Step 4: Add Conditional Logic for Qualified Leads

We only want to add leads to Google Sheets when the call objective was achieved.

1. Click the ”+” sign to add a step
2. Search for “Branch” in control flow
3. Select Branch to create conditional logic

4. Configure the branch condition:
   • Select status variable from call data
   • Choose “Boolean is true”
   • This creates two paths: True (qualified) and False (not qualified)

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Step 5: Create Google Sheets Integration

Now we’ll set up the Google Sheets action for qualified leads (True branch).

1. On the True branch, click the ”+” sign
2. Search for “Google Sheets”
3. Select “Insert Row” action

4. Create a new Google Sheets connection:
   • Authorize with your Google account
   • Save the connection for future use

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Step 6: Set Up Your Qualified Leads Spreadsheet

1. Create a new Google Sheet named “successful calls” for example
2. Set up column headers:
   • Column A: phone_number
   • Column B: summary
   • Add more columns for additional data as needed

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Step 7: Configure Spreadsheet Selection

1. Return to your automation
2. Select your “successful calls” spreadsheet
3. Select the correct sheet (usually “Sheet1”)

4. Enable “First row contains headers”:
   • This tells the automation about your column structure
   • Headers should automatically load and display

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Step 8: Map Call Data to Spreadsheet Columns

1. Map the phone number:
   • Click on the phone_number field
   • Select “Phone Call Ended” data source
   • Find and select the phone number from call data
   • Click “Insert”

2. Map the call summary:
   • Click on the summary field
   • Navigate to “Post Call Variables”
   • Select the summary variable
   • Click “Insert”
3. Map any additional fields:
   • Email from call variables
   • Call date/time from call metadata
   • Any custom variables you’ve defined

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Step 9: Test and Verify

1. Click “Test Step” to verify the integration
2. Check for successful execution
3. Go to your Google Sheet to confirm:
   • New row was added with correct data
   • All mapped fields populated properly
   • Data formatting looks correct

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Step 10: Publish and Monitor

1. Click “Publish” to activate your automation
2. Your qualified leads tracking is now live
3. Monitor automation performance:
   • Check automation “Runs” for execution history
   • Verify qualified leads are being added to your sheet
   • Monitor for any failed executions

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Troubleshooting

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Common Issues

Leads not appearing in spreadsheet:

• Verify Google Sheets connection is authorized
• Check that automation is published and active
• Confirm calls are triggering status = true
• Verify branch condition is configured correctly

Incomplete data in spreadsheet:

• Check all field mappings in the automation
• Verify post-call variables are being extracted
• Confirm spreadsheet headers match automation fields
• Test with various call scenarios

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Next Steps

Once your qualified leads automation is working:

• Add lead scoring based on call quality
• Create follow-up automations for hot leads
• Integrate with email marketing platforms
• Set up analytics dashboards for conversion tracking
• Expand to multiple campaigns and lead sources

Your qualified leads will now be automatically captured and organized in Google Sheets, creating a powerful foundation for your sales and follow-up processes!