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 Webhook

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 “Test Trigger” to generate the webhook
   • This creates a webhook URL in the background
   • The webhook is automatically saved to your assistant settings

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Step 3: Verify Webhook Configuration

1. Open a new tab and navigate to your assistant
2. Go to the third tab “Post-call Actions”
3. Verify the webhook URL was automatically added

4. Review webhook settings:
   • Enabled: Webhook will trigger after calls
   • Completed calls only: Only successful calls trigger automation
   • All calls: Change to “No” if you want all calls (including failed) to trigger

5. Review post-call variables:
   • 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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Step 4: Generate Test Call Data

To configure our automation properly, we need actual call data to work with. We’ll make a test call to generate the post-call variables.

1. Set real values in your assistant’s call variables:
   • Set your name and email for realistic test data
   • These will be the default values when testing from the assistant

2. Make a test call to generate webhook data:
   • Click “Speak to Assistant” → “Phone Call”
   • Answer when your assistant calls you
   • Respond positively to ensure the status variable becomes true
   • Complete the call objective during the conversation
   • End the call naturally

3. Verify call results and variable extraction:
   • Navigate to your calls list and find the recent call
   • Click on the call to view details
   • Confirm the status variable is true (call objective achieved)
   • Review the extracted summary - this contains AI-generated call summary
   • These variables are extracted after each call based on:
     • Call transcript
     • Variable descriptions
     • Variable types (Boolean for status)
     • System prompt context

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Step 5: Configure Automation with Call Data

1. Return to your automation tab
2. Verify you received call data from the test trigger
   • You should see the webhook data because you clicked “Test Trigger” and then made a call
   • The automation received the request after the call ended and variables were extracted
3. Alternative method - resend webhook data from existing calls:

• If you need to test with different call data, you can reuse any existing call
• Click “Test Trigger” again in your automation
• Go to any completed call in your platform
• Click “Resend Webhook” to push that call’s data to your automation
• Return to automation tab to see the updated data

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Adding New Post-Call Variables

1. Define the new variable in your assistant:
   • Go to assistant settings → “Post-call Actions” tab
   • Add your new post-call variable (name, type, description)
   • Save the assistant
2. Update automation with new variable data:
   • Return to your automation
   • Click “Test Trigger” to prepare for new webhook data
3. Re-evaluate an existing call:

• Go to any completed call for this assistant
• Click “Re-evaluate” to extract the new variable from that call
• Wait for processing to complete

4. Send updated data to automation:
   • Click “Resend Webhook” on the same call
   • Return to automation tab
   • Verify the new variable is now available in your automation data

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Step 6: 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 7: 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 8: 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 9: 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 10: 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 11: 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 12: 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!