How do I create an AI lead qualification agent and connect it to my CRM (Hubspot)?

Hi, I went down the same rabbit hole not long ago, and here’s how I made my AI qualify leads without pulling my hair out.

Step 0: Get yourself a number.
No number, no calls — it’s that simple. Callin.io gives you US & Canada numbers right away. If you’re elsewhere (like me), just grab a number on Twilio.com and import it. Took me five minutes, the only pain was remembering my Twilio sid and aut token.

 

Step 1: Build your agent.
Head to the dashboard, hit Create Agent, and name it something fancy like “Lead Qualifier.” The Prompt Wizard is where the magic happens. Keep it simple:

• Greet the caller nicely.

• Ask for their name and email (Callin is smart enough to extract those automatically).

• Then go into the juicy part: “What’s your budget range?” / “When do you plan to start?” / “What service are you most interested in?”

• End with a polite wrap-up.

Pro tip: make the agent repeat the email back. Trust me, nothing is worse than getting “jonh.smith@gnail” in your CRM.

 

Step 2: Plug in an integration.
Go to Actions → Integrations in Callin.io. You’ve got three doors:

• Make.com if you like pretty flowcharts.

• Zapier if you want quick & easy.

• n8n if you’re a control freak (also free on Callin.io so my personal choice).

Step 3: Use the modules.
You’ll see two lifesavers:

• Activate an Agent → lets you instantly trigger a call (great for calling back form leads automatically).

• Get a Transcription → this one is pure gold. Not only do you get the full call transcript, but also extracted fields like name, email, budget, timeline, appointment dates… basically everything you need to stuff into your CRM.

 

Step 4: Push it into your CRM.
In my case (HubSpot), I just set Get a Transcription as the trigger in Make, then mapped Name, Email, Budget into the HubSpot “Create Contact” module. Added a second step to create a Deal when the budget was above 5k. Because let’s be honest — those are the only leads anyone actually wants to chase 😅.

 

Step 5: Test like a maniac.
I called my own number pretending to be a broke student, then a CEO with “unlimited budget.” Watching the transcripts appear in the dashboard was weirdly satisfying. When the agent got confused, I just tweaked the prompt until it flowed better.

 

Bonus tip: I also set a Slack notification for “qualified” leads. Nothing feels better than seeing a ping that says “New lead: Budget $10,000+”. Way better than waiting for CRM reports.

Long story short:

• Number → Agent → Integration → CRM.

• Don’t overcomplicate it, and test on yourself before letting real leads in.

It’s honestly kind of wild watching your AI qualify leads while you’re making coffee. At this point, I think my bot’s better at sticking to the script than my last human assistant… 😉

Done. Thank you so much!