// Case Study
Two asynchronous n8n workflows replacing the entire SDR function, with dynamic scheduling that calls leads immediately during business hours or queues them, and GPT post-call analysis that routes warm leads automatically.
The problem
The clinic needed every lead contacted without adding headcount. Overnight and weekend leads waited hours for a callback, and human agents varied in script adherence and logging. Manual call logging was delayed and error-prone.
Voicemails disappeared into a "called" status without structured follow-up, and there was no real-time view of warm versus cold leads.
Two asynchronous workflows handling outreach timing and post-call triage.
A webhook ingests lead data, then a time-zone-aware node decides call-now versus schedule. Call-now fires a Retell AI call immediately; otherwise the workflow waits until the next business window before dialing.
A Retell analysis webhook appends the transcript, summary, status, and recording to Google Sheets. A GPT prompt then classifies booking intent as a boolean: true routes a WhatsApp scheduling link plus a Gmail confirmation and updates the CRM; false sets a "follow up needed" flag for human reps.
Every lead contacted at the optimal time.
Qualitative transcripts converted into a binary booking-intent flag with no human review.
Warm leads sent a scheduling link via WhatsApp and Gmail within seconds of the call ending.
Failed calls flagged automatically into a prioritised queue.
A full compliance audit trail on every call.
Zero manual data entry between lead submission and follow-up.
Healthcare / Optometry
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B2B / AI Services
A 24/7 Telegram sales bot qualifying B2B leads and booking Google Calendar meetings with Meet links.
HVAC / Home Services
Two voice agents, an SMS engine, and a 5-system booking chain into ServiceTitan in under 10 seconds.
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