All success cases CASE 01 · VOICE AI

She Calls Your Leads Before They Go Cold

A clinic agent who calls the lead in seconds, books them, confirms them, and never forgets a name.

  1. 4 Clinics live
    28 Workflows behind a single clinic
    10 min How often her call queue looks for work
    Every call Scored by an AI verifier after it ends
  2. The problem

    A new lead fills in a form at 8pm on a Sunday. Nobody sees it until Monday. By then they have already booked somewhere else. That is not a marketing problem, it is a response time problem, and it was quietly bleeding these clinics dry. The front desk was also drowning: confirmations, reschedules, cancellations, the same five questions on repeat, all while trying to look after the people actually in the room.

  3. The solution

    Olivia calls the lead within seconds of the form landing. She qualifies them, explains the treatment in plain language, handles the objections, and books them straight into the calendar. She calls again to confirm the day before, texts if calling is not appropriate, and picks up when the clinic phone rings. She is not a receptionist with a script. She is an agent with real tools: she can book, cancel, reschedule, look a patient up, and hand anything clinical to a human immediately.

  4. How it was built

    Voice runs on VAPI with Claude Sonnet as the brain through OpenRouter, so the reasoning is good enough to survive a real conversation. n8n is the orchestration layer: intake funnels, a scheduler that fires every ten minutes off a task queue, a post call handler, a booking watcher, an inbound SMS agent, and a set of individual tool workflows that VAPI calls mid conversation to check availability or move an appointment. State and history live in Supabase, one database, multi tenant by clinic id. Contacts and calendars stay in GoHighLevel, because that is where the clinics already worked and ripping it out would have helped nobody. On top of all that sits the part I care about most: a verifier that reads the transcript of every single call, decides whether the goal was met, extracts the objections it heard, and flags anything a human needs to see. There is also a second agent whose only job is to phone Olivia, pretend to be a patient, and check she still behaves. Version one is never the finished version.

    Watch the wires draw. This is the real architecture.

    01VAPI02CLAUDE SONNET VIAOPENROUTER03N8N04SUPABASE05GOHIGHLEVEL 01VAPI02CLAUDE SONNET VIA OPENROUTER03N8N04SUPABASE05GOHIGHLEVEL
    VAPIClaude Sonnet via OpenRoutern8nSupabaseGoHighLevel
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