CRM and booking · Roofing company
AI Appointment Setter for Roofing Company
An AI voice appointment setter that calls new roofing leads back, asks the right inspection questions and books estimates on the calendar.
Stack
- Vapi
- n8n
- OpenAI
- Airtable
- 01 · WebhookQuote form or ad lead
- 02 · VapiOutbound call
- 03 · OpenAIInspection questions
- 04 · n8nBook the estimate
- 05 · AirtableLog the lead and notes
The problem
Leads from ads and quote forms needed a phone call, but the team was on roofs during the day. Callbacks happened in the evening or the next morning, and homeowners had already booked another contractor.
Discovery
Before building, I mapped:
- Q1The questions an estimator needs before driving out: roof type, age, damage, insurance claim
- Q2Service areas and the days estimators cover each one
- Q3Which leads are worth a same-day call and which can wait
The idea
Call every new lead within minutes with a voice agent that sounds like a calm office manager. It gathers the inspection details, books a slot that fits the estimator’s route, and logs everything so nothing is asked twice.
How it runs
- Step 1
A form or ad submission hits an n8n webhook and queues an outbound call.
- Step 2
The Vapi agent calls, introduces the company and confirms the address.
- Step 3
It asks about the roof, the damage and any insurance claim, and answers common questions.
- Step 4
n8n checks the estimator’s calendar for that service area and books the visit.
- Step 5
The lead, transcript and booking land in Airtable; the estimator gets a summary.
What the client got
- Voice agent script and prompt
- n8n workflows
- Airtable lead base
- Call review checklist
Next build
Next build · CRM and bookingAI Booking and Scheduling Assistant for ConsultantsHand me the busywork.
An automation, a GoHighLevel setup, an AI agent, a connected system or a batch of AI ads. Tell me what slows you down and I will tell you how I would fix it.