Sync Qualified Leads to Google Sheets

Learn how to automatically add qualified leads to Google Sheets after successful AI phone calls

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.

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

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

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

Step 2: Configure Assistant and Load Data

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 “Load Data” to set up the webhook and load sample call data
   • This automatically configures the webhook on your assistant
   • Sample data from your recent calls will be loaded for use in the next steps

Step 3: Verify Assistant Variables

Before proceeding, make sure your assistant has the right variables configured:

1. Check post-call variables in your assistant’s “Post-call Actions” tab:
   • 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

Adding New Post-Call Variables

If you add a new post-call variable after creating the automation:

1. Define the new variable in your assistant’s “Post-call Actions” tab and save
2. Return to your automation and click “Load Data” again to refresh the available fields
3. Re-evaluate an existing call if needed to extract the new variable from past calls

Step 4: 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)

Step 5: 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

Step 6: 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

Step 7: 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

Step 8: 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

Step 9: 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

Step 10: 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

Troubleshooting

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

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!