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Voice Outbound Bot

The Voice Outbound Bot automatically scores and qualifies leads based on your criteria, helping you focus on the most promising opportunities.

Overview​

This bot analyzes lead interactions, assigns quality scores, and routes leads to the appropriate team members based on predefined criteria.

Key Features​

  • Automatic Lead Scoring - Assigns scores based on engagement and criteria
  • Intent Detection - Identifies buyer/seller intent and urgency
  • Smart Routing - Directs leads to the right agent or team
  • Qualification Questions - Asks targeted questions to gather information
  • CRM Integration - Updates lead status and scores in real-time
  • Priority Flagging - Highlights high-value leads for immediate follow-up

How It Works​

graph TD
    A[New Lead] --> B[Gather Information]
    B --> C[Ask Qualifying Questions]
    C --> D[Analyze Responses]
    D --> E[Calculate Score]
    E --> F{Score Level}
    F -->|Hot| G[Route to Top Agent]
    F -->|Warm| H[Route to Team]
    F -->|Cold| I[Add to Nurture Campaign]
    G --> J[Update CRM]
    H --> J
    I --> J

Lead Scoring​

Scoring Criteria​

Leads are scored based on multiple factors:

Engagement Score (0-30 points)​

  • Email opens: 5 points
  • Link clicks: 10 points
  • Form submissions: 15 points
  • Phone calls: 20 points
  • Property visits: 30 points

Intent Score (0-30 points)​

  • Browsing: 5 points
  • Asking questions: 10 points
  • Requesting showings: 20 points
  • Making offers: 30 points

Qualification Score (0-40 points)​

  • Budget confirmed: 10 points
  • Timeline defined: 10 points
  • Pre-approved: 15 points
  • Ready to buy/sell: 5 points

Score Ranges​

Hot Lead (70-100 points)

  • High engagement
  • Clear intent
  • Qualified buyer/seller
  • Immediate follow-up required

Warm Lead (40-69 points)

  • Moderate engagement
  • Some intent shown
  • Partially qualified
  • Follow-up within 24 hours

Cold Lead (0-39 points)

  • Low engagement
  • Unclear intent
  • Not yet qualified
  • Add to nurture campaign

Configuration​

Basic Settings​

  1. Bot Name - Name your lead qualifier bot
  2. CRM Connection - Link to HubSpot, Salesforce, etc.
  3. Scoring Rules - Define your scoring criteria
  4. Routing Rules - Set up lead assignment logic

Qualification Questions​

Configure questions to ask leads:

Budget Questions​

  • "What's your budget range?"
  • "Are you pre-approved for a mortgage?"
  • "What's your down payment amount?"

Timeline Questions​

  • "When are you looking to buy/sell?"
  • "Is this urgent or just exploring?"
  • "Do you need to sell before buying?"

Property Preferences​

  • "What type of property are you looking for?"
  • "Preferred neighborhoods?"
  • "Must-have features?"

Motivation Questions​

  • "What's driving your move?"
  • "First-time buyer or moving up?"
  • "Investment or primary residence?"

Routing Rules​

Define how leads are assigned:

By Score:

  • Hot leads → Top performing agent
  • Warm leads → Round-robin to team
  • Cold leads → Automated nurture

By Location:

  • Route based on property location
  • Assign to area specialists
  • Consider agent territories

By Type:

  • Buyers → Buyer's agents
  • Sellers → Listing agents
  • Investors → Investment specialists

By Value:

  • High-value → Senior agents
  • Standard → Team rotation
  • Entry-level → Junior agents

Triggers​

When the bot qualifies leads:

New Lead Sources​

  • Website form submissions
  • Email inquiries
  • Phone calls (via transcription)
  • Chat conversations
  • Social media messages

Engagement Events​

  • Email opens/clicks
  • Website visits
  • Property views
  • Document downloads
  • Video views

Time-Based​

  • After X days of inactivity
  • Before lead goes cold
  • Periodic re-qualification

Actions​

What the bot does:

  1. Ask Questions - Send qualification questions via email/SMS
  2. Calculate Score - Update lead score based on responses
  3. Update CRM - Sync score and qualification data
  4. Route Lead - Assign to appropriate agent
  5. Notify Agent - Alert assigned agent
  6. Tag Lead - Apply relevant tags (hot, warm, cold)
  7. Trigger Workflow - Start appropriate nurture campaign

Analytics​

Track qualification performance:

Lead Quality Metrics​

  • Average lead score
  • Score distribution
  • Qualification rate
  • Conversion rate by score

Routing Metrics​

  • Leads by agent
  • Response time by agent
  • Conversion rate by agent
  • Lead source quality

Question Performance​

  • Response rate by question
  • Most valuable questions
  • Question completion rate

Best Practices​

1. Keep Questions Concise​

Ask only essential questions to avoid overwhelming leads.

2. Adjust Scoring Over Time​

Refine scoring criteria based on actual conversion data.

3. Balance Automation and Personal Touch​

Use bot for initial qualification, then hand off to agents.

4. Monitor Score Accuracy​

Regularly review if scores align with actual lead quality.

5. Provide Quick Follow-Up​

Ensure hot leads get immediate attention.

Example Workflows​

New Website Lead​

Trigger: Form submission on website Actions:

  1. Send welcome email
  2. Ask 3 qualifying questions
  3. Calculate initial score
  4. If score > 70, notify top agent immediately
  5. If score 40-69, assign to team rotation
  6. If score < 40, add to email nurture campaign
  7. Update CRM with all data

Re-Engagement Campaign​

Trigger: Lead inactive for 30 days Actions:

  1. Send re-engagement email
  2. Ask updated qualification questions
  3. Recalculate score
  4. If score improved, route to agent
  5. If score declined, adjust nurture cadence

Troubleshooting​

Inaccurate Scores​

  • Review scoring criteria
  • Check data quality
  • Verify CRM integration
  • Adjust weights

Low Response Rates​

  • Simplify questions
  • Reduce number of questions
  • Improve email copy
  • Test different timing

Routing Issues​

  • Verify agent assignments
  • Check routing logic
  • Review agent capacity
  • Test notification system

Next Steps​