---
title: "Automate outbound AI calls and follow-up texts"
description: "With these two powerful Zaps, you can trigger an AI agent to call a new lead, then update your CRM and text the lead an AI-generated audio summary."
image: "https://images.ctfassets.net/lzny33ho1g45/3htFaXR7nEvmPFcpG1pQhD/4f53457cb7de1000b34d6faff43f7715/Hero.jpg"
---

# Automate outbound AI calls and follow-up texts

With these two powerful Zaps, you can trigger an AI agent to call a new lead, then update your CRM and text the lead an AI-generated audio summary.

In your typical lead outreach workflow, someone submits a form, you call them to qualify their interest, you log the conversation in your CRM, and then you send a follow-up email. It works. But it's time-consuming, and by the time you get around to reaching out, that lead may have already moved on.

AI voice tools can transform this process. An intelligent AI voice agent can kick off outreach the moment a lead submits a form. And instead of emailing them a _generic_ message, you can deliver one that's personalized using an AI voice message that references the conversation with the voice agent. The combination of the immediacy and personalization makes leads far more likely to engage.

Sound like something you'd like to implement? In this tutorial, I'll show you how to automate this process using a handful of apps: [Zapier Forms](https://zapier.com/blog/zapier-interfaces-guide/), [Zapier Tables](https://zapier.com/blog/zapier-tables-guide/), [Synthflow AI](https://zapier.com/apps/synthflow-ai/integrations), [HubSpot](https://zapier.com/apps/hubspot/integrations), [AI by Zapier](https://zapier.com/blog/ai-by-zapier-guide/), [ElevenLabs](https://zapier.com/apps/elevenlabs/integrations), and [Telnyx](https://zapier.com/apps/telnyx/integrations). You can easily swap any of these for your preferred tools, as long as they're in our [app directory](https://zapier.com/apps)—the setup will be similar.

## Automate the full-loop customer journey

Zapier is an AI orchestration platform that lets you streamline your work by connecting your work apps into automated workflows. These workflows are called Zaps, and they can do lots of tasks for you—including the lead outreach process, from form submission to follow-up. You can create your own Zap from scratch without any coding knowledge, but there are also lots of pre-built templates to help you get started quickly.

You can build these AI-powered outreach Zaps from scratch in the [Zap editor](https://zapier.com/editor) or click the templates below to get started. The templates will save you some clicks by automatically populating your trigger and action steps. If you don't already have a Zapier account, you'll need to create one. Then just follow the directions below to set up your Zaps.

You'll need two separate Zaps for this workflow:

- [Zap 1](#1) watches for new form submissions, then creates an AI-powered call
- [Zap 2](#2) watches for completed calls, then updates your CRM, generates personalized voice messages, and sends follow-up text with the audio message

## Zap 1: Trigger AI calls from form submissions

### Set up your Zapier Forms trigger

1. Create your trigger, choosing **Zapier Forms** as your app and **Form Submission Created** as your trigger event. If you started with the template, this will already be done for you. Click **Continue**.

2. In the _Configure_ tab, select which form you want to monitor. This should be the form you're using to collect lead information. To build one, click **Create Form**, then **Open in Forms**.

3. You'll be prompted to build one from scratch, from an existing table, or with [Copilot](https://zapier.com/blog/zapier-copilot-guide/), our built-in AI assistant.

Here's a form I spun up in 30 seconds using Copilot, describing what I needed in natural language.

4. Back in the Zap editor, configure your other fields and click **Continue**.

5. Now test this step. If you haven't already, submit a test entry to your form so Zapier can find a record. Click **Test trigger**, select a submission, and click **Continue with selected record**.

### Set up your Synthflow AI action

1. In your next step, choose **Synthflow AI** as your app and **Create Call** as the action event. Then connect your Synthflow AI account and click **Continue**.

2. In the _Configure_ tab, enter your model ID from your Agents tab in Synthflow.

3. Back in the Zap editor, map information from your form submission trigger. At minimum, you'll need to provide the name and phone number to call. Click the **plus sign** (+) in the field to open the data picker and select the phone number from your Zapier Forms step.

You may also want to map the lead's email address if you plan to add another email step to this workflow. And you can add custom variables mapped to other form responses, too, if you want your Synthflow agent to refer to other parts of the form submission during the call.

4. When you're done configuring, click **Continue**, then **Test step**. This will create a test call in Synthflow AI. Check your Synthflow AI account to verify the call was created successfully.
5. If everything looks good, click **Publish** to turn your Zap on.

## Zap 2: Send personalized follow-ups after calls

### Set up your Synthflow AI trigger

1. Create your trigger, choosing **Synthflow AI** as your app and **Phone Call Completed** as your trigger event. If you started with the template, this will already be done for you. Connect your account, and click **Continue**.
2. In the _Configure_ tab, enter the ID for the agent you're using and click **Continue**.
3. Click **Test trigger** to find recent completed calls from Synthflow AI. Select a recent call record and click **Continue with selected record**.

### Set up your Zapier Tables action

1. In your next step, choose **Tables** as your app and **Find Records** as the action event. Then move on to configuring your step.
2. Now connect the table that's storing your information, adjusting the settings to look up the lead's phone number. To do this, map the number in the _Lookup Value_ field from your Synthflow AI trigger.
3. When you're done, click **Continue**.

### Set up your HubSpot action

1. In your next step, choose **HubSpot** as your app and **Create or Update Contact** as the action event. Then connect your HubSpot account and click **Continue**.

2. In the _Configure_ tab, map any data you'd like from the caller's Tables record to create a new record for them. If a record already exists for this person, Zapier will just update it rather than create a duplicate.

3. When you're done, click **Continue**, then **Test step** to verify that the contact gets updated correctly in HubSpot.

### Set up your AI by Zapier action

1. Add another action step, choosing **AI by Zapier** as your app. This step will create a concise, personalized summary of your Synthflow AI call transcript, which will later get converted into a voice recording.
2. To set this up, inside the _Prompt builder_, map the transcript from your Synthflow AI step to _Input fields_. Then click **Save**.

3. Then write a prompt like the one below. Click **Generate preview** to see an example result, so you can evaluate it and tweak your prompt as needed.

4. If the result looks good, click **Finish**.

### Set up your ElevenLabs action

1. Add another action step, choosing **ElevenLabs** as your app and **Convert Text to Speech** as the action event. Connect your ElevenLabs account and click **Continue**.
2. In the _Configure_ tab, all you have to do is pick a voice and map the AI summary you created in the previous step to the _Text_ field.

3. Click **Continue** when you're done.
4. Test the step to generate sample audio and verify that it sounds good to you. You can download the audio using the URL from your test results.

5. When you're ready, click **Continue**.

### Set up your Telnyx action

1. For your final action, choose **Telnyx** as your app and **Send MMS** as the action event. Connect your account and click **Continue**.
2. In the _Configure_ tab, select the Telnyx phone number you'll be sending messages from, and map the prospect's phone number in the _To Number_ field. In _Media URL_, you'll also want to map the audio file URL from your ElevenLabs step.

3. Optionally, you can add other text and a subject line to be sent along with your audio message.
4. When you're done, click **Continue**, then **Test step**, which should send an audio message to the number you specified.
5. If everything worked as expected, just click **Publish** to turn your Zap on.

Now sit back and enjoy as AI and automation manage your lead intake.