Stephen

AI Voice Calling & Callback Automation | Retell + n8n

Nov 2025 - Present • 8 mos

Designed and built a fully automated AI voice calling system for outbound lead engagement and follow-up, using n8n, Retell AI, Google Sheets, Gmail, and Webhooks. The system was built to eliminate manual dialing and follow-up work entirely, replacing it with an end-to-end automated pipeline. The workflow begins by retrieving and filtering contact records from Google Sheets based on custom logic, ensuring only qualified leads enter the calling queue. It then schedules and initiates outbound AI voice calls through Retell AI, allowing the system to handle conversations at scale without human intervention. Once a call concludes, callback events are captured in real time via webhooks and routed through a set of automated logic rules. Depending on the outcome of each call, the system triggers personalized email notifications through Gmail and automatically updates each contact's status in Google Sheets — keeping records accurate without manual data entry. The result is a scalable outbound communication and follow-up system that runs independently, reduces operational overhead, and ensures no lead falls through the cracks due to delayed or missed follow-up.

Multi-Path CRM Data Sync & Workflow Logic

Jun 2025 - Present • 1 yr 1 mo

Developed a complex automation workflow designed to bridge the gap between communication and data management, eliminating the disconnect between incoming messages and CRM records. The system was built to ensure no lead or deal update ever depended on manual entry again. The workflow continuously monitors Microsoft Outlook for incoming triggers, then applies multi-layered If/Else logic to determine exactly how each piece of data should be processed and routed. Depending on the trigger type, the system performs real-time lookups against Google Sheets to cross-reference existing records before taking action. To handle more advanced data transformation needs, I integrated custom JavaScript and Python logic directly into the workflow, allowing the system to clean, restructure, and validate data before it reaches its destination. Once processed, precise updates are pushed automatically to Pipedrive CRM, keeping every lead and deal status synchronized in real time. The result is a fully automated system that maintains a 100% accurate log across all spreadsheets and CRM records, removing manual data entry entirely and ensuring every update happens instantly and reliably. (994 characters) Same structural approach as the last one: trigger → logic/lookup → transformation → output, each expanded with the operational reasoning behind it rather than just stacking tool names. Let me know once you've pasted both into Fiverr and confirm whether the field truncates anywhere — if so I'll recalibrate the target length for future entries.