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Saad Rasheed
Customer Database Builder

Log Every Caller & Build
Your Marketing Database

A 24/7 AI phone system that answers inbound calls, logs every customer's details directly into your CRM, and creates a database for future marketing campaigns.

"What if every single person who called your store was automatically saved to a database, ready for your next marketing campaign?"

VAPIn8nVtiger CRMTelegram
The Problem
📵

Zero Caller Capture

Dozens of customers called daily, but their details were never captured. Every hang-up was a lost marketing opportunity.

🗂️

No CRM data

Every inbound enquiry was handled verbally with nothing recorded. The team had no history of who called, what they needed, or when.

💬

Manual follow-up

SMS follow-ups were done by hand. There was no central place to see calls, manage customer messages, or track who had been contacted.

How It Works
01

Call Received

AI agent answers every inbound call, whether the store is open or closed.

02

Data Collected

Agent gathers customer name, query, and consent for SMS follow-up.

03

CRM + SMS + Log

Customer is written to Vtiger CRM, SMS sent if consented, call logged to Telegram.

04

Database Built

Caller details are saved into a central database for future marketing campaigns and outreach.

Tech Stack
VAPI

Voice AI Engine

Powers the real-time phone conversation. Handles natural speech, collects structured data from callers, and executes business logic mid-call.

  • Inbound call handling
  • Natural conversation
  • Hours-aware behaviour
n8n

Automation Backbone

Orchestrates everything after the call: CRM writes, SMS dispatch, Telegram logging, and call forwarding logic based on store hours.

  • Vtiger CRM writes
  • SMS trigger
  • Telegram log dispatch
Vtiger + Telegram

CRM & Comms Layer

Vtiger stores every customer record. Telegram serves as the team's unified inbox. Call summaries arrive here, and two-way SMS replies are managed from the same thread.

  • Full customer records
  • Call summaries logged
  • Two-way SMS from Telegram
Live Example
AI Phone AgentAFTER HOURS
Agent
Thank you for calling. Our store is currently closed. May I take your name and what you're looking for today?
User
I'm James, I need a RAM upgrade for my laptop.
Agent
Got it James. Can I get your phone number so we can follow up when we open?
User
Sure. 786-555-0192. And yes, you can text me.
Agent
Perfect, James. I've logged your enquiry and you'll get a text from us. We open tomorrow at 9 AM. Speak soon!

What just happened?

AI agent answered the call
Collected name, query & number
Got SMS consent from customer
Record written to Vtiger CRM
Follow-up SMS sent automatically
Call summary logged to Telegram
Team can reply via Telegram thread
Key Features
🕐

24/7 Lead Capture

Never miss a caller. The AI agent handles calls around the clock and consistently logs their information.

🗂️

Auto CRM Logging

Every caller's name, query, and contact details are written directly to Vtiger CRM. No data entry needed.

💬

Consent-Based SMS

If the customer agrees to receive a text, an automated follow-up SMS is sent immediately after the call ends.

📲

Two-Way SMS via Telegram

All call summaries land in a Telegram channel. The team can reply to any customer's SMS directly from that same Telegram thread.

📋

Full Call Logging

Every call (open or closed, answered or missed) is summarized and posted to Telegram for the team's records.

🔁

Zero Manual Follow-Up

From call answered to CRM record to SMS sent, the entire post-call workflow runs without anyone on the team lifting a finger.

Never miss a customer
call again.

Works for any retail store, service business, or clinic. Custom hours logic, any CRM, live in days.

  • Custom hours & routing logic
  • Any CRM integration
  • Live in days, not months