The client
A US agency that runs Google Ads for its customers. Its business depends on what happens in the minutes after a lead fills in a form: the faster and more personally that lead is contacted, the more of the ad spend turns into booked calls. The agency is not named here at its request; the build is described in full.
The challenge
Leads arrived around the clock and were followed up when someone was free, which on a busy day could be hours later and at night could be the next morning. By then the lead had often filled in three other forms. The agency wanted every lead texted the moment it landed and called within minutes, by something that could answer the routine questions, sound like the business rather than a call centre, and hand over to the owner at the right moment with a slot already in the diary.
It also wanted the same thing to hold across channels: if a lead replied by SMS, email or a Facebook or Instagram message instead of answering the phone, the follow-up should continue there with the same context, and any channel should be able to book the owner's calendar live.
What Virtual Wise built
The system has four parts, each doing the job it is best at.
GoHighLevel: CRM, campaigns and the voiceThe CRM and marketing platform. Leads land there from the ad forms, every contact and conversation is recorded against the lead, and its Voice AI makes the calls, fetching its context and instructions from the knowledge base before each one.- n8n: the coordinatorHosts the knowledge base the AI works from (what the business offers, how it talks, what it can and cannot promise), tracks exactly what has been sent to each lead and when so nobody is messaged twice, and runs the SMS and email campaigns that follow the first contact.
Twilio: the numbersProvides the phone numbers for the texts and calls.- Meta: social agentsMessaging agents on Facebook and Instagram handle leads that come through, or reply through, social, with the same knowledge base and the same view of the calendar.
How a lead moves through it
- Within secondsThe lead receives a customised SMS acknowledging the enquiry, in the agency’s wording.
- After five minutesThe AI agent calls, in a communication style the client specified. It gives the information the lead needs, clarifies the issues that do not need a human, and when the conversation reaches the questions that should go to the owner, or when the lead asks for them, it pivots to booking a call with the business owner.
- Booking, liveThe call agent, the SMS and email sequences, and the Facebook and Instagram agents all have a real-time view of the owner’s availability. Whichever channel the lead is on, it can offer real slots and confirm one on the spot.
- NurtureLeads who do not book straight away are followed up by SMS and email on a schedule n8n controls, with every send logged against the lead.
The point of all of it: the agency is no longer the slowest part of its own funnel. A lead hears back before it has closed the browser tab.
Why it is built this way
The AI never improvises the offer. Everything it says comes from a knowledge base the client controls, and anything outside it is a handover to the owner.
Because n8n tracks every message and call, the owner picks up the booked call knowing exactly what has already been said, on which channel.
The CRM, the voice layer, the numbers and the coordinator are separate services doing separate jobs, so the client can change one without rebuilding the rest.
Voice, SMS, email and social all read the same availability, so a lead is never offered a slot that has gone.
The results
Every lead is texted within seconds and called within five minutes, at any hour, in the agency's own style. Routine questions are answered without a person, the owner only joins calls that are already booked, and follow-up continues on whichever channel the lead prefers. The agency's response time is no longer tied to who is free.
The same workflow, and others like it, are described on the AI automation service page.
