Speed-to-Lead: AI calls new leads within seconds | Apilon AI
+1 888 420 9449
DAEN
Book a call
Speed-to-Lead

A lead goes cold in minutes. We call before it does.

Someone fills out your form. A few seconds later, their phone rings. An AI assistant says it is an AI calling on your behalf, asks your questions and books an appointment right on your calendar. Or hands them to someone on your team.

Book a call Call and hear the voice

The number +1 888 420 9449 goes to our demo assistant.

Works with leads from

  • Facebook and Instagram ads
  • Google lead forms
  • Your own website
Lead logExample
Form to booked appointment
  1. 2:02:07 PM
    Form submittedFacebook ad

    Megan T. · bathroom remodel · asked to be called

  2. 2:02:15 PM
    AI calling8 sec later

    Hi Megan. You're speaking with an AI assistant calling for [Your company]

  3. 2:03:40 PM
    Lead qualified3 of 3 questions
    85 sq ft, heated floors78704Start before Christmas
  4. 2:04:02 PM
    Appointment bookedThu 10:00 AM

    Site visit added to the calendar. Confirmation sent by text.

  5. 2:04:05 PM
    Summary sent to the teamEmail + CRM

    Answers, outcome and next step. Nobody has to call back and ask again.

Illustrative example. The name and times are made up.

Five minutes is a long time for a lead.

A lead is most interested the moment they hit send. From there it only goes one way. That is not just a gut feeling, it has been measured.

Call within 5 minutes instead of 30
100×

the odds of reaching the lead at all.

21×

the odds of qualifying the lead.

Relative odds. A call after 30 minutes = 1.

Source: Lead Response Management Study, Dr. James Oldroyd (MIT) and InsideSales.com, 2007. Three years of data, more than 15,000 leads and more than 100,000 call attempts.
  1. 01

    Their phone is in their hand right now.

    The form was most likely filled out on a phone. Five minutes later they are busy with something else, and your number is just another unknown number.

  2. 02

    You are rarely the only one they reached out to.

    Someone who wants a quote often asks several companies the same evening. Whoever calls first gets the first real conversation.

  3. 03

    Your team is busy with customers.

    Leads come in while you are out on a job, with a customer or closed for the day. So it turns into “I'll call them this afternoon,” and by then the lead has gone cold.

For a person on a busy day, five minutes is almost impossible to hit every time. For Speed-to-Lead, it is the starting point.

How it works

From form to calendar in four steps.

We build and set up all of it. You decide what happens at each step, and you can change it when your services or your calendar change.

  1. 01 Trigger

    The lead comes in

    Someone fills out the lead form on your Facebook or Instagram ad, a Google lead form or the contact form on your website. Their name, number and answers are passed on right away.

    You decideWhich forms and ads get connected.
  2. 02 Call

    The AI calls

    A few seconds later, the AI assistant calls. The first sentence says that it is an AI, who it is calling for, and that the call is about the form they just filled out.

    You decideWhen calls are allowed, and how the assistant introduces itself.
  3. 03 Qualifying

    It asks your questions

    The questions you would ask yourself: what the job is, where, when and what they expect. If an answer is unclear, it asks a follow-up.

    You decideThe questions, and when a lead is good enough for an appointment.
  4. 04 Outcome

    Books it or hands it off

    If the lead is ready, it finds an open time and books the appointment on your calendar. If they would rather talk to a person, it goes to the right person on your team. Whatever the outcome, your team gets a summary.

    You decideThe calendar, who takes over, and where the summary lands.

What a call sounds like.

An example for a remodeling company that just got an inquiry about a new bathroom. The questions are theirs. For you, they would be yours.

Outbound call · excerptMegan T.
  1. AI
    Says it is an AI

    Hi Megan. You're speaking with an AI assistant calling for [Your company], because you just filled out our form about a new bathroom. Do you have two minutes?

  2. Megan

    Yeah, sure. Wow, that was fast.

  3. AI

    Roughly how big is the bathroom?

  4. Megan

    About 85 square feet. And we'd like heated floors.

  5. AI

    Got it. What's the ZIP code for the house?

  6. Megan

    78704.

  7. AI

    And when would you like the work to start?

  8. Megan

    Before Christmas. What does something like that usually cost?

  9. AI

    I can't give you a price on that, because it depends on what you pick. That's something we'd go over at a site visit. I have Thursday at 10 AM or Friday at 2 PM. Which works better?

  10. Megan

    Thursday at 10.

  11. AI

    You're all set. You'll get a text confirmation in a minute.

Summary for the teamSent 2:04:05 PM
Source
Facebook ad, 2:02:07 PM
Job
New bathroom, about 85 sq ft, heated floors
ZIP code
78704
Timeline
Before Christmas
Asked about
Price. Not answered, to be covered at the site visit.
Outcome
Site visit booked Thu 10:00 AM

  • It says it is an AI

    Always in the first sentence, and again if anyone asks. It never pretends to be a person.

  • It asks your questions

    In the order you chose. If an answer is unclear, it asks a follow-up instead of moving on.

  • It only answers from what you have approved

    Your services, service area, business hours. If the lead asks about something it has not been told, a price for example, it says so honestly and adds the question to the summary.

  • It books on your calendar

    It suggests open times and puts the appointment straight on the calendar. The lead gets a confirmation by text.

  • It transfers to a person

    If the lead asks to talk to a person, it transfers the call to whoever you have picked. If nobody can take it, it sets a time for you to call back.

  • Your team gets the summary

    Name, number, source, answers and outcome. By email, text or straight into your CRM, so whoever takes over does not have to start from scratch.

Hear the voice yourself at +1 888 420 9449

If they don't pick up, it tries again. Within reason.

People are in meetings, driving or with a customer. One missed call is not a lost lead. But nobody wants their phone ringing all day, so there is a firm limit.

  • A few tries, no moreFor example, one more try after 10 minutes and a last one late in the afternoon. You decide how many and when.
  • A short text after the first tryThe lead is told that you tried to call, and how they can reach you themselves.
  • Only during your calling hoursIf the form comes in at 10:40 PM, it does not call then. It calls when you are open again.
  • Then it stopsIf it still cannot reach them, the lead lands with your team along with its status, so one of you can decide what happens next.
Attempts · Megan T.3 of 3 used
  1. 2:02:15 PMCall 1No answer
  2. 2:02:50 PMText sentDelivered
    Hi Megan, we just tried to call you from [Your company] about your new bathroom. We will try again later today. If you would rather call us, our number is [your number].Text · 2:02:50 PM
  3. 2:12:15 PMCall 2No answer
  4. 4:30:00 PMCall 3No answer
  5. 4:30:40 PMStopped. Sent to the teamNot reached
Rules and consent

This is not cold calling.

Calling and texting people in the US is tightly regulated, and it should be. Speed-to-Lead does not call people out of the blue to sell them something. It only calls people who filled out your form themselves and asked to be contacted, and only about what they asked about.

01

Only people who just asked

A call is only ever started by a new form. Never bought lists, never old leads that have been sitting in the system since last year.

02

It says it is an AI

In the first sentence of every call. The lead always knows who is calling, and that it is an AI.

03

“Don't call me again” means stop

If the lead says no, all calls and texts stop right away, and it is noted on your side.

04

Data agreement first

We sign a data processing agreement with you before anything goes live. Our access is limited to what you give us, and actions are logged.

The form has to say it clearly. The person filling it out should be able to see that they will get a call, and that an AI assistant may be the one calling. We help with the wording before anything goes live.

What you are probably going to ask.

If your question is not here, bring it to the call. We would rather give you a concrete answer about your setup than a general one.

Book a call
Which forms and ads can you connect?
Lead forms in Facebook and Instagram ads, Google lead forms and the contact form on your own website. If you use a different form tool, we can usually connect that too, as long as it can pass the data on. We sort that out on the first call.
What happens if they don't pick up?
The AI tries again a few times within the window you have set, for example after 10 minutes and again later the same day. After the first try, the lead gets a short text saying you tried to call. If it still cannot reach them, it stops and hands the lead to your team.
Can the AI transfer the call to one of us?
Yes. If the lead asks for a person, or it is something you would rather handle yourself, it transfers the call to the person you have picked. If nobody can take it, it sets a time for you to call back, and you get the summary right away.
What if the lead asks something the AI cannot answer?
Then it says so. It only answers from what you have approved, and it does not guess at prices, times or promises. The question goes into the summary, so whoever takes over knows exactly what needs an answer.
Does it sound like a robot?
It is an AI, and it says so from the start. The voice sounds natural and talks at a normal pace, so the conversation feels like an ordinary phone call. Want to hear it? Call +1 888 420 9449. The number goes to our demo assistant.
What if a form comes in at night or on the weekend?
You set the calling hours. If a form comes in outside them, the AI calls when you are open again, instead of calling someone at 10:40 PM on a Sunday.
Do we have to switch calendars or CRMs?
No. We connect Speed-to-Lead to the calendar and CRM you already use, as long as they can be connected. If you do not have a CRM, the summary can go to email or text instead.
What does it cost?
It depends on how many leads you get, which forms need to be connected and what should happen after the call. That is why we set the price after the first call, once we know your setup. The call comes with no obligation.

Works well with

Speed-to-Lead is one piece. These are the ones that fit best next to it.

Voice AI

For when leads and customers call you: it picks up when you cannot, answers questions and books appointments.

See Voice AI

AI Email System

Not everyone fills out a form. Some send an email. It gets sorted, answered and followed up, so it does not sit there going cold either.

See the AI Email System

AIOS

Want it all in one system? AIOS ties leads, calls, emails and follow-up together across the whole business.

See AIOS

How long do your leads wait today?

Book a call and we will go through your forms and leads together. You get a concrete proposal for how Speed-to-Lead should be set up for your business, and what it costs.

Book a call Call +1 888 420 9449

On the call

Where your leads come from01
How fast they get called today02
The questions the AI should ask03
Price and getting started04