Automation

How to Automate Lead Creation from Incoming Calls

January 26, 2025
8 min read
Voice360 Team
Learn how to automatically create and route leads in your CRM whenever a call comes in. Never miss a potential customer again with this step-by-step automation guide.

Why Automate Lead Creation?

Every incoming call is a potential customer. But manually creating leads for each call is time-consuming and prone to errors. With Voice360's automation, you can:

Real Results

Our customers who automate lead creation see a 45% increase in lead capture rate and save an average of 12 hours per week on manual data entry.

Prerequisites

Before you begin, make sure you have:

Step-by-Step Setup

Step 1: Navigate to Automations

Log into your Voice360 dashboard and navigate to Settings → Automations → Add New Automation.

Step 2: Choose Your Trigger

Select "Incoming Call Received" as your trigger. This will fire the automation every time a call comes in to any of your phone numbers.

Advanced Filtering

You can filter by specific phone numbers, time of day, or caller location. For example, only create leads for calls to your sales line during business hours.

Step 3: Add the "Create Lead" Action

Click Add Action → Create Lead. You'll see a form with several fields to map:

  1. Contact Name: Use {{caller_name}} if available from caller ID
  2. Phone Number: {{caller_phone}}
  3. Lead Source: Set to "Phone Call" or {{tracking_number}}
  4. Assigned To: Choose a team member or use round-robin assignment
  5. Notes: Include call details like {{call_duration}} and {{call_recording_url}}

Step 4: Configure CRM Mapping

If you're using an external CRM, map Voice360 fields to your CRM fields: 

{
  "lead_source": "Phone Call",
  "phone": "{{caller_phone}}",
  "first_call_date": "{{call_date}}",
  "campaign": "{{tracking_source}}",
  "call_recording": "{{recording_url}}"
}
Pro Tip

Use custom fields to track marketing attribution. For example, if you have different numbers for Google Ads vs Facebook Ads, you can automatically tag leads with the correct source.

Step 5: Add Follow-Up Actions (Optional)

You can chain multiple actions together:

Step 6: Test Your Automation

Before going live:

  1. Click Test Automation in the dashboard
  2. Make a test call to your tracking number
  3. Verify the lead was created correctly in your CRM
  4. Check that all fields are mapped properly
Important

Always test automations before activating them to avoid creating duplicate or incorrect leads in your production CRM.

Step 7: Activate

Once you've tested successfully, click Activate Automation. That's it! Every incoming call will now automatically create a lead.

Customization Options

Lead Qualification

Not all calls should become leads. Add conditions to filter:

Dynamic Lead Assignment

Route leads intelligently based on:

Rich Lead Data

Capture more than just basic info:

Best Practices

1. Set Up Duplicate Detection

Configure your automation to check for existing contacts before creating new leads. Use phone number as the unique identifier.

2. Use Descriptive Lead Sources

Instead of generic "Phone Call", use specific sources like:

3. Include Context in Notes

The more context you capture, the better. Include:

4. Set Up Lead Scoring

Not all leads are equal. Automatically score based on:

5. Monitor and Optimize

Review your automation performance monthly:

Track Your ROI

Use Voice360's built-in analytics to see how many leads you're capturing automatically vs manually. Most customers see automation save 10-15 hours per week.

Next Steps

Now that you've automated lead creation, take it further:

Questions? Check our Support Center or contact our team for personalized help setting up your automation.