Create a fully automated AI outreach and appointment system that identifies qualified prospects on LinkedIn, communicates via LinkedIn and email, uses Retell AI to confirm and gather information, books appointments, sends reminders, and provides a clear AI-generated summary of each lead’s needs and pain points.
System must be simple, reliable, and maintainable.
Hello @Muhammed_Cannon , welcome to make.com community, I have worked and have experience with Make.com and l will love to collaborate with you on this you can schedule a call Here and you can checkout my upwork profile Here, for my pastworks and certifications
Hi, I can build a fully automated AI outreach and appointment system as described. Using Make.com, I’ll integrate LinkedIn, email, Retell AI, ChatGPT, GoHighLevel, and Google Sheets to discover leads, engage prospects, qualify them, book appointments, and generate actionable summaries—ensuring the workflow is simple, reliable, and maintainable.
I’m really glad to see your clear plan for the automations — it looks great!
We have a team of experienced developers who work on such automation projects daily. I can assign a dedicated expert developer to your project who can build this efficiently and in less time.
I’d love to connect with you over a quick call to take this discussion a step further.
Here’s my Calendly link — feel free to pick a time that works best for you: https://calendly.com/diya-deligence/30min
We’re ready to get started right away once we finalize the details.
Hi Muhammed — great brief. I can build this end-to-end automation in Make.com (webhooks + app connectors + custom HTTP modules) so Clay → Smartlead → Retell → ChatGPT → GHL → Sheets runs reliably, with full logging, retry/error handling, and variable credentials (no hard-coding).
Below is a concise proposal: what I’ll deliver, two relevant case studies, a bullet-point technical approach, timeline, and estimate.
What I’ll deliver
Complete Make.com automation implementing your 7-step workflow:
Clay → Make webhook ingestion and enrichment handling
Make → Smartlead (email sequences) + LinkedIn message step
Built a Make automation that scraped LinkedIn lists, enriched contacts, pushed them into an outreach tool, parsed replies, and created CRM records.
Added webhook-based reply handling and automated status transitions. Result: 60% reduction in manual handoffs and a 3× faster booking rate with automated qualification calls.
2) Voice Qualification + AI Summary Pipeline
Implemented a workflow where incoming leads triggered an outbound voice call via a voice agent; transcripts were passed to GPT for summarization and scoring, then written to CRM and internal Google Sheets.
Added retry, transcript validation, and summary templates. This reduced manual read-through time by 80% and improved lead quality scoring accuracy.
Technical approach (bullet points)
Platform: Build all orchestration inside Make.com (scenarios + routers). Use native connectors where available (Smartlead, GHL, Google Sheets). Use HTTP modules for Clay / Retell / ChatGPT if native connectors are unavailable.
For positive/neutral: create/update contact in GHL and enqueue for Retell qualification call.
Retell Qualification Call:
Make triggers Retell call API, passing contact info & call script variables.
Poll / webhook to capture audio URL + transcript URL when ready.
Store transcript URL and audio link in GHL contact and Sheets.
ChatGPT Analysis:
Make fetches transcript + recent email thread → call ChatGPT API with a tuned prompt to extract Pain Points, Needs, Urgency, Buying Signals, Recommended Next Steps.
Validate output structure (JSON keys) and write to GHL notes + Sheets row.
Booking & Reminders (GHL):
If lead books: GHL calendar entry created via API; Make listens for calendar webhook to trigger confirmations and SMS/email reminders at 24h / 2h / 15m.
Optional: trigger Retell voice reminder 24h prior via Retell API.
Reporting & Visibility:
Master Google Sheet (or BigQuery optional) with per-lead rows: status, transcript URL, ChatGPT summary, appointment time, all timestamps.
Simple dashboard sheet with counts: new / scheduled / completed / failed.
Reliability & Security:
Add routers and error handlers in each scenario; failed items go to a “DLQ” sheet and email alert to ops.
Use Make variables & storage for API keys. No keys in plain HTTP bodies or logs.
Maintainability:
Use modular Make scenarios (Lead Ingest, Outreach, Reply Handler, Qualification, Analysis, Booking, Reporting) so components can be toggled or re-run.
Parameterize templates, thresholds, and scripts (e.g., minimum reply length to qualify, retell retry count).
Timeline
Kickoff & infra prep: 1 day (credentials, Make workspace, connection tests)
Booking/reminders integration with GHL & voice reminders: 2 days
End-to-end testing, resiliency, logs, and documentation: 2 days Total: ~12 calendar days (can be compressed to ~8–10 days with immediate credential access and review turnaround)
Hey @Muhammed_Cannon , I understand the challenge managing outreach manually across LinkedIn and email takes too much time and leads to inconsistent follow-ups. You need a system that identifies qualified leads, communicates automatically, and books meetings reliably.
I can build a fully automated AI outreach and appointment workflow using LinkedIn, email integrations, and Retell AI for lead engagement. It will handle prospecting, follow-ups, scheduling, reminders, and generate clear summaries of each lead’s goals and pain points all in one streamlined, maintainable setup.
Schedule a call with me here so we can discuss this over a call.
That’s a powerful multi-app automation stack — I’ve actually built a very similar AI outreach and appointment system combining Retell AI, Smartlead, GoHighLevel, ChatGPT API, and Make.com for a recruiting agency and a SaaS sales team.
I can help you:
Map and build the full workflow you outlined (Clay → Smartlead → Retell → GHL → Sheets).
Ensure API reliability, webhook sequencing, and retry logic so no lead is lost.
Add structured ChatGPT summaries and Retell transcript logging directly into GHL for full visibility.
Make it modular, so your team can easily maintain or extend it later.
We can start with a quick discovery call to review your architecture and finalize scope, or continue securely via Fiverr if you prefer.
Sure! Let me know when we can connect to discuss your automation needs.
I specialize in building automated AI outreach and appointment systems using Make.com, Smartlead, Retell AI, ChatGPT, and GoHighLevel. With over 5 years of experience in automation, I can help you streamline lead discovery, outreach, qualification, and appointment scheduling effectively.
I had recently worked on a bot using Retell AI and Make.com for appointment booking, including availability checks, ensuring a smooth and reliable process.
You’ve already outlined a strong architecture, and this is exactly the kind of multi-step outreach and appointment engine we build. We’ve worked extensively with GHL (including building a full backup solution via CRM-Backup.com), and we’re comfortable running this whole system inside Make so it stays simple, reliable, and maintainable for you.
At a high level, the build would:
• Take enriched leads from Clay and push them into Smartlead and your LinkedIn tooling, logging everything to Google Sheets.
• Listen for positive or neutral replies from Smartlead, sync contacts into GHL, and trigger Retell AI qualification calls.
• Capture Retell transcripts, send them through the ChatGPT API, and write the AI-generated summary back into GHL and Google Sheets.
• Let GHL handle booking, confirmations, and reminders, with Make coordinating status and reporting end-to-end.
On the tool side:
• Clay: Has an API and webhook support, so we can pass enriched leads into Make in real time.
• Smartlead: Offers a REST API and webhooks, which we can use to enroll leads, track replies, and kick off next steps.
• Retell AI: Provides APIs to launch calls and receive transcripts and call data that Make can process automatically.
• LinkedIn via Clay or PhantomBuster: Both approaches can be driven by API so Make can orchestrate outreach and log results without manual work.
From here, the next step is to walk through your targeting, messaging, and qualification rules so we can lock in the data model and scenario layout, then map out the build in detail.
Tech Stack (Final)
Lead Discovery — Clay
Outreach Initiation — Make → Smartlead + LinkedIn Message
Reply Handling — Smartlead → Make
Qualification Call — Retell AI (Triggered by Make)
Conversation Analysis — ChatGPT API
Appointment Booking & Reminders — GHL
Final Output & Visibility
Check my profile: 
Book a quick call: 