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Turn every inbound call and web chat into a qualified, CRM-ready record. In this recipe you build a SmartAlex agent that answers on the first ring, runs AI lead qualification against your own criteria, captures the fields you care about, and pushes the outcome to a deal in your CRM. No spreadsheet, no manual data entry, no lead left sitting in a voicemail. This is the fastest way to qualify leads by phone AI can handle end to end: the agent talks, scores against your bar, and syncs the result while your team is busy or asleep.

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How the flow works

Callers speak to Alex, your in-app assistant’s voice on the front desk. Alex greets, asks your qualifying questions, and decides in real time whether the caller clears your bar. Qualified leads are written out with every field captured. Everyone else is logged and offered a callback or a nurture path, so nobody falls through.

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Before you start

You need:
  • A SmartAlex agent reachable by callers. New here? Start with create an agent, then add a phone number or a widget.
  • Your qualification criteria written down: what actually makes a lead worth a human’s time.
  • A destination for the record: the built-in SmartAlex CRM, a one-click CRM connector, or your own API.
The live ways to push data into an outside system are the MCP server and Custom HTTP Tools. A public REST API and TypeScript SDK are in private beta. Contact support for early access.

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Build the qualification agent

1

Write your qualification questions into the prompt

Add three to five questions the agent asks conversationally, not as an interrogation. Cover the classics: what they need, who they are, the timeline, and the budget range. The single most important line is your definition of “qualified”, because that is what the agent uses to route each caller. See agents for how to structure a prompt.
2

Turn on the fields you need to capture

In Agent Studio, open Tools and enable Create lead. During the call the agent extracts name, email, company, role, need, timeline, and budget from natural conversation and writes them into the CRM as structured fields. Add Send email or Send SMS if you want the agent to confirm details in writing. Full list in agent tools.
3

Create or advance a deal

Every qualified lead becomes a contact in your SmartAlex CRM. From there you can open a new deal or move an existing one to the next stage, so a good call lands on your pipeline board instead of a notes field. If you sync to an external CRM, the deal can be created there instead (see the next step).
4

Sync outward to your CRM

Choose how the qualified record reaches your system of record using the methods table below. This is the step that keeps sales and marketing looking at one source of truth.
5

Test it

From Studio, use “Talk to your agent” for an in-browser test call or “Call my phone” to have the agent ring you. Run through a qualified caller and an unqualified one. After each call you get an automatic summary, a quality score, and recommended next steps posted into the chat. Check the written record in call logs.

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Sample agent prompt

Tune the “Qualified means” line to your own business. Change one word there and the agent routes callers differently on the very next call, with no redeploy.

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Sync the outcome to your CRM

Pick the method that matches the CRM you already run. Native connector. Connect HubSpot (or another supported app) in Agent Studio and the agent can write contacts, deals, and tickets directly, no code. Browse the catalog on integrations. Custom MCP server. If your CRM or internal system publishes a remote MCP endpoint, add it by URL as a connector. The agent then gets those tools automatically and can create or update records mid-call. See MCP getting started. Custom HTTP Tool. For any CRM with an API or webhook, build a Custom HTTP Tool that POSTs the qualified lead to your endpoint the moment the agent captures it. Map the captured fields to your payload once and every future call follows the same contract. Walkthrough in the HTTP Tools overview.
Custom HTTP Tools require the Power Tools add-on ($29/month on Professional, included on Enterprise). Native connectors and the Custom MCP server connector do not. See add-ons.

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Frequently asked questions

Qualification and Create lead work on any paid plan, so you can capture leads into the built-in CRM straight away. Syncing to an external CRM through a native connector is available on Professional. Pushing to your own API with a Custom HTTP Tool needs the Power Tools add-on ($29/month). Compare on pricing.
Yes. The same agent runs behind a widget on your site, so a form-filler and a caller are qualified by the identical criteria and land in the same place.
They are still logged with a full transcript, and the agent offers a callback or to email more information. If you want to keep warming them, add the Outbound Campaigns add-on ($49/month) to drop them into an automated follow-up sequence.
The agent runs on curated, high-accuracy speech, language, and voice models, kept abstracted, and it confirms the captured details back to the caller before ending. Every field and the full transcript are visible in call logs so you can spot-check and correct.
Yes. Enable multiple tools and connectors on one agent, for example write to the SmartAlex CRM, POST to your own API, and notify a channel, all from a single qualified call.

Deals and CRM

Where qualified leads become contacts and move through your pipeline.

Agent tools

Create lead, send email, transfer, and every other capability you switch on per agent.

Custom HTTP Tools

Call your own CRM API or webhook from inside a live conversation.

MCP server

Connect a remote MCP endpoint so the agent reads and writes your systems.