If you’ve ever wished you could run your entire outbound engine on autopilot, this guide is for you. Imagine finding leads, writing personalized messages, handling replies, and even calling prospects the moment they say “I’m interested.” That’s exactly the system we’re building here.

In my latest video, I show how to build a three-channel AI outbound system that connects email, LinkedIn, and voice into one seamless engine. The stack includes Victoria AI for multichannel outreach and auto-replies, VAPI for AI voice calls, and Make.com for automation logic. By the end, you’ll have a system that books meetings automatically while you focus on higher-value work.

The Idea: Turning Outbound Into a Self-Running Machine

Traditional outbound is slow. You research each lead, write a few custom messages, and hope something lands. With AI, every step can be automated without losing personalization.

Here’s the idea: Victoria AI sends automated LinkedIn and email outreach, each message personalized with live research pulled from a lead’s website and LinkedIn profile. When someone responds positively, VAPI instantly calls them with an AI voice agent that qualifies and books a meeting. Make.com connects it all together—it listens for replies, waits a moment, then triggers the call and passes context to the agent.

The result is a self-running SDR that handles prospecting, messaging, and follow-up at scale.

Inside the Build: From Cold Lead to Booked Call

The build begins inside Victoria AI. Start by uploading a CSV from Apollo containing names, company info, emails, LinkedIn URLs, websites, and phone numbers. Those website and LinkedIn fields are critical because the AI uses them to generate personalized research.

Next, create two AI research fields—Icebreaker and Pain Point. The icebreaker gives you a warm, human opener, while the pain point identifies a believable business challenge your product can solve.

Once those are ready, build your conditional sequence. If someone accepts your LinkedIn connection, they receive a friendly, personalized message using both variables. If they don’t, the system automatically switches to email.

When a prospect replies with interest, Victoria’s AI autoresponder jumps in. It continues the conversation, answers questions, and shares your Calendly link. Then, a webhook to Make.com waits about a minute and triggers a call from your AI voice agent (Paige). She thanks them for their interest, confirms their number, and sends a text with the booking link.

From the lead’s perspective, it feels like fast, human follow-up—and the whole process happens in under two minutes.

Step 1: Upload and Map Your Lead List

Inside Victoria AI, create a new campaign and connect both your email and LinkedIn accounts. Once connected, upload your CSV and map your fields carefully.

You’ll need columns for:

• First name and last name
• Company name
• Company website
• Email
• LinkedIn URL
• Phone number

The LinkedIn URL and company website allow the AI to pull information for personalization, while the phone number powers the VAPI call later on.

Step 2: Add AI Personalization Fields

In AI Personalization Fields, add two new custom fields and check both “Read website” and “Read LinkedIn profile.”

For the Icebreaker field, instruct:

“Research this lead and their company. Write a short, specific icebreaker that references something recent or notable. Keep it one sentence and avoid flattery.”

For the Pain Point field, write:

“Research this lead and infer one realistic client acquisition issue they face. Output one short sentence that sounds natural and specific.”

Test the output using the preview panel to make sure both read naturally and sound human.

Step 3: Build the Conditional Sequence

Now you can craft your outreach flow.

Start with a LinkedIn connection request. After three days, if the person accepts, send them your first message:

LinkedIn Message 1

Hi {{first_name}}, {{icebreaker}}

Noticed {{company_name}} might be {{painpoint}}. We built an AI SDR that automates sourcing, personalization, and outreach so you can fill your pipeline without extra headcount. Can I show you a quick demo?

If there’s no response after a day, send a follow-up email that references the LinkedIn message.

Email 1

Subject: Quick demo

Hi {{first_name}},

I just sent a note on LinkedIn and wanted to follow up here. From what I can tell, {{company_name}} might be {{painpoint}}. Our AI SDR automates outreach across LinkedIn and email with personalized research and books meetings on autopilot. Worth sending a two-minute demo link?

Best,
{{your_name}}

If the connection request is not accepted after three days, move the lead into the email-only path. Send a similar message without referencing LinkedIn, wait two days, and send one final short follow-up.

Email 2

Subject: Worth a look

Hi {{first_name}},

Sharing a quick overview of how teams like {{company_name}} handle {{painpoint}} with an AI SDR that runs outreach for them. Open to a quick demo link?

Best,
{{your_name}}

You can A/B test small variations like subject lines or first sentences, but keep your tone conversational and natural.

Step 4: Turn On the AI Autoresponder

Once your sequence is live, navigate to Responses → AI Responder.

Set your primary goal to “Book a meeting,” paste in your Calendly link, and write a short description of your product. Upload a brief PDF knowledge base that includes pricing, FAQs, or common objections.

Choose a friendly, helpful tone and limit replies to three per lead. Turn on notifications so you’re alerted when a meeting is booked.

At this point, your entire email and LinkedIn engine can run automatically—responding to every positive reply in real time.

Step 5: Build the Voice Agent in VAPI

In VAPI, create a new voice agent. I named mine Paige. Her purpose is to call warm leads who’ve already replied and help them book a meeting quickly.

The prompt looks like this:

“Hi {{first_name}}, thanks for your interest in our AI SDR platform. I have your number as {{phone_number}}. Is that the best number to text a link for a quick intro call?”

If they confirm, Paige sends them the booking link via SMS. If they give a new number, she updates it and sends the link there.

This small touch adds a human feel to your automation and closes the gap between outreach and booked call.

Step 6: Connect Victoria AI to Make.com

Go to Responses → Response Hook inside Victoria AI and enable the webhook. Paste your Make webhook URL and send a test.

When Make receives the payload, you’ll see all your lead data—name, email, message, and custom fields, including the phone number.

This is the trigger that connects your outbound system to your AI voice agent.

Step 7: Build the Scenario in Make

In Make, build a simple three-step flow.

First, add a Webhook module to catch the incoming data from Victoria AI. Then, insert a Sleep module to wait about 60 seconds, making the call feel organic. Finally, use an HTTP module to send the API request to VAPI.

Save and run a test. When a lead replies, Make should receive the webhook, wait a minute, and trigger a live call from your voice agent.

Bringing It All Together

After setting everything up, test your flow end to end. Add a few dummy leads, simulate replies, and verify that the AI handles each step perfectly—from personalized outreach to voice call.

Keep your phone numbers formatted with country codes, follow regional outreach rules, and tweak your delays and messaging until it feels just right.

Once running, this system can send hundreds of messages, handle replies, and book meetings automatically—all while maintaining a personal, conversational tone.

Why It Works

Manually coordinating outreach, follow-ups, and calls is time-consuming and inconsistent. This system gives you personalization at scale, multichannel outreach that adapts to each prospect, AI-managed replies that drive toward meetings, and real voice follow-ups that convert faster.

It’s the perfect blend of automation and authenticity—software doing the heavy lifting while your prospects experience fast, human-like engagement.

Wrapping Up

This system brings together everything we’ve been building inside Victoria AI—automated prospecting, intelligent outreach, conversational autoresponders, and real-time voice follow-ups.

If you want to see the complete walkthrough, watch the video linked below.

📘 Take the free course: AI Outbound 101 on Skool
🚀 Start booking meetings automatically: Victoria AI