Bigdoor Ai Labs

Case study · Real estate operations

Connecting outbound AI calls to Bigin CRM for Property Mind

An outbound calling and CRM writeback workflow built to keep call outcomes with the lead record.

Discuss a calling-to-CRM workflow

Workflow implementation reviewed; call and CRM activity logs are not yet available for outcome measurement.

At a glance

Business
Property Mind Real Estate Services
Use case
Outbound lead calling and CRM handoff
Connected systems
n8n, Bolna and Bigin CRM
Bigdoor Ai Labs role
Calling workflow and CRM integration implementation
Operating status
The project owner confirms use with real leads. The reviewed exports show configuration, not completed-run outcomes.
Measurement status
No verified call volume, response, conversion or time-saving figure is available.
Published

The operating problem

Call outcomes need to reach the lead record.

An outbound calling process involves choosing whom to call, handling numbers that cannot be dialed, recording what happened and preparing a human follow-up when it is needed. If those steps sit in separate tools, the team must reconcile the call with the CRM record.

Property Mind's workflow connects lead selection, AI calling and the Bigin CRM handoff around that operating sequence.

What was implemented

Two connected n8n workflows handle the call and its outcome.

The outbound workflow retrieves Bigin contacts, filters candidates, validates the available mobile number and starts a Bolna call. It locks the lead during processing, writes a queued call status to Bigin and marks invalid numbers as skipped.

A separate Bolna webhook workflow receives the final call event, normalizes its status, classifies the conversation intent and routes the result. Its configured path checks for duplicate CRM activities, logs a qualifying conversation, updates the contact and prepares a callback task when the outcome calls for one.

Sanitized workflow diagram

From lead to CRM handoff

  1. 01Select leadsRead and filter Bigin contacts
  2. 02Check numberValidate the callable mobile field
  3. 03Start callSend the call request to Bolna
  4. 04Track stateWrite queued or skipped status
  5. 05Receive outcomeProcess the final call webhook
  6. 06Write to CRMUpdate contact and qualifying activity
  7. 07Prepare follow-upCreate a callback task where applicable
Redrawn from the outbound-caller and call-outcome n8n exports. Lead information, phone numbers, transcripts, recordings, IDs, credentials and endpoint details are omitted.

Team handoff

Bigin is the place to review the lead after a call.

The configured writeback gives the team a contact update and, for qualifying conversations, a call activity. The callback path prepares a task for a person to follow up. The export shows these routes and duplicate-activity checks; the number of successful updates and callbacks has not been independently verified.

Measurement limits

Usage is confirmed; outcomes await log review.

The project owner confirms that this system was used with real leads. The reviewed exports do not include a completed-call ledger or matching Bigin activity records. This case study therefore describes implementation and operating intent, without a call count, contact rate, conversion result or speed claim. Redacted call and CRM logs would be needed to verify those measures.

Implementation lessons

Design the CRM handoff with the call.

  1. Filter before dialing. Candidate and number checks keep the call queue tied to usable CRM records.
  2. Handle final outcomes separately. The webhook path can act on the completed event rather than the initial call request.
  3. Protect the activity log. Duplicate checks and a defined callback route make the resulting CRM record more useful to the team.

Related capability

Calling connected to an operating system.

See our AI Automation service or selected work for more on workflow integration.