From Overwhelmed to Optimised: How Interprefy Boosted Sales Efficiency by 27% with AI

When too many leads become a problem: Interprefy’s struggle to prioritize quality

Interprefy, a leading provider of live interpretation services, found itself grappling with a situation that many companies would consider a blessing: too many leads.

 

Their services were in high demand, generating a massive influx of inquiries from companies across industries and sizes. However, this abundance created its own set of challenges. The sales team struggled to manage the overwhelming volume, spending more time sorting through unqualified leads rather than focusing on high-value opportunities.

 

The situation was unsustainable. To cut down the noise, Interprefy tried increasing friction on a form level, with many of the qualification questions asked upfront. However, that was detrimental to the brand experience and conflicted with the company’s friendly and supportive tone of voice. It risked alienating valuable leads in the process and a change was needed. 

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Sven Schumacher
Head of Marketing

“We had so many leads coming through that it became a bottleneck for our sales team,” explains Sven. “Our reps were overwhelmed, struggling to identify which leads were worth pursuing. The sheer volume was drowning out the quality.”

How AI Agents transformed Interprefy’s lead process

Faced with the challenge, Interprefy led a bold shift in approach, exploring the use of AI-powered agents to reimagine lead handling, with Huble supporting CRM automation via HubSpot.

 

The vision? To help the sales team save time and focus on high-value prospects by effectively ‘hiring’ a team of AI agents to handle lead qualification, while providing a better, frictionless brand experience. 

 

The goal of the pilot was clear: validate the technology’s reliability, assess audience acceptance, and prove its ROI. The pilot combined Interprefy’s AI-led engagement layer with CRM automation to create a smoother, more scalable qualification journey.

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The Automation Journey

01

Form submission & data enrichment

For the pilot phase, we chose to run an A/B test between the long form that was already live and the shorter version backed by AI outreach. When a lead filled out a form on Interprefy’s website, their details were automatically captured in HubSpot.

 

Only critical form fields were used for the shorter version, to ensure that in case the AI Calls weren’t completed, the qualification was still possible. Next, Ask Breeze helped with enriching key properties based on the message submitted by the client under an open text field “Tell us more about your inquiry”. This input was key later on to help disqualify enquiries.

02

AI-driven agent telephone calls

Once the form was submitted the AI agent launched a call within the next 15 minutes. Brad, the AI agent initiated a phone call, providing information about Interprefy, asking structured qualifying questions and gathering responses in real time. These responses were captured under specific properties, while transcripts and recordings were attached to the record file.

Should the call not be picked up by the lead, a follow-up email was sent as a secondary touchpoint, with a form asking the same critical questions.
03

Automated lead routing & categorization

After the AI interactions and the email follow ups, the automation routed leads based on their responses:

 

  • All form submissions were enrolled in the qualification automation. In case Ask Breeze had identified reasons to disqualify the contacts, an automated email would be sent to these leads, informing them about the misfit
  • All other leads were qualified and handed over to the sales or partner teams. Sales representatives for follow-up or into the nurture program for further engagement.

As a result, not only did the sales team receive less noise, but they also got a lot more information about the use cases at hand, allowing more direct and in-depth follow-up conversations with the leads, rather than spending time on discovery calls.

The Technology Behind the Agentic AI Experience

Interprefy’s Agentic AI Agent was made possible through the integration of a powerful technology stack, with each tool playing a vital role in automating and elevating the lead qualification process.

 

Interprefy’s Agentic AI Agent was powered by a coordinated stack of Vapi, n8n, Make.com, and HubSpot—tools that together transformed lead qualification from a manual process into a dynamic, real-time engagement channel. The system delivered instant, personalized responses to prospects while equipping the sales team with data-rich insights to confidently prioritize high-value opportunities. The result was an AI-driven lead management solution that boosted efficiency and created a modern brand experience prospects remembered.

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HubSpot

The journey began with HubSpot, where the website form captured inbound inquiries. Rather than burden prospects with endless qualification questions, the form was intentionally kept short—creating a smooth, user-friendly entry point into the sales pipeline.

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Make.com

Upon submission, Make.com (formerly Integromat) took over, instantly launching an automation that triggered an outbound AI-driven phone call.
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Vapi

This is where Vapi came in: our AI call agent platform created a conversational, human-like experience. Within minutes of form submission, the AI agent, Brad, would dial the prospect, engage them with a personalized greeting, and guide them through carefully designed qualification questions. Brad captured crucial details—motivation for inquiry, event timing, estimated budget, required languages—and answered the prospect’s questions with precision, all while maintaining Interprefy’s premium, supportive tone of voice.
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n8n

Once the AI call concluded, structured conversation data—including the prospect’s responses and a call transcript—was compiled by Vapi. This data was immediately sent via a webhook into n8n, the workflow automation tool, which parsed the information and updated the corresponding HubSpot contact properties. By enriching each lead record with detailed qualification insights—mirroring the thorough notes of an SDR introduction call—the sales team received actionable intelligence without lifting a finger.
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Sven Schumacher
Sven Schumacher
Head of Marketing

“Huble’s team was invaluable during the pilot phase, helping optimize the HubSpot processes and ensuring smooth CRM integration with our AI solution.”

Innovation Paid Off

The Results

After two months of testing, the results from the AI-powered solution were impressive. Interprefy’s AI solution, supported by HubSpot automation, helped reduce the noise in the lead pipeline, enabling the sales team to focus on higher-quality leads with a greater likelihood of converting into customers. Moreover, leads were wowed and delighted by the experience of chatting with an AI Agent.

27% Faster Lead Qualification
Sales reps cut the time spent sorting through unqualified leads by more than a quarter, freeing them to focus on higher-value prospects.
32% Engagement Rate, 8% Conversion
AI-driven calls engaged nearly a third of leads, with 8% of those conversations progressing down the funnel to become customers.
67% Boost in Sales Team Morale
Team satisfaction jumped by two-thirds as reps concentrated on quality opportunities rather than dead ends. As one put it: “We want everyone to answer to Brad.”
50% Satisfaction, NPS 8.2
Half of respondents rated their AI call experience highly, averaging 9/10 satisfaction and an NPS of 8.2. Many praised how human Brad sounded and described the interactions as helpful.
Sven Schumacher
Sven Schumacher
Interprefy

“We saw an immediate improvement in efficiency. Sales reps were spending less time sorting through irrelevant leads and more time working with high-value prospects. It was a relief for the team, and we saw conversion rates rise.”

Sven Schumacher
Sven Schumacher
Interprefy

“We’ve seen instances where conversations lasted much longer than expected (18 minutes), with people tending to forget that they’re interacting with a robot.”

Scaling up: evolving the AI solution for the future

With a successful pilot launched, Interprefy is now looking to scale and enhance the AI solution further—with Huble continuing to support CRM and automation alignment.

 

Near term:

 

  • Expanding language support to cover key strategic markets
  • Automating the post-call follow-up with content tailored to the request captured via the form or the AI call
  • Website chatbot trained with a solid knowledge base
  • Agentic prospecting of the database
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Sven Schumacher
Sven Schumacher
Interprefy

“The beauty of this system is its adaptability. The more data we gather, the more insights we gain, allowing us to continuously refine the AI’s learning, adjust call scripts, and enhance its effectiveness. With each interaction, the system improves, ensuring it evolves to meet changing market demands.”

Insights from Interprefy’s AI Journey

This pilot demonstrated the potential of combining AI-led engagement with CRM automation to streamline sales qualification. Here are the key takeaways from our journey:

 

  • AI complements, rather than replaces human efforts. The AI-driven solution isn’t about automation for automation’s sake; it’s about freeing up human sales reps to focus on higher-value activities.
  • AI is an ongoing process. It requires constant testing, iteration, and refinement. The system’s success lies in its ability to evolve.
  • The integration of AI with HubSpot provided a seamless, data-driven lead qualification system that allowed Interprefy to improve sales efficiency without losing the human touch.

As more companies begin to explore AI-driven sales solutions, Interprefy’s story provides a powerful example of how AI can enhance the sales process, empowering teams to be more effective, efficient, and focused on the right opportunities.

Matt - imagery bank (32)
Sven Schumacher
Sven Schumacher
Interprefy

“By embracing AI, we took a calculated risk that paid off. The feedback from our sales team has been overwhelmingly positive, and the ability to focus on high-quality leads has transformed our sales process. We're excited to refine and scale the solution to meet future demands.”

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