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

Interprefy is a global provider of live interpretation services. Demand for their solutions grew rapidly, and with it came a high-quality problem: too many inbound enquiries for the sales team to process efficiently.

Reps were spending more time sorting through unqualified leads than speaking with high-value prospects. Interprefy attempted to reduce noise by adding more qualification fields to their web forms, but this increased friction for prospects and conflicted with their friendly, supportive tone of voice. It also failed to deliver the structured information the sales team needed.

As enquiry volumes increased, the challenge shifted from operational to technical. Interprefy needed a more advanced method to capture, enrich and route inbound data within HubSpot. Standard forms and workflows could not support the level of qualification accuracy, data consistency or routing logic required.

A custom multi-system solution was needed to streamline qualification, protect the user experience and scale with future demand.

Interprefy explored a new model for qualification: using an AI agent to manage early-stage discovery, while Huble supported CRM automation and HubSpot alignment. The goal was simple. Let AI handle the repetitive, structured work so the sales team could focus on meaningful conversations.

A short, frictionless web form captured inbound enquiries directly into HubSpot. Ask Breeze enriched the contact record using the “Tell us more about your inquiry” field, providing context that would later help the system identify mis-fit enquiries.

From there, Make.com launched automations immediately after a form was submitted. These automations triggered outbound AI phone calls through Vapi. Within minutes, the AI agent “Brad” contacted the prospect, explained Interprefy’s services and asked a structured set of qualifying questions. Responses were captured in real time.

Once each call ended, Vapi compiled the structured conversation data and full transcript, then sent them into n8n via webhook. n8n processed these inputs and updated the relevant HubSpot properties, creating a detailed record comparable to an SDR’s introductory qualification notes.

HubSpot remained the source of truth throughout the journey. Information flowed continuously between Make.com, Vapi and n8n through workflow-triggered automations, ensuring every contact record was enriched with accurate, timely and structured qualification data.

The framework improved follow-up quality, reduced sales noise and enabled deeper, more focused conversations.

Every qualified lead was handed to sales with structured details on motivation, timing, budget and language requirements — all collected automatically and stored in HubSpot.

The architecture gives Interprefy a scalable model for future growth, built around consistent data capture and automated routing. With HubSpot at the centre, the approach can be extended across new markets, additional languages and adjacent use cases such as chatbots, automated follow-up content or conversational web widgets.