Synthflow Voice Agent Setup Guide

Synthflow is a no-code voice AI platform that lets you build conversational agents without writing code. Unlike Bland AI or Vapi, Synthflow uses a visual flow builder that makes it easier for non-technical staff to modify scripts and logic. This guide walks you through building a lead qualification agent from scratch.

Synthflow Account
Sign up at synthflow.ai. The Starter plan ($99/month) includes 500 minutes and supports basic CRM CRMCustomer Relationship Management software. The system of record for contacts, deals, and client communication. Examples: HubSpot, Salesforce, Pipedrive. integrations. The Pro plan ($299/month) adds custom voice cloning and advanced routing.

Phone Number
Synthflow provides numbers through Twilio integration. You'll connect your Twilio account or purchase a number directly through Synthflow ($2-5/month depending on country). For US firms, get a local number in your primary market area.

CRM API Credentials
Gather these before you start:

• Salesforce: Security token and API APIApplication Programming Interface. The connection point that lets two pieces of software exchange data. How n8n talks to your CRM.-enabled user credentials
• HubSpot: Private app access token (Settings > Integrations > Private Apps)
• Pipedrive: API token (Settings > Personal > API)

Sample Lead Data
Prepare 5-10 test lead records with varied responses. You'll use these to test conversation branches.

Log into Synthflow and click "Create New Assistant" in the dashboard.

Name Your Agent
Use a functional name: "Inbound Lead Qualifier - [Practice Area]" or "Consultation Scheduler - [Service Line]". Avoid generic names like "AI Assistant".

Select Voice Settings
Click "Voice Configuration" and test these options:

• Voice: "Natasha" (professional female, US accent) or "Marcus" (authoritative male, US accent)
• Speed: 1.1x (slightly faster than normal reduces dead air)
• Stability: 0.75 (balances consistency with natural variation)
• Clarity: 0.80 (improves pronunciation of legal/technical terms)

Play the sample. The voice should sound like a competent intake coordinator, not a robot or overly casual assistant.

Configure Phone Integration
Navigate to Settings > Phone Numbers.

1. Click "Connect Twilio Account" and enter your Account SID and Auth Token
2. Select "Purchase New Number" or port an existing number
3. Choose a local number in your primary service area
4. Set business hours (e.g., Monday-Friday 8 AM - 6 PM EST)
5. Configure after-hours behavior: "Take message and send to [email]"

Click "Conversation Flow" to open the visual builder.

Opening Block
Drag a "Greeting" node onto the canvas. Configure:

Hi, this is [Agent Name] with [Firm Name]. I'm following up on your inquiry about [service type]. Do you have 3-4 minutes to discuss your needs?

[If yes] → Continue to qualification
[If no] → "When would be better? I can call back at a specific time."

Replace bracketed fields with your actual firm details. The time estimate (3-4 minutes) sets clear expectations.

Information Gathering Block
Add a "Question Sequence" node. Configure these exact questions:

1. "What's the primary legal matter you need help with?"
   Variable name: matter_type
   Expected answers: Store as free text, minimum 10 words

2. "Have you worked with a [lawyer/accountant/consultant] on this before?"
   Variable name: prior_representation
   Expected answers: Yes/No/Currently working with someone

3. "What's your timeline for getting started?"
   Variable name: timeline
   Expected answers: Immediate/Within 30 days/Within 90 days/Just researching

4. "What's your budget range for this engagement?"
   Variable name: budget_range
   Expected answers: Under $5K/$5K-$15K/$15K-$50K/$50K+/Not sure yet

Qualification Logic Block
Add a "Conditional Branch" node. Set these rules:

IF timeline = "Immediate" OR "Within 30 days"  
AND budget_range != "Under $5K"  
THEN → Route to "Schedule Consultation"

ELSE IF timeline = "Just researching"  
THEN → Route to "Send Resources"

ELSE → Route to "Nurture Sequence"

This separates hot leads (immediate need + budget) from tire-kickers.

Scheduling Block (Hot Leads)
Add a "Calendar Integration" node:

1. Connect to Calendly or your practice management system
2. Set availability: Partner calendars only for qualified leads
3. Configure booking confirmation: "I've reserved [time] with [attorney name]. You'll receive a confirmation email with a preparation checklist."

Resource Delivery Block (Cold Leads)
Add an "Email Send" node:

1. Template: "Thanks for your interest. Here's our [practice area] guide."
2. Attach: PDF guide or link to resource page
3. Tag in CRM: "Lead - Nurture - [Date]"

Navigate to Integrations > CRM.

For HubSpot:

1. Click "Connect HubSpot"
2. Paste your Private App token
3. Map fields:

   • matter_type → Custom field "Legal Matter Type"
   • timeline → "Timeline to Engage"
   • budget_range → "Budget Range"
   • prior_representation → "Prior Counsel"
4. Set trigger: "Create new contact if phone number doesn't exist"
5. Set lead status: "New - Voice Qualified" for hot leads, "New - Nurture" for cold

For Salesforce:

1. Click "Connect Salesforce"
2. Enter username, password, and security token
3. Select object: "Lead"
4. Map fields to standard Lead fields or create custom fields
5. Set assignment rule: Route to specific user based on matter_type

For Pipedrive:

1. Click "Connect Pipedrive"
2. Paste API token
3. Select pipeline: "Inbound Leads"
4. Set stage: "Qualified" for hot leads, "Nurture" for cold
5. Map custom fields for qualification data

Test the integration by running a complete conversation in Test Mode and verifying the lead appears in your CRM with all fields populated.

Call Recording and Transcription
Settings > Compliance:

1. Enable "Record all calls"
2. Enable "Generate transcripts"
3. Set retention: 90 days (or per your jurisdiction's requirements)
4. Add consent message: "This call is recorded for quality assurance."

Objection Handling
Add a "Fallback Handler" node for common objections:

"I need to think about it"  
→ "I understand. What specific concerns do you have? I can address those now."

"That's too expensive"  
→ "Our fees reflect the complexity of [matter type]. Many clients find the investment pays for itself through [specific outcome]. Would a payment plan help?"

"I'm talking to other firms"  
→ "Smart approach. What's most important to you in choosing counsel? I can explain how we're different."

Each response should redirect back to scheduling or resource delivery.

Voicemail Detection
Settings > Call Behavior:

1. Enable "Detect voicemail"
2. Set voicemail message: "Hi, this is [Name] from [Firm]. I'm following up on your inquiry. Please call me back at [number] or visit [booking link] to schedule a time to talk."
3. Set retry logic: Call back once after 48 hours if no response

Notification Routing
Settings > Notifications:

1. Hot lead booked: Slack message to #new-clients channel + email to assigned attorney
2. Objection encountered: Email to intake manager with transcript
3. Call failed: Email to operations with error details

Run Test Scenarios
Use Test Mode to simulate these scenarios:

1. Ideal lead (immediate need, adequate budget, clear matter)
2. Price objection (budget too low)
3. Timeline mismatch (just researching)
4. Confused lead (doesn't understand their own legal issue)
5. Hostile lead (angry about previous experience)

Record each test call. Listen for:

• Unnatural pauses (adjust voice speed)
• Misunderstood responses (add clarifying questions)
• Dead ends (add fallback paths)

Soft Launch
Deploy to a small segment first:

1. Route only web form leads to the voice agent (not phone inquiries yet)
2. Set business hours to 9 AM - 5 PM for first week
3. Monitor daily: Review all transcripts and CRM entries
4. Adjust scripts based on actual lead responses

Full Deployment
After one week of clean operation:

1. Expand to all inbound lead sources
2. Extend hours to full business day
3. Add after-hours voicemail handling
4. Enable automatic callback for missed connections

Performance Monitoring
Check these metrics weekly in Synthflow Analytics:

• Qualification rate: Target 40%+ of calls result in scheduled consultation
• Average call duration: Target 4-6 minutes
• Objection rate: Track which objections appear most frequently
• Booking conversion: Target 60%+ of qualified leads book appointments

Script Refinement
After 50 calls, analyze transcripts for:

• Questions leads ask that aren't in your script (add FAQ node)
• Phrases that cause confusion (simplify language)
• Points where leads disengage (shorten that section)

Voice Adjustments
If leads frequently ask the agent to repeat:

• Decrease speed to 1.0x
• Increase clarity to 0.90
• Add pauses after questions (Settings > Timing > Question Pause: 1.5 seconds)

Integration Improvements
If CRM data is incomplete:

• Add validation rules (e.g., budget_range cannot be empty)
• Require confirmation: "Just to confirm, your budget is [amount]. Is that correct?"
• Add retry logic for failed API calls

Agent Interrupts Lead Mid-Sentence
Settings > Conversation > Interruption Sensitivity: Set to "Low". This makes the agent wait longer before speaking.

Lead Says "I Don't Know" to Budget Question
Add follow-up: "That's fine. Most [matter type] cases range from [low] to [high]. Does that fit your expectations?"

CRM Integration Fails Intermittently
Check API rate limits. If you're hitting limits, add a 2-second delay between API calls (Settings > Integrations > API Throttling).

Agent Sounds Robotic
Increase stability to 0.85 and add filler words to script: "um", "you know", "I see". Use sparingly (1-2 per conversation).

Synthflow works best for firms that want non-technical staff to manage voice agents. The visual builder is more intuitive than Bland AI's code-based approach, but you sacrifice some advanced customization. Expect 2-3 hours for initial setup, then 30 minutes weekly for optimization. Most firms see qualified lead volume increase 30-40% within 60 days because the agent handles inquiries that previously went to voicemail.

How do I set up Synthflow AI for lead qualification? Six steps: (1) Create a Synthflow account (Starter $99/month). (2) Connect Twilio and purchase a local number. (3) Build your flow in the visual builder - Greeting, Question Sequence, Conditional Branch, Scheduling, and Resource Delivery nodes. (4) Configure voice (Natasha or Marcus, 1.1x speed, 0.75 stability). (5) Connect your CRM in Integrations > CRM. (6) Soft launch to web form leads for week 1, then expand.

What is Synthflow's pricing? Synthflow Starter is $99/month for 500 minutes. Pro is $299/month with custom voice cloning and advanced routing. At 500 calls averaging 3 minutes (1,500 minutes), you'll exceed the Starter plan. Phone numbers are $2-5/month via Twilio.

How does Synthflow compare to Retell and Bland? Synthflow's differentiator is the no-code visual flow builder - far more accessible for non-technical staff managing scripts day-to-day. Retell has lower latency and is simpler for technical teams. Bland offers more advanced branching for complex conversation logic. Choose Synthflow when the person managing the agent is non-technical.

Can Synthflow integrate with HubSpot or Salesforce? Yes. Both are supported via native integrations in Synthflow's Integrations > CRM section. For HubSpot: connect with your Private App token and map conversation variables to contact properties. For Salesforce: connect via username, password, and security token; map to Lead object fields; configure assignment rules to route by matter type.