Apex Painting: Streamlining Hiring with AI Voice Agents

Automated AI voice agent screens applicants, saves hours, and accelerates Apex’s hiring growth.

Services

Applicant Qualifier

Smart Scheduler

Platform

VAPI

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Result 1

99%

Screening Time Saved

Result 2

100+

Applicants Scheduled

Apex Painting Solutions is a rapidly growing painting and home services company that relies heavily on door-to-door sales reps to fuel expansion. The faster they hire and onboard new sales reps, the faster they grow.

However, their old hiring process was a major bottleneck. Recruiters spent hundreds of hours each month manually screening applicants—calling them one by one, asking basic qualification questions, and then scheduling in-person interviews. This repetitive process drained time and slowed down growth.

Solution

We designed and implemented a fully automated applicant screening system powered by an AI voice agent.

The system was built using Vapi, Zoho Recruit, and Make.com, with applicant tracking and scheduling logged directly into Monday.com.

Here’s how it works:

Outbound AI Calls – The system automatically calls each applicant for a 10-minute screening conversation.
Qualification Logic – The AI voice agent asks a series of structured questions designed to identify qualified vs. unqualified candidates.
Automated Analysis – The system evaluates applicants against pre-set criteria, disqualifying those who don’t meet the requirements.
Scheduling – Qualified applicants are instantly booked for an in-person interview.
Tracking – Every step—screening results, scheduling, applicant status—is logged in Monday.com for recruiter visibility and reporting.

Features Implemented

To solve the problem, we introduced a complete AI-driven screening and scheduling system. Instead of relying on recruiters to manually call every applicant, a natural-sounding AI voice agent now handles these conversations at scale. The agent conducts structured interviews, applying clear qualification criteria to ensure only the strongest candidates move forward.

Behind the scenes, we used Make.com to seamlessly connect Vapi, Zoho Recruit, and Monday.com into one cohesive workflow. This allowed the system to not only evaluate candidates but also automatically schedule qualified applicants for in-person interviews. Every step of the process—from screening results to interview scheduling—is logged in Monday.com, giving recruiters full visibility into the pipeline without lifting a finger.

Results / Outcome

The impact was immediate. By eliminating manual phone screenings, Apex saved hundreds of recruiter hours each month. The new system allowed them to handle ten times more applicants without adding staff, creating a scalable hiring pipeline that grows as quickly as their business does.

The automated process also ensured consistency, with every applicant evaluated against the same standards. Most importantly, the streamlined pipeline accelerated hiring, allowing Apex to bring on more sales reps faster and fuel company growth.

What was once a time-consuming bottleneck became a fully automated engine for scaling their sales team—helping Apex Painting Solutions grow quickly without sacrificing hiring quality.