From 11 manual steps to 2, and no more lost leads.
A 45-person B2B services company with eight tools that don't talk to each other. Leads come in, and some are never followed up.
A representative example drawn from our hands-on experience. Company details are composite, and the figures are typical of this kind of project rather than from one named client.
The problem
A form lead goes to a shared inbox. Someone copies it into the CRM the next day, if they remember, and looks up the company by hand. About 1 lead in 6 is never contacted.
What we do
Connect every tool to one place. Leads arrive, fill in their own details, go to the right rep and show up in one report, automatically.
What changes
Leads hear back in minutes, not days. The team gets 22 hours a week back, and the AI tools finally have enough data to write useful messages.
How one lead moves, before and after.
Dashed steps are a person copying and pasting. Solid steps run on their own.
- 1Notice the form email in the shared inbox
- 2Copy the lead into the CRM
- 3Look up the company on LinkedIn
- 4Look up size and industry in a data tool
- 5Paste the details into the CRM
- 6Check a spreadsheet for duplicates
- 7Decide which rep should get it
- 8Message the rep in team chat
- 9Rep writes the first reply from scratch
- 10Rep sends a booking link
- 11Update the monthly report by hand
- Lead lands in the CRM in secondsAUTO
- Company details filled inAUTO
- Duplicates merged into one recordAUTO
- Routed to the right repAUTO
- Rep alerted in team chatAUTO
- Rep reviews the lead and sends the replyPERSON
- Booking link, confirmation and reminders sentAUTO
- Rep runs the callPERSON
- Report updatedAUTO
Why this makes the AI better.
AI can only use what it knows. Given a name and a company, any model writes a generic email. Given the full record, it writes something a person would reply to. Same model, same instructions:
- Name
- Ana Ruiz
- ana@cargoline.example
- Company
- Cargoline
Hi Ana, I hope you're well. I wanted to reach out about how we can help Cargoline grow faster this year...
- Name
- Ana Ruiz
- Role
- VP Sales
- Company size
- 85 staff
- Hiring
- 2 SDR roles open
- Last activity
- Read pricing page, 3 days ago
- Last reply
- "Not now, try Q3"
Hi Ana, you mentioned Q3 would be a better time, and I see you're hiring two SDRs. Want the onboarding checklist we use for new reps?
Sample data. Ana Ruiz and Cargoline are fictional.
How it works.
- 1
Every lead lands in the CRM in seconds
Forms, email replies, LinkedIn and ads all feed one place. Leads go to the right rep with an alert in team chat.
- 2
Records fill themselves in
A website or email address goes in. Company size, industry and tools used come out. No manual lookups.
- 3
One person, one record
Duplicates from email, LinkedIn and forms are merged, so the team trusts what they see.
- 4
Replies sorted automatically
Tagged as interested, not now, wrong person or out of office, and the deal stage updates itself.
- 5
Meetings handled end to end
Booking sends a confirmation, reminders and a prep note to the rep. A no-show creates a follow-up task.
- 6
Reports build themselves
One dashboard, updated daily, replaces a four-hour monthly export.
The change in numbers.
| Metric | Before | After 90 days |
|---|---|---|
| Manual steps per lead | 11 | 2 |
| Lead response time | 26 hours | 4 minutes |
| Leads never contacted | 17% | under 1% |
| Complete CRM records | 38% | 94% |
| Manual admin per week | 25 hours | 3 hours |
| Monthly report prep | 4 hours | 0 |
Representative figures.
Where this goes wrong
Automating a messy process exactly as it is. Map it and remove steps first, then automate what is left.
Paying per task at high volume. Costs climb quickly, so heavy jobs like data lookups belong on a flat-cost setup.
No named owner. Every automation needs someone who gets the alert when a step fails.
Who this is for
Teams whose leads arrive in several places and get copied around by hand.
Teams who don't trust their CRM because half the records are incomplete.
Common questions.
No. We build around what you already use and connect it. A tool only changes if it is the thing causing the problem.
The parts that need judgment. In this example a rep still reviews each lead before replying, and runs the call.
A failed step sends an alert to a named owner in team chat. Nothing fails silently, and the lead is never dropped.
Related case studies
All case studies →Losing track of leads between tools?
Walk us through how a lead moves today. We'll show you where it leaks.