AI Intake Assistant for Lead Processing
A B2B services company was losing deals to slow follow-up. Leads arrived via email, web forms, and phone—each with different data formats. SDRs spent hours copying information into Salesforce, creating duplicates, and missing qualification signals buried in freeform text.
Key Outcome
First-response time dropped from 4+ hours to under 15 minutes. CRM duplicate rate fell by 60%.
System Architecture
The Problem
The sales team received 200+ inquiries per week across three channels. Each channel captured different information in different formats:
- Email inquiries had company info buried in signatures, not structured fields
- Web forms captured basics, but "message" field was a wall of unstructured text
- Phone call notes depended entirely on who answered—some reps captured everything, others captured nothing
- Same person, different email = new duplicate record in Salesforce
SDRs spent the first 2 hours of every day copying data from inboxes to Salesforce. By the time they followed up, faster competitors had already responded.
What We Built
An AI intake agent that sits between inbound channels and Salesforce. Every inquiry—email, form submission, or call transcript—flows through the agent before touching the CRM.
Results
Measured after 90 days in production:
Response Time
4+ hours → 15 min
Average time to first rep contact
CRM Quality
60% fewer duplicates
Duplicate records created per month
SDR Time
8+ hours/week saved
Per SDR on manual data entry
Conversion
+23% inquiry → meeting
Qualified meeting conversion rate
Is This for You?
This pattern works best when:
- You receive 50+ inbound inquiries per week across multiple channels
- Speed-to-lead matters competitively (professional services, SaaS, real estate)
- Your CRM is a mess and you've given up on fixing it manually
- SDRs complain about "admin work" taking time from selling
Dealing with similar problems?
We'll look at your current intake process and tell you whether an AI agent makes sense—or if there's a simpler fix.