Table of contents
Business challenge
Operating with a high volume of sales inquiries created a recurring problem: a significant portion of incoming leads did not represent real business opportunities. Over 50% of messages were newsletters, spam, or communications with no purchasing intent.
The manual process of sifting through these inquiries was inefficient and time-consuming. It created a bottleneck that burdened the sales team with low-value operational work and delayed their response to valuable leads. The average time to make the first contact with a potential client was 20 business hours, putting potential deals at risk.
This delay meant the organisation was missing opportunities. Valuable leads were not being handled quickly enough, and the sales team’s capacity was spent on administrative tasks instead of building relationships and closing deals.
From manual filtering to intelligent sales preparation
We developed and implemented a comprehensive, AI-based process to manage leads from the moment of inquiry to the point of sales contact. The solution automates the entire qualification and preparation workflow, allowing the sales team to focus only on genuine, well-researched opportunities.
The system is built on four key components:
- Automatic lead qualification (Lead Recognition): an AI model analyses the content of every incoming message to determine its intent. It recognises real business opportunities while automatically filtering out spam, newsletters, and other irrelevant communications. The model also identifies potential security risks, such as phishing attempts, and provides a confidence score for its decisions. This ensures that only valuable leads proceed to the next stage.
- Automated data enrichment (Company Intelligence): for each qualified lead, the system automatically builds a detailed business profile. It gathers information on the company’s industry, size, and location, as well as contact details for key decision-makers. It also assesses the organisation’s public strategy and identifies specific business needs that align with our services. This process produces a ready-to-use report for the sales team, eliminating the need for manual research and giving them all they need to walk into the first conversation prepared.
- Seamless CRM integration: all qualified leads and their enriched data are automatically registered in our Microsoft Dynamics CRM. The information is populated in the correct custom fields and formats without any user intervention. The system then assigns the lead to the most appropriate salesperson based on factors like availability, ensuring a smooth and immediate handover. The entire process functions end-to-end without manual input.
- Actionable sales support: the assigned salesperson receives a complete package of information, including the client’s business context, a pre-assessed match to our services, and recommendations for relevant case studies. This allows them to move from a reactive, operational response to a proactive, informed sales conversation, fully prepared to address the client’s specific needs.
Benefits of the project
- 70% reduction in the average time to first contact, from 20 hours down to 6.
- Automatic filtering of over 90% of all incoming inquiries, freeing the sales team from manual verification.
- 60% decrease in the percentage of leads with whom contact could not be established.
- Annual cost savings of 120,000 PLN from the elimination of manual lead verification and sales preparation.
- Unlocked potential for at least 600,000 PLN in new annual revenue, attributed to a faster response time.