Blueprint · not a client result
Lead intake to qualified opportunity
A controlled intake system that captures enquiries, checks required data, researches the account, and routes a review-ready opportunity to the right owner.
- Client
- B2B sales teams
- Industry
- Companies selling to other businesses
- Loop
- Enquiries
The challenge
What was getting in the way
Enquiries arrive through forms, referrals and email. Salespeople need to check each company, fill in missing details and decide who should follow up without rebuilding the same record by hand.
A B2B team receives enquiries from forms, referrals, and shared inboxes. Information arrives in different formats, qualification depends on repeatable commercial rules plus limited research, and the CRM is updated inconsistently.
The team spends time copying data between tools and rebuilding context before it can decide whether an enquiry is worth pursuing. Fast replies are difficult, but fully automatic qualification would create avoidable commercial and data-quality risk.
- A new enquiry lands in a form notification or shared inbox.
- Someone checks the company, fills gaps, and decides whether it fits the target profile.
- The contact is created or updated in the CRM and assigned manually.
- A first response is drafted from notes that may not be available to the next owner.
Approach
How the system works
A proposed flow brings enquiries together, checks duplicates and researches the account. A salesperson reviews the suggested qualification before the CRM is updated or a reply is sent.
- 01
Capture and normalize
One intake layer converts form, referral, and email payloads into a consistent opportunity record.
- 02
Validate and enrich
Deterministic checks protect required fields and duplicates before bounded research fills only approved gaps.
- 03
Review and route
A human sees source evidence, proposed qualification, and exceptions before the CRM and follow-up queue change.
Start qualification with the full context
Rules handle
- Validate required contact and consent fields.
- Normalize company names, domains, phone numbers, and source labels.
- Check for existing contacts and accounts before creating records.
- Apply explicit territory, segment, and routing rules.
- Log every state change, retry, and failed integration call.
AI handles
- Extract structured details from free-text enquiries.
- Summarize relevant public company information with source links.
- Suggest a qualification rationale within the approved rubric.
- Draft a first response for review without sending it autonomously.
People decide
- Approve or override low-confidence qualification suggestions.
- Review strategically important, conflicting, or incomplete records.
- Approve any outbound message before it is sent.
- Resolve duplicate-account and ownership conflicts.
Typical stack
What it connects to
We connect the tools you already run.
Intake sources
Website forms, referral forms, and shared email inboxes.
CRM
Existing account, contact, opportunity, ownership, and activity records.
Research sources
Only approved data providers and public pages with retained provenance.
Team workspace
A review queue and notifications in the team's current collaboration tool.
Tools it is commonly built on
- n8n
- Claude
- Gmail
- monday CRM
Limits
Limits of this case
- The system cannot guarantee that public company data is complete or current.
- It does not replace commercial judgment for novel or high-value opportunities.
- Outbound messaging stays behind a human approval gate unless a separately approved policy defines safe exceptions.
Possible next phase
After the intake path is stable, the same event history could support handoff quality checks, response-time reporting, and controlled follow-up suggestions.
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