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Example implementationB2B service companyFollow-up

From website form to company research, fit score, personalised response and salesperson notification

A consultancy receives website form submissions of very mixed quality. The agent researches each company, scores fit against client-defined criteria, sends a personalised reply and routes the promising leads to the right salesperson with a briefing.

At a glance

Channels
2
Workflow steps
8
Human intervention points
4
Agents involved
Sales, Lead Qualification, CRM & Operations

Example implementation. This describes a designed workflow, not a client result. Genuine case studies with permission will replace these.

The business situation

Where the time goes today

Around forty forms arrive each week: students, suppliers, job seekers and a handful of genuine prospects. A salesperson triages them on Friday afternoons. Good leads wait days for a reply, and the reply is generic because there is no time to research each company.

The manual process

  • 1Salesperson reads every form submission once a weekManual
  • 2Searches the company website and LinkedIn to judge fitSlow
  • 3Writes a reply from a template with minor editsManual
  • 4Creates CRM records only for the leads that replySlow
  • 5Forgets to follow up when the first reply gets no answerManual

The designed agent workflow

What the agent does, step by step.

Each step below is a designed behaviour with an approved rule behind it. Escalation is part of the workflow, not an exception to it.

  1. 01Form submitted

    A website form arrives with company name, role, website and a short description of the need.

  2. 02Company research

    The agent gathers public information: size, sector, location and recent news from the company website and approved sources.

  3. 03Fit score

    Client-defined criteria (sector, size, role seniority, budget signals, timing) produce a transparent score with the reasons shown.

  4. 04Personalised response

    A reply referencing the prospect’s stated need and relevant experience is drafted from approved content and sent, or held for approval for high-value accounts.

  5. 05CRM record

    A contact and opportunity are created with the research summary, score and the sent reply.

  6. 06Salesperson notified

    Leads above the threshold are routed by territory with a one-paragraph briefing and suggested next step.

  7. 07Follow-up sequence

    If there is no answer within an agreed interval, the agent sends up to two polite follow-ups, then stops.

  8. 08Non-fit handling

    Suppliers, students and job seekers receive a courteous response and are tagged, not pursued.

Example output

Illustrative record the agent would create.

Company
Northline Logistics · freight · ~120 staff
Stated need
Automate customer status updates
Fit score
8/10 — sector match, decision-maker role, timing this quarter
Reply
Sent · references the stated need · offers two call times
Routed to
Regional salesperson · briefing attached

Channels and tools involved

Web ChatEmail
  • CRM
  • Email sending
  • Approved research sources
  • Team notifications

Human intervention points

Where people stay in charge

  • Sales lead approves the scoring criteria and the response templates
  • Replies to high-value accounts are held for a person to approve
  • Salespeople own every conversation after the first reply
  • Monthly review of scores versus actual outcomes to refine criteria

Metrics that would be tracked

How success would be measured

No results are claimed here. These are the measures we would agree before launch and report on afterwards.

  • Time from form to first reply
  • Share of leads researched and scored
  • Meetings booked from inbound forms
  • Salesperson hours spent on triage
  • Score accuracy versus won deals

Agents involved

AI Sales Agent

Answers, qualifies and books meetings from every new enquiry.

Explore agent

Lead Qualification Agent

Researches, scores, enriches and routes leads before your team calls.

Explore agent

CRM & Operations Agent

Updates records, moves tasks between systems and writes summaries.

Explore agent
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