Overview
The client is a leading SaaS company offering productivity enhancement solutions tailored for SMEs, with dedicated offerings for the manufacturing, real estate, and services industries.
As the client scaled their operations and increased lead volume through inbound marketing, events, partners, and other channels, they began encountering critical challenges impacting efficiency and conversion.
Key challenges
The growing number of leads, coupled with manual outreach, made it increasingly difficult to respond promptly, accurately qualify leads, and prioritize revenue-generating conversations. This created bottlenecks in the funnel, causing high-potential prospects to get lost in the noise.
- Manual lead validation bottlenecks
Each lead, regardless of quality, required manual validation. This slowed down response times, increased operational costs, and delayed initial contact, affecting the overall customer experience.
- High lead validation costs
SDRs were spending significant time on first-contact calls, increasing the customer acquisition cost (CAC) and reducing overall efficiency.
- No immediate first response
Leads were often contacted after a long time of submitting a lead form, resulting in a poor first-touch experience and higher drop-off rates, even before SDRs could engage.
- Slow lead conversion
Due to delays in outreach and qualification, SDRs struggled to focus on meaningful, conversion-driven conversations. As a result, prospects often lost interest or turned to competitors.
- Low SDR motivation
Frequent cold calls to low-quality leads led to reduced morale and productivity among SDRs. This demotivation began to affect their performance even with hot leads.
Our approach and solution
To address these challenges, we deployed an AI-powered calling bot fully integrated with the client’s CRM system. The solution automated initial outreach, performed intelligent lead qualification, and enabled seamless routing, freeing up SDRs to focus solely on sales-ready leads.
Key solution components included:
- 100% call automation
The AI agent engaged with every new lead within seconds of form submission, eliminating outreach delays and freeing SDRs from repetitive, manual dialling.
- Real-time lead qualification
Using natural language processing (NLP), the AI conversed naturally with prospects and assessed intent, urgency, and fit in real time, ensuring only qualified leads advanced in the funnel.
- Intelligent human handoff
Qualified leads were immediately handed off to SDRs, complete with context-rich conversation summaries, ensuring a seamless and productive transition.
- Automated follow-ups
For leads not yet ready to engage, the AI system scheduled automated follow-ups, ensuring continuous engagement without manual intervention.
- CRM integration with instant trigger
As soon as a new lead entered the CRM, the AI bot initiated outreach, ensuring immediate contact and removing the lag between capture and communication.
- Conversation summaries & KPI tracking
Each interaction was logged with full transcripts, summaries, and metadata, enabling real-time KPI tracking and quality assessments.
- AI trained on company-specific data
The AI agent was fine-tuned using client-specific data, including product details, common objections, and messaging guidelines, ensuring on-brand, relevant conversations.
Impact
The AI-driven qualification process delivered 3x more sales-ready leads to the SDR team, significantly streamlining the pipeline. This allowed SDRs to prioritize high-potential prospects, resulting in improved productivity and performance.
Response time improved by 5x, reducing the overall lead conversion time by 45%. Timely, relevant interactions and intelligent handoffs ensured prospects moved through the funnel faster, with a significantly better experience.
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