Lead automation and CRM

Application automation is about streamlining the application path from the first contact to the result. A typical business problem is not that there are few applications, but that they come from five channels: a form on the website, Telegram, Instagram Direct, a call, a message to an acquaintance of the owner.

Some are lost, some are processed every other day, and no one can say how many there really were. When applications are not counted, advertising is also miscalculated: the budget is poured into the channel that "seems better" and not the one that brings deals.

We connect all channels into one process: the application automatically enters the CRM or table, receives the responsible person, status and reaction time. The manager sees the task, the manager sees the whole picture.

What the process looks like after setup

A person leaves an appeal in any channel. The system creates a card with all data: contact, source, answers from a form or quiz, time. The card goes into the right funnel and to the responsible manager, who immediately receives a notification.

If there is no answer within the agreed time — a reminder, then escalation to the manager. Then the card moves through the statuses, and the manager sees the dashboard: how many applications, from which sources, how many are in work, how many are closed, what is the average reaction time.

• A single collection of applications from all channels.
• Automatic cards in CRM or tables.
• Notifications, deadlines, reminders, escalations.
• Dashboard of statuses, sources and conversions.
• History: who, when and what did with the application.

Is it necessary to buy a CRM?

No. If the process is simple and there are not many people, Google Sheets or Airtable with automation will suffice - it is cheaper and faster to start. CRM is needed when there are funnels, multiple managers, repeat sales and the need for reporting.

We do not sell a system for the sake of a system: first we describe the process, and then we choose a tool for it. If CRM already exists, connect to it if it has an API, webhooks or standard integrations.

What do we automate except reception

Distribution of applications between managers according to the rules: queue, geography, type of service, download. Automatic messages to the client — confirmation, reminder, status. Creation of tasks and documents.

Returning to non-responders and moving closed deals into the resale database. The latter often gives more money than all the advertising of the month, because it works with people who have already trusted you.

Control of the reaction rate

Response speed is the cheapest way to increase conversion. We display it as a separate indicator: how many minutes passed from the application to the first contact, for whom it is longer than the norm, at what hours are the most overdue.

Then the decision is already managerial — change the schedule, add a person, connect AI for night calls. But first you need to see the number.

Duplicate and "dead" applications

When there are many channels, one person easily creates three cards: wrote in Telegram, left a form, then called. We adjust reconciliation by number and mail so that managers do not call the same customer three times.

We describe separately what to do with contacts without contact and with those who do not respond: how many attempts, with what interval and when the card is closed. Otherwise, the funnel turns into a graveyard.

Roles, rights and order in data

The manager sees his applications, the manager sees all of them, the accounting department sees only closed deals. This is not bureaucracy, but a way to avoid accidental edits and preserve the base when changing the composition of the team.

Every action is recorded in history: who changed the status, when he called back, what he wrote. This solves most "I called" disputes in half a minute.

How long does it take to launch

A simple circuit - applications from the form and Telegram to a table with notifications - usually a few days. A full-fledged process with CRM, funnels, roles and a dashboard - from two weeks, depending on how detailed your processes are.

The longest stage is almost always not technical, but the agreement within the team about how it should be. We help to fix this agreement, because without it, nothing can be automated.