Home>
Case Studies>
Ai Workflow Automation Tool
SALES AI WORKFLOW AUTOMATION TOOL
Technology Stack
About The Client
Our client is a leading B2B supplier of engineered fastening solutions, specializing in threaded rods and installation technology for large-scale construction and industrial projects. Serving major contractors and HVAC specialists across Europe, they combine deep technical expertise with rapid bulk-order fulfillment to keep critical infrastructure projects on schedule. Their growing sales volume highlighted the need for a sales automation tool to maintain speed and consistency across inquiries.
Duration:
6 months
Our Approach
We built an AI-powered workflow automation tool that digitized their entire client response process — from lead qualification to email follow-up — as part of a broader AI in B2B sales strategy.
Here’s what we did:
Intelligent Lead Capture & Profiling: Built an AI-powered lead profiling and intake mechanism that automatically captures and records all client inquiries and lead data — including who the client is, their industry, company size, and specific requirements.
AI-Powered Personalized Email Drafting: Enabled the system to automatically generate personalized and context-aware email drafts based on the client’s business type, needs, and preferences — ensuring professional tone and relevance.
Smart Response Handling & Follow-Up Logic: Integrated AI that dynamically generates follow-up emails based on client responses. If a client responds, the system crafts a relevant reply. If there's no response within a set timeframe, the system triggers a courteous reminder email — enabling more responsive AI powered lead management.
Centralized Communication Dashboard: All inquiries, communications, follow-ups, and responses are tracked and visualized within a centralized dashboard. Sales teams gain full visibility into client interaction histories and workflow status.
The Challenges
Every incoming inquiry had to be manually processed, including identifying the client type, industry, business size, and specific requirements.
Their team was manually drafting emails for each lead, consuming significant time and delaying responses.
Lead records were scattered, making it hard to track, prioritize, and follow up efficiently.
The manual process was slowing down sales conversions and affecting customer experience, showing the need for AI lead management.
Core Features Developed
AI-Powered Lead Profiler
Auto-classifies leads based on type, industry, business size, and urgency using intelligent parsing from form inputs — eliminating manual categorization. This is a key function of our AI lead management system.
Context-Aware Email Composer
Generates email drafts tailored to each inquiry using dynamic templates, adjusting tone, content, and technical depth based on the client profile.
Lead Prioritization Engine
Ranks leads by sales-readiness and complexity using predefined logic and recent interaction history, enabling smarter follow-up sequencing.
Centralized Lead Intelligence Hub
Provides a unified dashboard to track inquiry status, communication logs, and lead engagement — with filters for region, industry, and intent.
Real-Time Draft Tuner
Live editing interface with AI-suggested phrasing alternatives to refine tone and clarity before sending — ideal for technical or formal communication.
Adaptive Response Templates
Library of modular templates auto-configures based on project size, industry jargon, and location-specific compliance needs.
The Result
Here are the impactful results the client achieved after implementing our AI-powered appointment booking solution.
Reduced Lead Handling Time
from 12–15 minutes per inquiry to under 5 minutes, boosting overall operational efficiency.
Shifted from Manual Email
drafting to AI-generated, context-aware suggestions, reviewed and customized by the sales team.
Improved Response Time
from same-day delays to near-instant replies — typically within an hour, enabling faster client engagement.
Replaced Scattered Manual Notes
and spreadsheets with a centralized dashboard featuring searchable, organized lead records.
Looking For More Case Studies?
Smart AI Invoice Processing System
AI Development
AI Automation Development
RAG Development
An AI-driven invoice processing system designed to eliminate manual data entry and enhance accuracy through intelligent automation for logistics industry.
Smart Data Extraction
Automated Data Validation
Multi-Language OCR
Multi-page document processing
What Our Clients Say
Yash and his team are great, and I will continue to use them for different enterprise level projects. What drew me was the way they provided suggestions outside of what I asked, which turned out to be exactly what I needed.
Martavis Parker
Delivery Manager
