Sales Systems

Title

Multi-channel Sales Automation System

Client

Sample Work

role

Speed-to-lead response systems, voice AI agents, and multi-channel follow-up that contacts leads in under 60 seconds and books meetings automatically.

Result

2-3x Projected Conversion Improvement

Launch Project

Objective

Most businesses lose leads due to slow response times, inconsistent follow-up, and manual data entry. This system creates a complete sales automation engine that responds to hot leads within 60 seconds, nurtures warm leads intelligently, and systematically re-engages cold leads - all while keeping salespeople focused on closing instead of administrative work.

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What we've done

1. Universal lead capture hub integrating 8+ sources (website, chat, ads, calls, email, social, referrals)

2. Intelligent lead scoring algorithm (0-100 points) using source quality, engagement, demographic fit, and AI-powered intent analysis

3. Tiered speed-to-lead automation with three response flows based on lead score

4. Multi-channel communication integration (Twilio voice/SMS, VAPI AI agent, email, calendar booking)

5. Deep CRM integration with bidirectional sync and complete activity timeline logging

6. Comprehensive drip campaign library (hot, warm, cold lead nurtures with behavioral triggers)

7. Lifecycle re-engagement system for cold leads, lost opportunities, and customer expansion

8. Performance dashboard tracking lead flow, scoring, speed-to-lead, contact rates, and conversion

9. Advanced automation logic with behavioral adaptation and intelligent routing

10. A/B testing framework and continuous optimization capabilities

Automation Process

1. Lead Scoring & Routing: All lead sources feed into a unified n8n hub that scores leads 0-100 based on source quality, engagement, demographic fit, and AI intent analysis. Hot leads (80-100) get immediate multi-channel outreach. Warm leads (50-79) enter education sequences. Cold leads (0-49) receive value-driven nurture campaigns.

2. Multi-Channel Response: Hot leads receive voice call via VAPI AI agent within 60 seconds, simultaneous SMS with calendar link, and follow-up email within 2 minutes. If no answer, system triggers voicemail drop and schedules second attempt within 1 hour.

3. CRM Integration: All interactions automatically log to CRM with complete activity timeline. Lead status updates based on engagement. Pipeline stages progress automatically. Custom fields populate from conversation data.

4. Adaptive Campaign Management: System monitors email opens, link clicks, page visits, and call outcomes. Engagement spikes trigger automatic escalation - cold leads showing activity get promoted to hot status. Unengaged leads pause campaigns to avoid fatigue.

5. Re-Engagement System: Leads with no response after 30 days enter cold revival flow. Lost opportunities get win-back campaigns at 3 and 6 months. Quarterly touchpoints continue unless unsubscribed.

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Results

1. Speed-to-lead: <60 seconds vs. 2-4 hour industry average (95%+ improvement)

2. Contact rates: Projects 100% through multi-channel persistence vs. 40-50% typical

3. Projected conversion improvement: 2-3x through faster response and systematic nurture

4. Time savings: 80% reduction in manual follow-up work (10-15 hrs/week → 2-3 hrs)

Conclusion

This system eliminates 80% of sales admin work by combining intelligent lead scoring, tiered multi-channel response, and systematic re-engagement. The key innovation is treating different leads differently - hot opportunities get immediate attention, warm leads receive patient education, and cold leads get long-term relationship building. Projected 2-3x conversion improvement with typical payback in weeks, not months.

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