Use case

Inbound lead qualification and triage: answering within minutes, every time

Inbound lead triage is the work of answering every new lead within minutes, asking the qualifying questions, enriching the record from third-party data (Clearbit, CoreLogic, Daxtra), and handing the right human a fully-briefed conversation. The five-minute response window roughly triples conversion. Humans cannot cover that across timezones, weekends and lunch hours; an agent can. The split is precise: the agent qualifies and routes, the human handles the conversation that decides the deal.

What we touch

The lead-triage workflows we automate

01

Inbound real-estate lead qualification in Follow Up Boss with tour booking into the agent's Google Calendar

02

Recruiter inbound application screening through Greenhouse or Lever with right-to-work checks

03

B2B SDR inbound qualification and territory routing inside Salesforce or HubSpot

04

Lending pre-qualification in nCino or Encompass with soft credit and identity enrichment

05

Professional-services intake and case assignment by practice area inside Clio or NetDocuments

06

Retail and ecommerce pre-sales chat qualification on Shopify-backed Intercom or Gorgias

07

Event-registration lead enrichment from Cvent or HubSpot with follow-up sequencing

08

Partnership inbound qualification with named-account routing in Salesforce or HubSpot

Typical impact

What teams typically see

The published lead-response research is unusually consistent: leads contacted within five minutes are roughly two to three times more likely to convert than leads contacted an hour later, and the curve falls off a cliff after the first hour. Most inbound teams miss that window on nights, weekends and any time the rota is thin. In real estate a qualified buyer lead is worth 1,500 to 5,000 US dollars, a B2B SaaS lead 200 to 2,000, a placed recruitment candidate 5,000 to 25,000 in fee. A team handling 50 inbound leads a day that lifts contacted-rate from 40 to 95 per cent and conversion from 8 to 18 per cent recovers six-figure revenue every month, without adding a seat to the desk. Lead-to-first-response time typically drops from six hours to four minutes. The agent sits inside [Salesforce, HubSpot or Zoho](/industries/#real-estate) for B2B, [Greenhouse or Lever](/industries/#recruitment) for recruitment, or [Follow Up Boss](/industries/#real-estate) for residential real estate.

These are industry-typical ranges from published studies and benchmarks, not specific Synarsi-client outcomes.

How an engagement works

From first call to live agent

  1. 01
    Scope. Write down the qualifying questions your best SDR, recruiter or agent actually asks on a first call, not the questions on the Marketo or HubSpot web form. Define the disqualification rules explicitly: out-of-territory, wrong job seniority, budget under threshold, single-property investor when you only sell portfolios. Define the routing logic by named human or named Salesforce queue, with the fallback for when the primary is out. Set the SLA in minutes, not hours, and set it separately for business hours, after hours and weekends. Name the systems of record: which CRM holds the lead, which calendar holds the booking, which enrichment provider you already pay for. The scoping spreadsheet is small but it is the spine of everything that follows.
  2. 02
    Integrate. Wire the inbound channels first (Marketo or HubSpot web form, Intercom live chat, inbound email alias, missed-call webhook from Twilio, WhatsApp Business) into a single intake queue with a stable lead ID. Confirm read and write API access to the CRM before any agent work begins, because a Salesforce org with locked-down custom objects will quietly block the project. Plug in the enrichment APIs you already pay for: Clearbit or its successors for B2B, ATTOM or CoreLogic for real-estate property data, Daxtra or Sovren for CV parsing plus a right-to-work check for recruitment, a soft credit pull from Equifax or Experian for lending. Connect the calendar layer for booking: Google Calendar, Outlook, Calendly, Chili Piper or the native Salesforce scheduler. Every step writes back to the CRM record so the human inherits the full audit trail.
  3. 03
    Shadow. Run the agent alongside the human desk for two to four weeks before it sends a single outbound message. The agent drafts its qualifying reply, its enrichment summary and its routing decision into a review queue; the human SDR or recruiter approves or corrects. The two cases that matter most in this phase are the high-value lead who looks unqualified on the form (the founder using a personal Gmail, the buyer who undersells their budget) and the spammer who looks qualified. Calibrate the scoring against these. Shadow mode is also where you discover that the Intercom widget loses 30 per cent of conversations to refreshed pages, or that Clearbit is wrong about company headcount more often than you assumed.
  4. 04
    Cut over. The agent goes live answering every inbound lead within the SLA window: typically under five minutes during business hours and under fifteen overnight. It asks the qualifying questions in a short, human-toned exchange, runs enrichment in the background, books the tour, screen or discovery call directly into the assigned human's Google Calendar or Outlook, and hands over a one-screen brief inside Salesforce or Greenhouse: who, what they want, what enrichment found, what they already said, and the recommended next step. The human takes the conversation that decides the deal. Hold a weekly review for the first quarter to recalibrate disqualification rules as the inbound mix shifts. This is the [boring workflow that pays back fastest](/insights/boring-workflows-pay-back-fastest/). See our [methodology](/methodology/) for how we sequence it.

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