Case Study • Automation
AI Lead Qualification for a B2B Agency
An automated lead qualification pipeline that captures every inbound lead, enriches company data, scores fit against the ICP with Claude AI, routes to the right sales rep, and books a discovery call, all in under 2 minutes
96%
Scoring Accuracy
<2 min
Lead Response Time
12h
Saved per Week
3 weeks
To Go-Live
Client's Task
- •Every website lead was copied into the CRM by hand: 5–10 hours a week lost to data entry before sales even saw the lead
- •First response to a new lead took 4 hours on average; by then most had lost interest or gone with a competitor
- •Each salesperson judged fit differently: great leads ended up in the wrong place while weak leads ate up hours of calendar time
- •During ad campaign spikes, leads piled up unprocessed or got lost entirely
Project Goals:
- Capture every lead instantly, with no manual data entry and no lost leads
- Score every lead against a single ideal-customer-profile checklist
- Route each lead to the right sales rep automatically, by region and segment
- Respond and offer a call slot within minutes, not hours
Solution
One automated pipeline: from form submission to booked call
An n8n workflow: the lead enters the system instantly, company data is enriched via API, Claude scores ICP fit on a 0–100 scale, the lead lands with the right rep in HubSpot, and the client gets a personalized email with a Calendly link
Instant lead capture: the workflow kicks off in under a second and handles spikes of 100+ leads without drops
Company enrichment via Clearbit and Apollo: industry, size, revenue, tools they use
AI fit scoring 0–100 against the ICP checklist with a short plain-English note, so sales always knows why
Fair lead routing: leads are distributed across reps by region and segment with fair-share limits
A welcome email written around the lead's company and industry, with a one-click Calendly booking link
Confidence scoring, lead deduplication, and Slack notifications for human review of borderline cases
Results After 1 Month
| Metric | Before | After |
|---|---|---|
| First response time | 4 hours | Under 2 minutes |
| Manual data entry | 5–10 h/week | 0 (12 h/week saved) |
| AI scoring accuracy | — | 96% |
| Qualification criteria | Different per rep | One rubric for 5 reps across 3 regions |
| Delivery timeline | — | Demo in 4 days, production in 3 weeks |
What the Client Gained
No lead is lost, even during spikes of 100+ simultaneous submissions
Sales reps only talk to good-fit leads and can see why each lead got its score
Leads book a call within minutes of submitting the form, while still warm
Borderline cases go to Slack for human review, so a person stays in the loop
Well-known, trusted tools that are cheap to run and easy to monitor day-to-day
Technologies
n8n • Claude Sonnet 4.6 • Clearbit • Apollo • HubSpot • Calendly • Gmail API • PostgreSQL • Docker • Grafana