Case Study • Automation
AI Lead Qualification for a B2B Agency
Automated lead qualification: every inbound lead captured, enriched, scored against the ICP with Claude, and routed to the right rep 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