The Problem
A 380-person developer with multiple active projects was leaking leads at every stage of the funnel. Inbound enquiries arrived across 7 different channels (website, Meta ads, IG DMs, WhatsApp, walk-ins, agent referrals, phone). Each channel had its own tracking. Sales agents picked up leads when they got around to it. average first-touch time was 5h 40m. Contracts were drafted by hand in Word and lost in email threads. Senior management had no real-time view of pipeline.
The CFO's instruction: stop the leakage, give us visibility, don't replace the agents.
What I Built
A four-layer automation stack:
1. Unified lead capture. Every channel pipes into a single n8n workflow that normalises the data, deduplicates against existing records, and routes the lead to the right agent based on project interest, location, and current agent load.
2. SLA-bound first response. Leads get an auto-acknowledgement WhatsApp within 90 seconds. If the assigned agent doesn't engage within 15 minutes, the lead is reassigned automatically. Agents can see their SLA performance daily.
3. AI-assisted contract generation. Once a lead is qualified, the system generates a tailored offer letter and reservation form via a Claude-driven template. pulling project specs, payment plan, and customer details from HubSpot. Sent for e-signature via DocuSign.
4. Pipeline aggregation dashboard. Senior management gets a live view of leads-by-stage, SLA breaches, project velocity, and forecasted closes for the next 30 days.
Outcome
In 11 months, the company closed 41% more deals with the same sales headcount. The CFO got a Looker Studio dashboard updated every 15 minutes. Sales agents stopped resenting the system because it gave them better leads, faster, with the contract paperwork already drafted by the time they needed it. The developer is now using the same stack as a competitive moat in a crowded market.