Case Studies
Real results from real automations.
Each project follows the same pattern: understand the manual pain, architect the right solution, deliver in weeks, and measure the impact.
Management Consulting Firm · 6 weeks
End-to-End Sales Pipeline Automation System
The Problem
A consulting firm had a fully manual sales process — new organizations entered Pipedrive but sat untouched. Lead assignment was done by hand, reps had no automated follow-up system, and management had zero visibility into capacity, outreach status, or pipeline health. The team was losing leads to slow response times and inconsistent follow-up.
What We Built
- Designed and built a complete sales automation operating system: Intake Controller (scheduled capacity-based lead selection), Assignment Engine (auto-routes leads to reps based on availability/territory), and Enrichment Pipeline (verifies and enriches contact data before assignment)
- Created a multi-stage lifecycle tracking system — from intake through assignment, outreach, tour booking, and close — with automated status propagation between org and deal entities, call attempt tracking, and dead-letter queues for failed assignments
- Built a routing database with rep capacity management, an unassigned queue with Slack alerting for ops review, and configurable outreach sequences with automatic stage progression based on call outcomes
100%
Automated lead assignment
< 5 min
Lead-to-rep response time
8+
Connected n8n workflows
Zero
Manual pipeline management
“Before this system, leads would sit for days before someone picked them up. Now every lead is assigned and contacted within minutes. Our conversion rate from lead to tour booking doubled in the first month.”
— Director of Sales, Management Consulting Firm
Management Consulting Firm · 2 weeks
AI Call Scoring & Sales Coaching Automation
The Problem
Sales managers had no scalable way to evaluate call quality across their team. Reps completed calls but there was no consistent feedback loop — managers could only listen to a handful of recordings per week, coaching was inconsistent, and reps had no immediate visibility into how they performed against the company's sales SOP.
What We Built
- Built an automation triggered by call completion that sends the full call recording plus an AI-generated summary (key points discussed, client sentiment, action items) to a dedicated per-client Slack channel — giving the entire team instant context on every conversation
- Created a parallel flow to an admin channel that delivers the same summary plus an automated SOP scorecard — AI evaluates the call against each SOP checkpoint (intro, discovery questions, objection handling, next steps, close attempt) and assigns a score per point
- Scores and action items are surfaced to both the sales rep (for self-coaching) and management (for team-wide performance visibility), with weekly roll-up reports showing trends per rep
100%
Calls scored (was <10%)
< 2 min
Summary delivered post-call
5+ pts
SOP criteria scored per call
Zero
Manager time on call reviews
“We went from reviewing maybe 5% of calls to having every single call scored automatically. Reps get instant feedback, I get a dashboard of team performance, and our average call scores improved 30% in the first month just from the visibility alone.”
— Sales Manager, Management Consulting Firm
Management Consulting Firm · 2 weeks
Zero-Touch Employee Onboarding Automation
The Problem
Onboarding a new sales rep involved 15+ manual steps spread across multiple tools — Slack invites, channel assignments, tool access provisioning, CRM setup, automation configuration updates, calendar links, and SOP distribution. Each new hire took a manager 2-3 hours to onboard, steps were frequently missed, and new reps often started their first day without access to the tools they needed.
What We Built
- Built a trigger-based onboarding flow that fires when a new employee record is created — automatically sends Slack workspace invite, adds them to role-specific channels (team, deals, announcements, training), and sets channel notification preferences
- Automated tool provisioning: creates their Pipedrive user, assigns the correct pipeline visibility and deal permissions, generates their personal meeting booking link, and updates all existing automations to include the new rep in rotation/assignment logic
- Created a welcome sequence that delivers SOPs, training materials, and onboarding checklists on a timed drip — day 1, day 3, day 7 — with completion tracking and manager notifications on progress
100%
Steps automated
< 3 min
Full onboarding (was 2-3 hrs)
Zero
Missed steps or forgotten access
15+
Tools & channels configured
“We hired three reps in one week and I didn't have to touch a single tool. By the time they logged in on day one, everything was set up — Slack channels, CRM access, meeting links, the lot. It used to take me half a day per person.”
— Operations Manager, Management Consulting Firm
Financial Services Firm · 4 weeks
Custom Sales Dashboard with Pipedrive Integration
The Problem
The client's sales leadership needed real-time visibility into pipeline health, rep performance, and deal velocity — but Pipedrive's built-in reporting didn't match how they thought about their data. They wanted custom views, filterable by team/region/time period, with metrics that mapped to their specific sales process stages. Off-the-shelf BI tools were either too complex to configure or couldn't pull Pipedrive data in real time.
What We Built
- Built a custom web dashboard (React + TailwindCSS) that syncs with Pipedrive in real time via API and webhooks — every deal update, stage change, and activity is reflected within seconds
- Designed fully customizable views: pipeline by stage with conversion rates, rep leaderboard with activity metrics, deal velocity tracking (average time per stage), revenue forecasting by weighted pipeline, and stale deal alerts
- Implemented role-based access — reps see their own metrics, managers see team-wide data, leadership gets the full company roll-up with drill-down capability into any rep or deal
Real-time
Data sync (was daily exports)
Custom
Views built to their exact specs
5 min
Saved per rep per day on reporting
100%
Pipeline visibility for leadership
“Pipedrive's reports were close but never quite what we needed. Now we have exactly the views we want — I can see pipeline health at a glance, drill into any rep's numbers, and spot stale deals before they die. It's become the first thing I open every morning.”
— Head of Revenue, Financial Services Firm
B2B SaaS Company · 2 weeks
Email Engagement-Driven Sales Pipeline Automation
The Problem
The sales team had no visibility into which prospects were engaging with their emails. Reps were following up blindly, wasting time on cold leads while hot prospects went stale. Deal stage updates were manual and often forgotten.
What We Built
- Built a webhook listener that captures all Pipedrive email tracking events — opens, clicks, and replies — in real time
- Created an engagement scoring engine that tracks patterns per deal/contact and identifies 'hot leads' based on configurable thresholds (3+ opens, click-throughs, fast replies)
- Automated pipeline stage progression based on engagement signals — hot leads auto-advance and trigger Slack notifications to reps for immediate follow-up
3x
Faster follow-up on hot leads
40%
Increase in reply-to-close rate
Zero
Manual deal stage updates
< 5 min
Rep response to hot signals
“We used to find out a prospect was interested days after they engaged. Now my team gets a Slack ping within minutes. Our close rate on hot leads went through the roof.”
— VP of Sales, B2B SaaS Company
Digital Marketing Agency · 3 weeks
SimilarWeb-Powered Prospect Scoring & Sales Intelligence
The Problem
The agency's BDR team was manually researching potential clients' website traffic using SimilarWeb, then scoring them by hand based on traffic volume, growth trends, and traffic sources. This took 3+ hours per day and limited outreach to companies they already knew about.
What We Built
- Built a scheduled pipeline that pulls website traffic data, growth rates, traffic sources, and competitor info from SimilarWeb API every 6 hours
- Created a configurable lead scoring engine — traffic thresholds, growth velocity, industry fit — that automatically ranks and qualifies prospects
- Automated CRM sync that creates/updates deals in Pipedrive with enriched data fields, custom scores, and recommended next steps for reps
10x
More prospects evaluated daily
3 hrs/day
Saved on manual research
85%
Lead qualification accuracy
Continuous
24/7 market monitoring
“Our BDR team went from spending half their day on research to spending all their time actually selling. The scoring algorithm catches opportunities we would have completely missed.”
— Director of Business Development, Digital Marketing Agency
B2B Sales Agency · 4 weeks
AI-Powered LinkedIn Outreach at Scale
The Problem
The client needed to scale personalized LinkedIn outreach without sacrificing message quality. Manual outreach was limited to 15–20 personalized messages per day per rep. Hiring more reps wasn't economical, and generic templates killed reply rates.
What We Built
- Built a headless browser bot (ChromeDP/Go) that handles LinkedIn login, profile visits, connection requests, and messaging via REST API
- Created an AI Content Server (Node.js) that generates personalized outreach messages using GPT-4 / Claude based on each prospect's profile, role, company, and recent activity
- Orchestrated the full campaign with n8n — managing sequences, timing, follow-ups, daily limits, and Pipedrive integration for lead tracking
5x+
Daily message volume
80%
Campaign management time saved
100+
Personalized messages per day
Equal
Reply rates vs. hand-written
“The messages are indistinguishable from hand-written outreach. We went from 20 conversations a day to over 100, and our reply rate actually stayed the same. That's the magic — scale without sacrificing quality.”
— Founder, B2B Sales Agency
Mobile App Marketing Agency · 3 weeks
Automated Lead Generation & CRM Pipeline
The Problem
The client's sales team was spending 15+ hours per week manually researching mobile app publishers on SensorTower, finding contact information via multiple tools, and manually entering leads into Pipedrive CRM. This limited them to ~30 qualified leads per week with frequent data entry errors.
What We Built
- Built a Market Scanner that monitors SensorTower app categories every 6 hours, applying scoring criteria (download velocity >10K/month, revenue growth >20% MoM)
- Created a Contact Enrichment service using Hunter.io to resolve publishers to domains and find verified decision-maker emails
- Automated Pipedrive pipeline creation with enriched data mapped to custom fields, auto-assignment to sales reps, and 12-hour metric refreshes
6.7x
Lead volume increase
0 hrs
Manual research (was 15+/wk)
340%
Pipeline growth in 30 days
$20/mo
Infrastructure cost
“What used to take our team an entire week now happens automatically overnight. The quality of leads actually improved because the scoring is more consistent than manual judgment. This system paid for itself in the first week.”
— Head of Sales, Mobile App Marketing Agency
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