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Lead Qualification Agent
Enquiries scored, reasons recorded
A lead qualification agent that applies your own criteria.
A lead qualification agent that applies your own criteria. It asks only for what is missing, records each enquiry in your CRM with the reasons behind the result, updates existing contacts instead of duplicating them and routes the enquiry to the right person.
Inbound enquiries arrive incomplete, and someone has to work out which ones deserve a call today. The rules for that already exist in your team's heads: the kind of project, the budget, the timing, the region.
This agent makes those rules explicit and applies them the same way every time. It produces no score. Each enquiry ends as suitable, not a fit or incomplete, with the rule and the enquirer's own statement behind it. What exists today is a working demonstration on test data, which we can walk you through. Connecting it to your own systems is the project. The criteria shown in it are an example, not ours and not yours.
How it differs from related agents: this agent works on enquiries that came to you. The prospect research agent prepares outbound targets before any contact, and the sales outreach agent drafts first messages for review.
One Case, Start to Finish
An example of one case, in 6 steps. The same steps play in the picture at the top of this page.
Enquiry received
"We need a mobile app for our delivery drivers" arrives through chat.
Facts read
The project type is recognised; timeline, budget and a contact address are still missing.
Questions asked
The agent asks for each missing fact in turn and reads the answers.
Criteria applied
Your rules are applied to the stated facts. The result carries the rule and the message behind each reason.
CRM updated
An existing contact is found and updated, or a new one is created, and the record is read back.
Enquiry routed
The enquirer is told who will follow up, and that person receives the record.
Six Things That Slow This Down
Incomplete enquiries
Forms and messages leave out the two facts your team needs to decide.
Scores nobody can explain
A number without a reason cannot be checked or improved.
Duplicates in the CRM
The same person enquires twice and becomes two records.
Slow first response
The enquiry sits until someone has time to ask the first questions.
Unsuitable enquiries handled late
Time goes into calls that could have been answered politely at the start.
"Recorded" that was not recorded
A failed CRM write is discovered when nobody followed up.
What We Need to Scope This
- The process as it runs today, in a few lines.
- The systems it touches, for example CRM, entry points, calendar, criteria.
- Rough monthly volume, and who approves what.
Six jobs it carries through
01Criteria you approve
Applies fit rules that you can read and edit.
- Plain rules: a field, a condition, a reason
- Rules that rule out and rules that must hold
- No scoring model
- The same result for the same facts
02Missing details
Asks only for what the criteria still need.
- One question at a time
- In the enquirer's language
- Reads answers given out of order
- Stops and hands over if it makes no progress
03Reasons recorded
Stores why each enquiry was judged as it was.
- The rule that applied
- The value the enquirer gave
- The message it came from
- Visible on the CRM record
04CRM deduplication
Finds the existing contact before creating a new one.
- Matches by email and phone
- Updates and keeps existing data
- Creates only when nothing matches
- Uses a key so a retry cannot duplicate
05Routing
Sends the enquiry to the right owner or into a booking.
- Owner by rules you set
- A default owner otherwise
- Can continue into appointment booking
- Unsuitable enquiries get a clear, polite reason
06Confirmed writes
Says an enquiry is recorded only after reading it back.
- Writes the record
- Reads it back from the CRM
- If either fails, tells the enquirer and a person
- Passes the collected facts in the handover
A Result You Can Read, Not a Score
The criteria are plain rules that an owner approves. Each result names the rule and quotes the fact, with the message it came from, so anyone can check it.
The agent does not research or guess facts about a company. What the enquirer did not say is treated as unknown.
- Criteria approved by an owner
- No unexplained scores
- Evidence for every reason
- Existing contacts updated, not duplicated
- CRM write read back
- Handover when the CRM fails
What It Reads and Writes
The systems named here are the kind this agent works with. Which ones it connects to in your case is settled in the scope.
CRM
- HubSpot
- Zoho
- Salesforce
- Pipedrive
- or a custom CRM
Entry points
- Website chat
- contact forms
Calendar
- Google Calendar
- Calendly
- for enquiries that should book a call
Criteria
- Your fit rules
- routing rules
- questions
Notifications
- Slack
- or your team's channel
Reporting
- CRM reports
- your analytics
What Buyers Ask First
Your qualification criteria and routing rules, written down and approved by whoever owns them; access to a sandbox of your CRM; and the entry points where enquiries arrive. Writing the criteria down is usually the most useful part of the project.
You do. The code, the configuration and the accounts it runs under are yours, in your name. Support after launch is agreed with the project: we can keep running and extending it with you, or hand it to your team with documentation.
Running costs come from three places: the language model, which is billed by usage; the channel or provider, which has its own fees; and hosting and monitoring. CRM platforms may charge for API access on some plans. We estimate these from your real volumes before anything is built, and we do not publish a price list because the figures depend on those volumes.
A working demonstration on test data: a suitable enquiry, an unsuitable one and an incomplete one, an existing contact updated instead of duplicated, and a failed CRM write reported honestly. It runs in English and reads Arabic enquiries in the demonstration; wording is reviewed by a native editor before a project goes live.
Bring Your Criteria, Even Unwritten
Tell us how your team decides which enquiries to call first. We will turn it into rules you can read, show them working in the demonstration and map the CRM connection.