Lead intake
Renewal data in, leads out.
Brings in customers who are due for a renewal, from spreadsheet imports and an automated feed, and turns each one into a lead.
Use case · Sales operationsA CRM that handsevery store itsfair share of leads
We built a lead management CRM for a multi-store retailer. It turns customers due for renewal into leads, shares them across stores and consultants without anyone cutting up a spreadsheet, and follows each lead until the deal closes.
5user roles, from consultant to national operations15 daysbefore a “not interested” lead reopens on its own
The problem
Renewal leads that depend on a spreadsheet and someone’s memory
When renewal leads arrive as a spreadsheet, a manager cuts the list up by store and emails the pieces out. From then on every lead depends on someone remembering to call, call back and report back. Some consultants get more than their share, some customers are called twice and others are never called at all.
The list waits on one desk
The renewal list sits with a manager until there’s time to cut it up by store. Customers due this week wait, and some renew somewhere else first.
Some stores drown, others run dry
The split is a guess. One store gets more leads than its consultants can call while another runs out by midweek, and both lose sales.
Two calls, one customer
Copies of the sheet reach two stores and both consultants phone the same customer. The customer is irritated, and the consultants argue over who owns the deal.
Leads that fall through the gaps
A customer left off every copy never gets a call. There’s no list of who was missed, so it only shows when the renewal goes elsewhere.
“Call me next month” is forgotten
A customer who isn’t ready yet becomes a note in a consultant’s diary. When that consultant is busy, off sick or leaves, the renewal goes with them.
Managers can’t see who converts
Results come back in different files, if they come back at all. By the time someone has pieced together who closes and who sits on leads, the month is over.
Every one of these starts with the same spreadsheet, which can’t share leads out fairly, remind anyone to call back or show who closed the deal.
Before and after
Every lead assigned and tracked
Flip the switch to see the same six problems with the CRM running.
BeforeWith the system
- Renewal lists cut up by hand from spreadsheetsLeads created from renewal data and assigned automatically
- Some stores get more leads than they can call, others too fewA queue shares leads across stores and each store’s consultants
- The same customer called by two consultantsLeads with the same account number always go to the same consultant
- “Not now” leads forgotten in someone’s diaryA “not interested” lead reopens after 15 days, a future lead on its renewal date
- Leads lost when nobody follows upEach lead tracked through clear stages until the deal is done
- No view of who converts and who doesn’tProductivity reports per consultant and per status
A renewal list cut up by hand, a copy in every store and a manager guessing who called whom.
Every lead shared out, chased and reported on by the CRM.
How it works
From renewal list to deal complete in four steps
Click through each step to see that part of the CRM at work.
01Leads come in
02Leads are shared out
03Leads are worked and chased
04Managers see the results
Step 01
Leads come in
Customers due for renewal arrive from spreadsheet imports and an automated feed. Each one becomes a lead, and validators check the lead details.
Step 02
Leads are shared out
A background queue allocates each lead to a store and shares the store’s leads across its consultants. A customer whose account number is already with a consultant goes back to that consultant.
Step 03
Leads are worked and chased
Consultants move each lead through stages such as in communication, awaiting stock and deal complete. A “not interested” lead reopens after 15 days and a future lead reopens on its renewal date, so nobody has to remember.
Step 04
Managers see the results
Excel exports show the leads log, leads per person per status and consultant productivity. Every change to a lead is written to a separate tracking database, so you can see who changed what and when.
What we built
From the first import to deal complete
Automatic assignment
One customer, one consultant.
A background queue allocates leads to stores and shares them across each store’s consultants, keeping one customer with one consultant.
Lead stages that reopen themselves
No lead left for dead.
Leads move through stages such as in communication, awaiting stock and deal complete; a future lead reopens on its renewal date and a “not interested” lead reopens after 15 days.
Roles and validation
Each person sees their part.
Consultants, branch managers, validators, national operations and administrators each see and do what their role allows, and validators check lead details.
Full audit trail
Who changed what, and when.
Every change to a lead is written to a separate tracking database, so you can see who changed what and when.
Reports and AI access
The numbers without the legwork.
Excel exports cover the leads log, leads per person per status and consultant productivity, and an MCP server lets AI assistants query the CRM.
Hover over a card for more.
What changes
A different Monday for everyone who touches a lead
Everyone keeps their job, and the spreadsheet work around each lead stops.
Consultants
Wait for their copy of the sheet and hope nobody else has the same customer
Open the CRM to their own leads, and a customer they already have comes back to them
Branch managers
Cut up the list and chase each consultant for results
Get their store’s leads shared out for them and pull leads per person per status as an export
Validators
Check details in whichever copy of the sheet they were sent
Check lead details in the same system the consultants work in
National operations
Ask every store for its numbers and stitch the files together
Export consultant productivity across the stores in one go
Administrators
Can’t tell who changed a lead or when
Set what each role can see and do, and read every change in the audit trail
Built with
The stack
.NET 8ASP.NET CoreAngular 17IonicSQL ServerEntity Framework CoreModel Context ProtocolAzure DevOps
Questions you might have
Before you change how leads move
Do we have to stop using spreadsheets?
You can keep them where they help. Renewal data can still come in as a spreadsheet import and the reports go out as Excel exports. The cutting up and emailing in between is what the CRM takes over.
Do we have to replace the system our renewal data comes from?
This CRM takes its data from spreadsheet imports and an automated feed and leaves the source alone. We’d look at where your renewal data lives and connect to it in the same way.
How does it decide who gets which lead?
A background queue allocates leads to stores, then shares each store’s leads across its consultants. A lead with an account number a consultant already has goes to that consultant. The rules for your stores would be agreed with you in discovery.
Who can see and change what?
Five roles, from consultant to national operations and administrators, each see and do what their role allows. Every change to a lead is written to a separate tracking database, so a disputed deal can be traced.
How would we start?
With a discovery call about where your leads come from and how your stores work them. From there we’d agree a first release, for example intake and assignment, and build out the stages and reports once your stores are using it.
Quick check
Sound like your business?
Tick what sounds familiar.
Your sales leads arrive as spreadsheets that someone splits up by hand.
You run several stores or branches and leads aren’t shared out fairly.
Customers sometimes get called by more than one person.
You can’t easily see which consultants convert their leads.
Leads that said “not now” are never followed up again.
of 5 ticked
0 to 1 ticked
Your lead handling is probably in good shape. A CRM like this pays off once you have more stores or more leads than people can track.
2 to 3 ticked
You’re likely losing some deals between the spreadsheet and the store. It’s worth looking at where leads drop out.
4 to 5 ticked
This is the problem this CRM was built to solve. Let’s talk about where your leads come from and how your stores work them.
More case studies
All case studies Other businesses we’ve built for
Let's talk
Are your renewal leads still shared out by spreadsheet?
Tell us how leads reach your stores today, and we’ll show you how assignment and follow-up could run on their own.
Use case · Sales operationsA CRM that handsevery store itsfair share of leads
We built a lead management CRM for a multi-store retailer. It turns customers due for renewal into leads, shares them across stores and consultants without anyone cutting up a spreadsheet, and follows each lead until the deal closes.
5user roles, from consultant to national operations15 daysbefore a “not interested” lead reopens on its own
The problem
Renewal leads that depend on a spreadsheet and someone’s memory
When renewal leads arrive as a spreadsheet, a manager cuts the list up by store and emails the pieces out. From then on every lead depends on someone remembering to call, call back and report back. Some consultants get more than their share, some customers are called twice and others are never called at all.
The list waits on one desk
The renewal list sits with a manager until there’s time to cut it up by store. Customers due this week wait, and some renew somewhere else first.
Some stores drown, others run dry
The split is a guess. One store gets more leads than its consultants can call while another runs out by midweek, and both lose sales.
Two calls, one customer
Copies of the sheet reach two stores and both consultants phone the same customer. The customer is irritated, and the consultants argue over who owns the deal.
Leads that fall through the gaps
A customer left off every copy never gets a call. There’s no list of who was missed, so it only shows when the renewal goes elsewhere.
“Call me next month” is forgotten
A customer who isn’t ready yet becomes a note in a consultant’s diary. When that consultant is busy, off sick or leaves, the renewal goes with them.
Managers can’t see who converts
Results come back in different files, if they come back at all. By the time someone has pieced together who closes and who sits on leads, the month is over.
Every one of these starts with the same spreadsheet, which can’t share leads out fairly, remind anyone to call back or show who closed the deal.
Before and after
Every lead assigned and tracked
Flip the switch to see the same six problems with the CRM running.
BeforeWith the system
- Renewal lists cut up by hand from spreadsheetsLeads created from renewal data and assigned automatically
- Some stores get more leads than they can call, others too fewA queue shares leads across stores and each store’s consultants
- The same customer called by two consultantsLeads with the same account number always go to the same consultant
- “Not now” leads forgotten in someone’s diaryA “not interested” lead reopens after 15 days, a future lead on its renewal date
- Leads lost when nobody follows upEach lead tracked through clear stages until the deal is done
- No view of who converts and who doesn’tProductivity reports per consultant and per status
A renewal list cut up by hand, a copy in every store and a manager guessing who called whom.
Every lead shared out, chased and reported on by the CRM.
How it works
From renewal list to deal complete in four steps
Click through each step to see that part of the CRM at work.
01Leads come in
02Leads are shared out
03Leads are worked and chased
04Managers see the results
Step 01
Leads come in
Customers due for renewal arrive from spreadsheet imports and an automated feed. Each one becomes a lead, and validators check the lead details.
Step 02
Leads are shared out
A background queue allocates each lead to a store and shares the store’s leads across its consultants. A customer whose account number is already with a consultant goes back to that consultant.
Step 03
Leads are worked and chased
Consultants move each lead through stages such as in communication, awaiting stock and deal complete. A “not interested” lead reopens after 15 days and a future lead reopens on its renewal date, so nobody has to remember.
Step 04
Managers see the results
Excel exports show the leads log, leads per person per status and consultant productivity. Every change to a lead is written to a separate tracking database, so you can see who changed what and when.
What we built
From the first import to deal complete
Lead intake
Renewal data in, leads out.
Brings in customers who are due for a renewal, from spreadsheet imports and an automated feed, and turns each one into a lead.
Automatic assignment
One customer, one consultant.
A background queue allocates leads to stores and shares them across each store’s consultants, keeping one customer with one consultant.
Lead stages that reopen themselves
No lead left for dead.
Leads move through stages such as in communication, awaiting stock and deal complete; a future lead reopens on its renewal date and a “not interested” lead reopens after 15 days.
Roles and validation
Each person sees their part.
Consultants, branch managers, validators, national operations and administrators each see and do what their role allows, and validators check lead details.
Full audit trail
Who changed what, and when.
Every change to a lead is written to a separate tracking database, so you can see who changed what and when.
Reports and AI access
The numbers without the legwork.
Excel exports cover the leads log, leads per person per status and consultant productivity, and an MCP server lets AI assistants query the CRM.
Hover over a card for more.
What changes
A different Monday for everyone who touches a lead
Everyone keeps their job, and the spreadsheet work around each lead stops.
Consultants
Wait for their copy of the sheet and hope nobody else has the same customer
Open the CRM to their own leads, and a customer they already have comes back to them
Branch managers
Cut up the list and chase each consultant for results
Get their store’s leads shared out for them and pull leads per person per status as an export
Validators
Check details in whichever copy of the sheet they were sent
Check lead details in the same system the consultants work in
National operations
Ask every store for its numbers and stitch the files together
Export consultant productivity across the stores in one go
Administrators
Can’t tell who changed a lead or when
Set what each role can see and do, and read every change in the audit trail
Built with
The stack
.NET 8ASP.NET CoreAngular 17IonicSQL ServerEntity Framework CoreModel Context ProtocolAzure DevOps
Questions you might have
Before you change how leads move
Do we have to stop using spreadsheets?
You can keep them where they help. Renewal data can still come in as a spreadsheet import and the reports go out as Excel exports. The cutting up and emailing in between is what the CRM takes over.
Do we have to replace the system our renewal data comes from?
This CRM takes its data from spreadsheet imports and an automated feed and leaves the source alone. We’d look at where your renewal data lives and connect to it in the same way.
How does it decide who gets which lead?
A background queue allocates leads to stores, then shares each store’s leads across its consultants. A lead with an account number a consultant already has goes to that consultant. The rules for your stores would be agreed with you in discovery.
Who can see and change what?
Five roles, from consultant to national operations and administrators, each see and do what their role allows. Every change to a lead is written to a separate tracking database, so a disputed deal can be traced.
How would we start?
With a discovery call about where your leads come from and how your stores work them. From there we’d agree a first release, for example intake and assignment, and build out the stages and reports once your stores are using it.
Quick check
Sound like your business?
Tick what sounds familiar.
Your sales leads arrive as spreadsheets that someone splits up by hand.
You run several stores or branches and leads aren’t shared out fairly.
Customers sometimes get called by more than one person.
You can’t easily see which consultants convert their leads.
Leads that said “not now” are never followed up again.
of 5 ticked
0 to 1 ticked
Your lead handling is probably in good shape. A CRM like this pays off once you have more stores or more leads than people can track.
2 to 3 ticked
You’re likely losing some deals between the spreadsheet and the store. It’s worth looking at where leads drop out.
4 to 5 ticked
This is the problem this CRM was built to solve. Let’s talk about where your leads come from and how your stores work them.
More case studies
All case studies Other businesses we’ve built for
Let's talk
Are your renewal leads still shared out by spreadsheet?
Tell us how leads reach your stores today, and we’ll show you how assignment and follow-up could run on their own.
Let's Connect
Interested in building a smarter, more connected operation? Contact us to discuss how AI can support your business goals.