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This project automates the entire intake process, using Google Gemini AI to "read" and categorize incoming inquiries from forms (Tally as example), ensuring that high-value sales opportunities are prioritized while support requests are organized separately.

The introduction of automation eliminated manual sorting of incoming requests and freed up 8 hours per week of assistant work. Hot leads automatically enter the CRM in seconds, and sales managers see the request in Slack and can immediately process it - CR increased by 20%.

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🎯 Problem

Manual lead qualification is a bottleneck for growing businesses. The company sells goods/services where each purchase is personal and involves individual sales by a manager.

The client was receiving a mixed flow of requests: sales, technical support, and general questions — all through one form on the website.

This resulted in:

• delays in responding to potential customers of up to 2 hours.
• sales managers spending time on non-target tasks.
• data dispersion between different platforms.

⚙️ Architecture & Tools

Intelligent routing workflow with automatic addition of hot leads to CRM (Gemeni API + Make + Pipedrive).

🛠️ How it works

Multi-level automation based on Make has been developed, which works as a 24/7 digital reception

1. Trigger: Submitting a Tally form captures the new user's details and their query.

2. AI Analysis: Google Gemini AI analyzes the message text to determine user intent (Sales vs Support).

3. Smart routing:

• Path A (Sales): The system checks for the existence of the contact in Pipedrive CRM. Creates a new card (Person) if the customer does not exist, or updates the existing one. Then a new lead (Lead) is created.
• Path B (Support/Other): The request is automatically added to Google Sheets for further processing by the support team.

4. Real-time notifications: