AI Doorman for Sales Teams

Key results

$50K+/year

in reclaimed sales-ops capacity

~90%

lead handling time cut

~70%

noise filtered upfront

1

operating model across 5+ channels

ai gatekeep

Summary

Our sales team handles inbound from web forms, email, our voice AI agent David, the work phone, and business cards from conferences. Every channel brings real opportunities mixed with vendor pitches, newsletters,and everything else.
We replaced the default inbox-driven workflow with an AI intake system we built for ourselves. It filters noise, extracts the fields reps need, enriches every record through four data layers, and prepares a review-ready brief before any lead reaches CRM. Cards from events get the same enrichment, then stage in a buffer table for team triage before CRM.
Cooperation Period
Ongoing
Location
New York, USA
Client
Ourselves
Service Provided
AI Automation
ai office

Business Challenge

Standard CRM workflows were not enough for the way our leads arrived.


Real prospects arrived through the same channels as spam, vendor outreach, and newsletters. Reps either skimmed past valid leads or burned time on noise.


A meaningful share of leads arrived as conversational emails or voice calls handled by our AI assistant David, with no clean “company / role / ask” structure.


We needed one operating model for digital and offline intake that surfaced only validated, enriched leads and preserved the original context separately.

What We Built

Two coordinated AI workflows with one rule: AI handles extraction, validation, enrichment, and summarization. Sales keeps every approval decision.

  • 1

    Controlled intake across digital channels

    Every inbound message enters a filtering stage first. Spam, vendor outreach, and incomplete submissions are removed at the front door.

  • 2

    Structured field extraction

    From every qualified message, the system pulls contact name, company, role, email, phone, domain, source context, and a short business summary. Conversational emails and voice transcripts become clean, scannable briefs.

  • 3

    Four-layer enrichment before sales review

    Each qualified lead is checked against open web sources, matched to a likely LinkedIn profile, enriched through Apollo, and tagged with internal business context before the rep sees it.

  • 4

    Human review with structured briefs

    The system produces a summary that answers four questions: who the lead is, why it matters, what has been verified, and what remains open. Sales approves or rejects from this brief.

  • 5

    Clean CRM commit with preserved context

    Approved leads become concise CRM records. Original threads, voice transcripts, and longer context live as linked notes, one click away.

  • 6

    Business card workflow with a buffer table

    Photographed cards from events run through the same enrichment, then stage in a buffer spreadsheet. The team triages there, and only chosen contacts move into CRM.

Project Results

The system replaced an inbox-driven workflow with a structured intake pipeline. Three changes are visible day to day.

The inbox stopped being a sales tool
Reps no longer open Gmail to find leads. Qualified candidates arrive as briefs in a separate review queue, and the inbox returns to being what it actually is: a communication channel, not a triage workspace.
Time that used to disappear into reading and triaging now goes to outreach, follow-up, and conversations with qualified prospects.
CRM became defensible without manual hygiene
Every record passes human review and arrives with four enrichment layers in place, which means no one is doing weekly cleanup runs to fix half-completed rows or remove duplicates left behind by event imports.
CRM hygiene is now a property of the intake pipeline, not a separate ops task.
Conference ROI became measurable for the first time
Before the buffer table, event contacts got dumped into CRM and quietly aged out of relevance.
Now the team can see which event produced which contacts, prioritize before commit, and tie pursued opportunities back to the conference that sourced them.
Marketing and sales now plan event spend against pursued-opportunity counts, not raw card volume.