AI-Powered Lead Aggregator CRM for Faster Lead Conversion

InstantResponse is an AI-powered CRM and lead response platform built for modern sales and marketing teams that rely on inbound leads. The product helps companies respond to leads within seconds, not minutes or hours by mean of AI-driven workflows, automated messaging, and centralized lead management.

1. 01

   The client's marketing agency managed lead generation for dozens of home services businesses across the US. Leads arrived from Yelp, Google LSA, and Thumbtack with no centralized system. Leads were disappearing between platforms, response times were too slow, and there was zero visibility into source-level ROI.

2. 02

   Designing a dashboard that sales teams could use under pressure - where speed is everything. The interface needed to surface new leads instantly, make AI-assisted responses feel natural and trustworthy, and support different workflow patterns across multiple client accounts without adding complexity.

3. 03

   Building real-time integrations with Yelp, Google LSA, and Thumbtack APIs - each with different data formats, rate limits, and authentication methods. The system needed to process incoming leads in seconds, trigger AI-generated response suggestions, and scale reliably as the agency added more client accounts.

• Automated follow-up sequences and smart routing

  Time-based sequences trigger after first contact and route leads between reps based on availability, source, and account — replacing manual reminder lists.

• Company-level user management with role-based access

  Multi-tenant model where each client company has its own users, permissions, and lead pool, while the agency owner sees everything across companies.

• Multi-source lead management from single interface

  Leads from Yelp, Google LSA, and Thumbtack drop into one inbox with consistent fields, source tags, and response state — no more switching dashboards.

• Real-time lead notifications and response tracking

  Push and in-app notifications fire the moment a lead arrives; every reply, call, and status change is timestamped against the lead for clear audit.

• Stripe billing management per connected source

  Each connected lead source bills as its own line item through Stripe, so agency clients can scale up or down without negotiating new contracts.

• Yelp, Google LSA, and Thumbtack API integrations

  Three production integrations with different data formats, rate limits, and auth schemes — normalized into one consistent lead model inside the CRM.

• 10×

  Faster lead response time compared to manual multi-platform workflows - from hours to minutes

• 25-35%

  Improvement in lead-to-contact rate during early usage, driven by faster response times and AI-assisted messaging

• 100%

  On-time launch of the web platform with all three lead source integrations live from day one

• Up to 60%

  Reduction in manual sales follow-up effort through automated sequences and smart routing

1. 1
   Step 1 / 4

   Conducted deep-dive sessions with the client to map every lead source, response workflow, and pain point in the existing tool (NZ Leads). Identified specific UI and performance issues to solve. Defined the architecture and integration strategy before writing code.

2. 2
   Step 2 / 4

   Designed a sales-first interface optimized for speed and clarity. Every screen was designed for the workflow of a sales rep working under time pressure - lead details, response composition, and follow-up tracking visible without clicks or scrolling.

3. 3
   Step 3 / 4

   Built the platform with real-time lead ingestion from all three sources, AI-powered response suggestions using LLM integration, automated follow-up sequences, and Stripe-based billing per connected source. Engineered for horizontal scaling as client accounts grow.

4. 4
   Step 4 / 4

   Load-tested with simulated multi-source lead volumes, validated AI response quality with real lead data, tested billing flows end-to-end, and launched with monitoring dashboards to track system performance in production.