A medical products distributor: 4,500 leads a month, under 1% duplicates

The situation

Lead volume had outgrown manual handling. Duplicates crept in from several intake sources, assignment was uneven, and sales agreements needed checking before they moved forward. Each problem was small; together they consumed the sales team's attention every day.

What we built

• Automated intake into Close.com with deduplication safeguards across sources
• Weighted round-robin lead assignment, so distribution follows the rules the team set rather than whoever grabbed the lead
• Ongoing pipeline hygiene: scheduled cleanup of stale and malformed records
• Sales-agreement vetting in PandaDoc, so agreements are checked automatically
• Daily retry sweeps that re-run failed steps and flag anything still stuck

The numbers we can stand behind

• About 4,500 new leads a month through the automated intake
• 15,122 leads audited in a read-only review
• Duplicates under 1% of intake

We do not publish hours-saved figures for this engagement because we have not measured them, and we would rather say less than invent a number.

The outcome

Intake, assignment, and agreement checks run without manual handling, and the sales team works from a clean pipeline. The system reports its own failures, and the daily sweep fixes most of them before anyone looks.

Why it matters

High-volume CRM work is where automation pays back fastest for a small sales team: the rules are clear, the volume is real, and every manual error costs a lead. This is the kind of process our readiness assessment is designed to find.