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Use case · B2B SaaS

Routing leads to owners by score

A lead comes in, and it goes straight to the right owner

A B2B SaaS sales team that gets demo requests through its website form and meeting scheduler several times a day set up a flow so that every lead is scored the moment it arrives and an owner on the matching team picks it up by phone or email right away.

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The problem

  1. 01

    Leads nobody picked up

    Inquiries piled up in a shared inbox and scheduler alerts, and hours passed while the team decided who should take them.

  2. 02

    Every lead in the same line

    Companies ready to buy and one-line pricing questions were handled in the same order, so leads worth a call right away fell behind.

  3. 03

    Time spent sizing up leads

    Reps searched each company and read the email address and message to set priorities, which pushed the first touch back.

How Trackit solves it

  1. 1

    Set the scoring rules and follow-up for each band once

    The website form creates a lead record when submitted, and the connected meeting scheduler creates one from its booking email. The sales team writes the scoring rules (company size, work email or not, how specific the message is) into the agent instructions and sets a team and follow-up for each score band. From then on, the workflow starts every time a lead record is created.

  2. 2

    An agent looks the company up and scores the lead

    A custom agent searches the web for the company’s size and industry, checks whether the email uses a company domain, and reads whether the message names headcount, timing and a request. It answers with a score and reason for each rule in set fields. The agent only reads; an update-record block saves the score and owner to the lead.

  3. 3

    Hand it to the right team, the right way

    A Switch sends 70 and above to Enterprise, 40 to 69 to Growth, and the rest to a resources sequence. Owner round-robin assigns the lead to that team’s reps in turn. Enterprise leads get a call request to the owner in the team’s Slack channel, and Growth leads start a first-touch sequence in the owner’s name.

Features usedAI WorkflowsCustom AgentsData
  1. TriggerRecord createdStarts when a lead arrives from a form or the scheduler.
  2. AICustom agentLooks the company up and scores the lead with reasons.
  3. ActionSwitchPicks a team by score band.
  4. ActionOwner round-robinRotates through that team and sets the owner.
  5. ResultSlack · SequenceAsks for a call on high scores, sends a first email otherwise.

What changed

Before TrackitLeads sit for hours with nobody on them
With TrackitEvery new lead gets a score and an owner right away
Before TrackitEvery lead waits in arrival order
With TrackitHigh-scoring leads get a call from their owner first
Before TrackitReps search each company to set priorities
With TrackitThe score and its reasons stay on the lead record

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