CHATBOT
Client Onboarding Automation
How We Helped Save 100+ Hours Per Month and Boost Sales Efficiency
Make.com
Airtable
Stripe API
QuickBooks Integration
Client & Industry
Protected under NDA
Business Problem
Slow, manual lead processing was wasting time and reducing sales efficiency
Project Investment
$5,000 - $8,000
Timeframe
2,5 Weeks
The Business Challenge
A growing professional services firm was struggling to manage incoming leads. Their client onboarding process was entirely manual, requiring sales reps to enter data, research prospects, and update the CRM. This led to:
10+ new leads per day, each taking 10-15 minutes to process manually
Sales reps spending 30% of their time on admin tasks instead of selling
Slow follow-up times, leading to lost deals and lower conversion rates
CRM inconsistencies, with missing or duplicated lead data
A growth bottleneck, where the company couldn’t scale without hiring more staff
They needed a system that could handle lead processing automatically, reducing admin work and improving response times.
The Solution
Intar developed an end-to-end automated client onboarding system that eliminated manual data entry and streamlined lead management.
How It Works
Lead Data Collection: Make.com captures lead details from web forms and enriches them with AI research.
Automated CRM Entry: Airtable organizes and tags leads based on priority.
Instant Sales Notifications: Slack alerts are sent in real time to notify sales reps when a lead is ready for contact.
AI Research: The system automatically gathers key insights on prospects before outreach.
Seamless CRM Sync: All data is updated instantly, ensuring accurate lead tracking.
What Changed?
Deployment Rollout & Cost Breakdown
Week 1-2: Process analysis and workflow planning
Week 3-4: System setup, integrations (Make.com, Airtable, Slack, CRM)
Week 5: Testing, adjustments, and optimization
Week 6: Full deployment and team training
By the end of the rollout, the sales team was fully trained, and the automation was running smoothly, requiring little to no manual intervention.
Cost Breakdown
Total Estimated Cost (Year 1): $15,000 - $18,000
Expense | Estimated Cost | Billing Model |
|---|---|---|
Make.com | $34/month | Subscription |
Airtable | $45/user/month | Subscription |
AI Research API | $99/month | Subscription |
Slack Integration | Free | - |
Intar Service Fee | $7,500 (setup, customization, and implementation) | One-time |
This cost structure ensured the company gained full automation without needing additional hires—leading to long-term savings and increased efficiency.
