AI-Powered Inbound Lead Routing & Onboarding Engine
Eliminating manual triage and accelerating speed-to-lead by automating the entire inbound email lifecycle from AI classification to signed NDA and automated profile creation.
My Role
1 Week (Rapid Sprint)
Tech Stack
Challenge
Managing inbound sales and business development emails had become a massive operational bottleneck. Every inquiry required manual processing, creating friction and pulling the BD team away from revenue-generating work:
Manual Routing Delays: Every inbound email required a human to read it, identify the inquiry type, determine the operating market, and find the correct BD rep, causing severe delays across global time zones.
Administrative Bloat: The commercial team was wasting valuable time on tasks that required zero BD judgment, such as forwarding customer support tickets or filtering out marketing spam.
Fragmented Systems: Initiating NDAs, tracking signature status in DocuSign, manually creating deals in the CRM, and submitting onboarding forms created a disjointed workflow highly prone to human error.
Slow Speed-to-Lead: A single retailer onboarding could take days of internal administrative back-and-forth before any real commercial conversation actually began.
Results
I built a fully autonomous workflow using n8n and OpenAI that instantly processes, classifies, and routes every single inbound email without human intervention.
Intelligent Classification: The system uses GPT-4o-mini to instantly categorize every email into one of four distinct streams: Retailer inquiries, Carrier inquiries, Customer Support, and Spam.
Instant Market Routing: The AI automatically detects the sender's operating market and seamlessly assigns the correct BD representative out of 33 global regions.
Zero-Touch Retailer Onboarding: For retailer inquiries, the engine automatically replies with the correct regional BD rep in copy, initiates the NDA flow, and tracks signature status completely autonomously.
AI Enrichment & Automated Provisioning: Once the NDA is signed, the LLM actively researches the retailer to compile accurate onboarding data. It submits this payload via the Firebase API, which instantly generates a live partner page, builds the Pipedrive deal, and creates the required Jira tickets.
0
Administrative delay before first commercial contact
33
Global market regions routed automatically with distinct streams intelligently categorized
100%
Elimination of manual inbound email triage
Process
Discovery & Mapping: Mapped the full lifecycle of an inbound lead to identify all manual touchpoints across sales, support, and legal operations.
Intelligent Ingestion & Routing: Built an n8n workflow to monitor inbound inboxes, passing incoming text to OpenAI for rapid classification, market detection, and automated rep assignment.
Orchestration & Handoff: Connected the n8n flow to our existing Zapier and DocuSign infrastructure to handle the complex NDA generation and signature tracking process.
Automated Firebase Integration: Engineered the LLM to extract and format specific retailer information, pushing it through the Firebase API to automatically submit the onboarding form, generate the external partner page, and alert the team in #retailer-creation on Slack.
