How a national advice & broking group went from 39-hour replies to 42 seconds
A full custom sales-system build-out — proposal engine, speed-to-lead, nurture and bespoke software with AI integration — delivered live in four weeks.
Representative engagement. Details anonymised; figures reflect typical results across similar builds.
The Outcome
What the build-out delivered
The Challenge
Plenty of leads. Far too many going cold.
The group was spending well into six figures a year on advertising and referral partnerships, and the leads were landing. The problem was everything that happened after.
Proposals were built by hand and took days — so prospects who wanted a number today went with whoever replied first. New enquiries sat in inboxes until an adviser had a spare moment, often the next business day. Follow-up depended on someone remembering, and thousands of old enquiries sat dormant in the CRM, never touched again.
Off-the-shelf tools couldn't handle the way the firm actually worked — multi-entity fee scoping, compliance steps and adviser routing. They didn't need another app. They needed a system built around their business.
What We Built
One custom system, four working parts
Proposal & fee engine
A custom scoping tool that turns a prospect's answers into an accurate, on-brand fee proposal in seconds — client-facing on the website and a private version advisers use to price complex, multi-entity work.
Speed-to-lead layer
Every enquiry from their ads, website and referral partners now gets an AI-written text and email within seconds, qualifies the prospect and books straight into the right adviser's calendar.
Nurture & reactivation
A months-long, personalised follow-up sequence for the not-ready-yet prospects, plus an automated re-work of thousands of old enquiries sitting cold in their CRM.
Custom software & AI integrations
A bespoke adviser dashboard, an onboarding portal for new clients, and AI wired into their CRM, calendar and compliance workflow — the parts no off-the-shelf tool could handle.
The Rollout
From kickoff to live in four weeks
Discovery & design
We mapped every leak in their funnel, put a dollar figure on each, and designed the system architecture around their existing CRM and compliance requirements.
Build
We built the proposal engine, speed-to-lead layer, nurture sequences and the custom adviser dashboard, all on their own brand and domain.
Calibrate & integrate
We tuned fee scoping against hundreds of their real proposals until it landed inside a tight margin, then integrated ad platforms, forms, inbox and calendars.
Go live
The full system went live with an owner dashboard tracking response time, appointment rate and reactivated pipeline from day one.
The Results
Before and after
- Proposals took 2–5 days and many were never sent
- New enquiries waited hours, often to the next business day
- Follow-up stopped after one or two attempts
- Thousands of old enquiries sat untouched in the CRM
- No single view of the pipeline or response times
- Tailored fee proposals generated in seconds
- Every enquiry answered in under a minute, 24/7
- Automated multi-touch nurture running for months
- Dormant database re-worked continuously
- Live dashboard of response time and conversion
"We stopped losing prospects to slow replies overnight. The system does the chasing our team never had time for — and it paid for itself before the first quarter was out."
Want numbers like these for your firm?
Start with the free 3-minute AI discovery. We'll show you exactly where your firm is leaking work and what a custom build-out would be worth.
Take the free discoveryNo credit card · Results in 3 minutes · Ends in a free strategy call