Case study · Prospect 365 CRM
9 sales appointments off a dead list
A modular home builder had years of enquiries that went nowhere — people who asked about a home, never got a call back in time, and were quietly forgotten. I built a reactivation engine inside their own CRM that works through them by itself, one small batch every weekday.
In a business where a single sale is worth around A$80,000, these are nine conversations that would never have happened.
Every evening the business gets this, whether or not anything happened. Silence from the system is itself the alarm.
The simple idea
Every business with a sales team has a graveyard of enquiries that arrived when nobody had time. They aren't bad leads. They're just old.
1. They asked once
Someone enquired about a home months or years ago. Nobody rang back fast enough, and the lead went cold in the CRM.
2. A text that reopens it
A short, human text picks up where the enquiry left off. Four messages, spread over days — never a blast.
3. An appointment, or nothing
An AI answers whoever replies, works out if they're genuinely still looking, and books them in with the salesperson.
The hard part
Their CRM has no app store
Prospect 365 is built for home builders, not for marketers. There is no marketplace, no one-click automation tool, no "connect your AI" button. Everything here is driven straight through the CRM's own interface — which is exactly why nobody had done it before.
against the CRM
What a reawakened lead looks like
The engine's only job is to find the handful of people who are still genuinely looking, and get them in front of a human.
Restraint is most of the build
What it deliberately won't do
Texting a database of people who have half-forgotten you is easy to get badly wrong. These limits are the reason it can be left running.
It never argues with a no
A "no thanks" ends the sequence as firmly as a STOP does. No clever objection handling, no one-last-try message. The lead is closed and left alone.
The brand survives the campaignIt notices dead numbers
Delivery results are checked automatically. A number that's disconnected is marked dead and drops out — instead of silently eating three more messages.
No budget wasted on ghostsIt steps aside for a human
The moment a salesperson picks up a conversation, the AI goes quiet on that thread. Two voices talking to the same lead is worse than none.
Your team stays in chargeThe whole system, one setting
There is exactly one thing to change
Not a dashboard of toggles. A single number: how many new dormant leads to work each day. Turn it up to go faster, set it to zero to pause without switching anything off.
Same engine, different CRM
Your CRM being niche is not a blocker
This one has no app store and no automation marketplace, and it still runs. The engine gets built natively into whatever system your team already opens every morning — here are three running right now, in three completely different ones.
How many enquiries has your team never called back?
Most sales teams are sitting on hundreds. They're not bad leads — they just arrived on a busy week. Let's work out what yours are worth before you spend another dollar on new ones.
Book a callOr email harshan@flowlamina.com