In: 60,000 emails, 30 inboxes
30 Inboxes, One Qualified Pipeline
In
Enquiries and RFQs arrived mixed with order updates, vendor pitches and junk across 30 mailboxes. Whether anyone replied depended on who spotted them.
Enquiries and RFQs arrived mixed with order updates, vendor pitches and junk across 30 mailboxes.Whether anyone replied depended on who spotted them.
System
LeadDesk
Illustrative Email
- From
- purchase@(a customer).example
- Subject
- Enquiry: 40 pcs laser-cut MS plate, 6 mm
- Read, Step 1 of 5 Every email across 30 mailboxes, continuously
- Classify, Step 2 of 5 Rules first, then AI: type, intent and contact
- De-Duplicate, Step 3 of 5 Matched to existing records and threads
- Assign, Step 4 of 5 Routed to the right owner by rule
- Sync, Step 5 of 5 Pushed into Zoho CRM as leads
Step 1: Read
This Email
Picked up from the sales@ mailbox; signature and quoted thread stripped.
How the Step Works
Every incoming email across all 30 mailboxes is picked up continuously and its body cleaned of noise.
Step 2: Classify
This Email
Sender not on any block list, so AI reads it: type RFQ, intent “new purchase”, contact and quantity extracted.
How the Step Works
Business rules and sender policies settle obvious cases first. AI reads the rest to identify message type, intent and contact details, and picks out genuine RFQs, enquiries and feasibility checks.
Step 3: De-Duplicate
This Email
No open lead for this company and thread, so this becomes a new lead.
How the Step Works
Each lead is matched against existing records, and decisions are reused within a conversation, so a repeat enquiry does not create a second lead.
Step 4: Assign
This Email
Rule: sheet-metal RFQs from the western region go to the regional sales owner.
How the Step Works
Each lead is routed to the right owner through configurable rules.
Step 5: Sync
This Email
Lead created in Zoho CRM with the email attached. The salesperson sees it within minutes.
How the Step Works
Leads are pushed from LeadDesk into Zoho CRM, where the sales team works them as usual.
Out
Qualified leads land in a Zoho CRM we implemented to fit the sales process. Uncertain emails go to a reviewer with the evidence.
Qualified leads land in a Zoho CRM we implemented to fit the sales process.Uncertain emails go to a reviewer with the evidence.
Result
From Inbox to Closed Deal, First Two Months
- ~60,000 emails read across 30 mailboxes
- 3,000 leads created in Zoho CRM
- ~600 opportunities in pipeline
- 200 closed opportunities
Each dot is 20 emails. First two months, live.
Built On
- React
- TypeScript
- NestJS APIs
- PostgreSQL
- Redis Background Queues
- Interchangeable AI Providers (OpenAI, Gemini and Compatible)
- IMAP/POP3 Mailbox Connectors
- Zoho CRM APIs
Also Works For: B2B order intake, partner and vendor enquiries, service desks.