Automated Prospect Contact & Follow-Up

Context

A B2B services company had qualified leads sitting untouched for 72+ hours. With no dedicated follow-up staff, they lost an estimated 30-40% of prospects to cold leads, with only a 4% meeting conversion rate.

Solution

A two-workflow system connecting Odoo CRM, Gmail, and Google Calendar. Workflow 1 triggers on new Odoo leads, generates personalized emails via Gemini with structured output parsing, and schedules follow-ups. Workflow 2 monitors replies, classifies intent with GPT-4o-mini (meeting / more info / not interested), and auto-schedules calendar events or sends contextual follow-ups with dynamic spacing (2, 4, 7, 10, 14 days).

Results

• Time to first contact: 72+ hours → < 3 minutes (-99%)
• Meeting conversion rate: 4% → ~13% (+200% meetings/month)
• Response rate: 11% → 28% (+155%)
• Manual follow-up hours: 15-20/week → 0 (-100%)
• Prospect loss from cold leads: 30-40% → 0%

Architecture

WORKFLOW 1 — First Contact (Odoo Webhook)
Odoo Event → Extract Lead Data
  → Gemini (personalized email via LangChain Agent + Structured Output Parser)
  → Gmail API (send)
  → Odoo (update stage)
  → NocoDB (schedule follow-up)

WORKFLOW 2 — Automated Follow-Up (every hour)
Schedule → NocoDB (pending follow-ups today)
  → SplitInBatches
    → Gmail (check thread for replies)
    → IF has_reply?
      → GPT-4o-mini (classify intent)
        → "meeting" → Google Calendar (create event) + Odoo (update) + Notify
        → "more_info" → Generate reply + Send + Reschedule
        → "not_interested" → Odoo (mark lost)
    → IF no_reply & attempts < 5?
      → Generate follow-up with dynamic spacing → Send
    → IF attempts >= 5?
      → Odoo (mark lost - no response)