From Spreadsheet Chaos to 200+ Managed Leads
How a Seattle-area transportation company automated their entire sales operation — and got their evenings back.
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The Challenge
A growing Seattle-area transportation company was drowning in manual work. Customer inquiries came in through email, phone, and their website — but there was no system to track them. The owner was spending hours each day hunting through inboxes, manually tracking quotes, and losing potential customers to slow follow-up.
He'd tried off-the-shelf CRM platforms, but nothing matched his actual workflow: a high-touch, phone-first sales process with variable pricing, seasonal demand, and long booking lead times.
The core problem: Leads were falling through the cracks. By the time a follow-up went out, the customer had already booked with a competitor.
What We Built
🖥️ Custom CRM Platform
A purpose-built CRM with pipeline stages matching the company's actual sales process. Every lead gets tracked from first inquiry through completed job. The system manages 200+ leads across multiple pipeline stages.
🤖 AI Email Agents (2 Personas)
Two AI-powered email personas, each with a distinct voice — one warm and enthusiastic for initial outreach, one calm and professional for logistics and confirmations.
📧 Automated Daily Briefing
Every morning, the owner receives one email with everything he needs: which leads need attention today, upcoming events, outstanding payments, and pipeline health.
🔄 Real-Time System Sync
Bi-directional sync between the CRM, email, and the company's existing booking platform. Everything stays in sync without manual entry.
💳 Payment Tracking
Integrated payment processing with deposit tracking, payment link generation, and automatic reconciliation. The owner sees exactly who has paid, who hasn't, and how much is outstanding — at a glance.
The Results
48h → 5min
Lead response time
200+
Leads tracked & managed
15+ hrs/wk
Manual work eliminated
2
AI email personas
1 email
Daily business overview
99%+
System uptime
Technology Used
"The CRM Nick built gave me my evenings back. Lead follow-ups that used to take me hours every day now happen automatically. I check one email in the morning and know exactly where every lead stands. It's the kind of system I would have paid 5x more for from a big agency."
Bill
Founder, Fun Way To Go LLC · Seattle Party Bus Rental
Additional references available on request.
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