A design request becomes a phone call within minutes

A custom team apparel brand sells through an online design form. Every submission now triggers a qualified sales call, around the clock, and the CRM fills itself.

The problem

Every design form submission was a warm lead. Turning one into a sale took a rep to call, verify and route it by hand.

Submissions that arrived after hours sat untouched until morning, and the CRM was only as complete as the reps remembered to make it.

How the system works

What the system does

• Instant outbound. A submission triggers a call within minutes, not a task waiting in a rep’s queue until someone gets to it.
• Lead type, inferred. Sports team, military unit or company, worked out from which size field was filled in. No extra dropdown, no added friction.
• Quiet hours, held not lost. Submissions between 11pm and 5am are queued and dialled at 5am sharp. No calls at a bad time, no forgotten leads.
• Callback recognition. Returning callers are matched by phone or email across number formats. The agent resumes the relationship; it never restarts it.
• Headcount routing. Orders under 100 people get a confirmed follow up. Orders of 100 or more go straight onto the CEO’s calendar, so the big deals reach the top on their own.
• Records nobody types. Every call writes its summary, qualification outcome and phone number to HubSpot and archives the recording to Google Drive.

Before and after