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REVITT

Case Study

AI Lead Responder

Automated AI-powered lead research and personalised email drafting — 3 minutes from form submission to human-reviewed response.

The Problem

Every lead that comes through a website needs a fast, personalised response. Studies show that responding within 5 minutes makes you 21x more likely to qualify the lead. Most businesses take hours or days. Generic auto-responders feel robotic and damage the brand.

We had the same problem ourselves at Revitt. Leads came through our website quiz and contact form, and responding to each one manually was the bottleneck.

What We Built

We built an AI lead responder for our own business. It runs 24/7 and processes every lead automatically:

  1. Polls Supabase every 30 seconds for new leads
  2. AI researches the lead's company by scraping their website and searching for the contact's role
  3. Drafts a personalised email in our founder's writing style — British English, casual tone, no "AI tells"
  4. Posts to Google Chat for human review, or auto-sends via email when enabled

The entire pipeline runs in under 3 minutes from form submission to draft email.

How It Works

The system uses a carefully engineered AI prompt that:

  • Takes the lead's quiz answers, company name, email domain, and project details
  • Spawns a research subagent that visits the company website and identifies what they do and the contact's likely role
  • Generates a personalised follow-up email that references specific details about their business
  • Writes in a natural, casual British English style with a comprehensive list of banned "AI tell" phrases

Input is sanitised to prevent prompt injection. Business email domains are detected and researched. Personal email providers (gmail, hotmail, yahoo) skip the company research step.

The state machine tracks every lead: new → processing → drafted → sending → sent / failed. Stuck processing jobs are auto-recovered on restart.

Why This Matters

This is not a theoretical product. We built it for ourselves and it runs on our infrastructure right now. Every lead that comes through revitt.co gets a researched, personalised response in 3 minutes — including at 2am on a Sunday.

The same system can be deployed for any business with inbound leads, running on n8n with our pre-built template.

Takeaway

Speed-to-lead is the easiest revenue win most businesses never implement. We built it for ourselves first, so we know it works. If your business responds to leads manually — or worse, does not respond at all — we can set this up for you in days.