Leobit
AI/LLM Sales Email Auto-Response Solution
Development of an AI-Driven Sales Email Auto-Response Tool
ABOUT
the project
Client:
Location:
Ukraine
|
USA
Company Size:
Industry:
IT Services
Solution:
Services:
The AI Sales Email Auto-Response Solution, or “Leo — Leobit AI,” automates responding to incoming sales emails and website form submissions using GPT technology.
It filters and scores leads before generating accurate and personalized responses within minutes, freeing time for sales representatives and ensuring prompt engagement with potential clients.
Implementing a custom corporate LLM can significantly automate your operations or elevate your product. It’s inevitable: either you implement AI and custom corporate LLMs now to stay ahead of competitors, or you’ll miss the boat when it’s already too late. The biggest achievement is the full automation of the workflow to filter, score, allocate, and generate answers, and most importantly—an immediate, relevant response. It has essentially removed the anxiety of missing important requests and added a more structured process with a greater sense of relaxation. The results are impressive!
CUSTOMER
Leobit is a full-cycle .NET, AI, and web software development company with a representative office in Austin, TX (USA), and development centers in Lviv (Ukraine), Tallinn (Estonia), and Krakow (Poland). The company specializes in custom software development, focusing on .NET, AI, LLMs, Angular, iOS, Android, Ruby, PHP, React, and a comprehensive range of other technologies from Microsoft, web and mobile stacks.
BUSINESSCHALLENGE
In the IT services industry, inbound leads often come from prospective clients who are already familiar with a company’s brand or capabilities. However, responding to these leads promptly and efficiently while ensuring personalized and accurate messaging can be challenging. Leobit required a solution to automatically identify relevant leads, filter out spam, and respond with contextually accurate and compelling emails. The ultimate goal was to improve response time, enhance engagement, and increase the conversion rate.
WhyLeobit
Leobit leveraged its AI/LLMs, and custom software development expertise to tackle this internal challenge. The CEO and Founder, Oleksa Stelmakh, led the development of the initial Proof of Concept (PoC) using Chat GPT and delivered it in less than one week.
Project
in detail
The AI Sales Email Auto-Response Solution demonstrated the power of leveraging GPT technology for automating sales email responses, significantly improving lead conversion rates and reducing manual effort.
Leobit’s comprehensive approach to training and developing the solution ensured high accuracy and customer satisfaction, marking this internal project as a successful AI-driven innovation.
Email response generation
To ensure response accuracy and personalization, our LLM email auto-response solution generated responses using a combination of custom templates and AI-generated content. Leo's initial responses were tailored to specific customer inquiries and included: relevant expertise, project case studies, company certifications and achievements.
Future architectural changes and improvements
The development of the initial PoC took us just a few days. Once we tested it, Leobit continue evolving the solution to integrate Azure OpenAI Service and building a more sophisticated architecture, including:
- Switching from OpenAI GPT-4 API to Google Gemini and then migrating to Azure OpenAI Service for a custom fine-tuned model
- Extending the knowledge base by adding more company-specific content, such as project case studies and internal presentations
- Migrating logic from Google Sheets to C# and deploying it as Azure Functions
The Journey
Behind Our Success
Technology Solutions
- High accuracy when building custom pre-trained corporate model with Azure OpenAI Service & Google Gemini
- Seamless integration for PoC development using Google Apps Script & Sheets
- Improved workflow logic with C# and Azure Functions
Valuedelivered
- Increased lead conversion. Faster and more accurate responses led to higher engagement and conversions
- Immediate relevant responses. Automated, personalized responses delivered within minutes
- Reduced manual workload. Sales representatives can now focus more on high-priority tasks with a significant reduction in manual email handling
- Enhanced lead scoring accuracy. Improved prioritization of high-potential leads
- Scheduled calls. Customers began scheduling calls directly through AI-generated responses. Thanks to our quick, personalized responses, scheduling a call after receiving a lead request takes less than one hour.
- Positive customer feedback. Clients appreciated the fast and relevant responses, with many expressing their gratitude directly to “Leo – Leobit AI”