Project Description

Overview

Paragon Metrics, a leading digital marketing and lead generation firm, sought an advanced lead management and routing system to efficiently handle and distribute leads among vendors and clients. API Pilot developed a custom Lead Management and Tracking SaaS application to automate the process of acquiring, filtering, routing, and tracking leads while ensuring high efficiency and compliance.

Challenges & Objectives

Paragon Metrics faced several operational inefficiencies in managing their lead flow, including:

  • Multi-Source Lead Handling: Leads arrived via CSV uploads, web forms, and HTTP API integrations, requiring a unified processing system.
  • Dynamic Lead Routing: Leads needed to be assigned based on filters such as location, pricing, and custom parameters to ensure optimal distribution.
  • Automated Lead Delivery: Clients required leads to be delivered via multiple channels like Email, SMS, and HTTP API.
  • Custom Filtering Rules: Both vendors and clients needed the ability to set filtering criteria on incoming and outgoing leads.
  • Reporting & Analytics: Detailed summary and customized reports were required to track vendor and client performance.
  • DNC & Compliance Management: The system needed to manage Do Not Call (DNC) lists and internal blacklists for compliance.
  • Inbound Call Tracking: Alongside lead tracking, the system needed to manage and route inbound calls effectively.

API Pilot was tasked with building a robust SaaS platform that could address these challenges and scale with Paragon Metrics’ growth.

Solution & Key Features

API Pilot developed a feature-rich Lead Management and Routing SaaS application that streamlined Paragon Metrics’ lead handling processes. The following key components were included:

1. Multi-Source Lead Acquisition

  • CSV Uploads: Bulk lead import from spreadsheet files.
  • Web Forms: Leads captured via online forms integrated with the system.
  • HTTP API: Direct API integration for real-time lead submission.

2. Advanced Lead Routing & Filtering

  • Dynamic Lead Distribution: Routing based on location, pricing, and custom parameters.
  • Custom Rules & Filters: Vendors and clients could set unique filtering criteria for leads.
  • Automated Lead Delivery: Lead delivery via Email, SMS, and HTTP API endpoints.
  • Priority-Based Routing: Clients with higher priority settings receive leads first.

3. Real-Time Notifications & Alerts

  • Instant Alerts: Clients receive real-time notifications when leads are assigned.
  • Multi-Channel Communication: Notifications via Email and SMS.

4. Comprehensive Reporting & Analytics

  • Vendor & Client Summary Reports: Overview of lead volume, conversion rates, and performance metrics.
  • Detailed Transaction Logs: Full history of lead transactions for tracking and audit purposes.
  • Custom Report Builder: Clients can generate on-demand reports tailored to their needs.

5. Compliance & Security Management

  • DNC & Blacklist Management: Phone and email suppression lists to prevent unauthorized contacts.
  • Fraud Prevention Mechanisms: Verification checks to ensure lead authenticity.
  • Role-Based Access Control: Different access levels for vendors, clients, and administrators.

6. Inbound Call Tracking & Routing

  • Call Routing System: Automated distribution of inbound calls to relevant clients.
  • Call Tracking Analytics: Reports on call volume, duration, and conversion rates.

Implementation Process

  1. Requirement Analysis & Planning: Understanding Paragon Metrics’ business model and mapping out the lead flow process.
  2. System Architecture & Design: Creating a scalable architecture to handle high lead volumes.
  3. Development & Integration: Implementing key features such as filtering, routing, and notifications.
  4. Testing & Quality Assurance: Ensuring system stability and compliance with data privacy regulations.
  5. Deployment & Training: Rolling out the system and training users on its functionalities.
  6. Ongoing Support & Maintenance: Continuous monitoring and updates to enhance performance.

Results & Benefits

The deployment of API Pilot’s Lead Management SaaS delivered significant improvements to Paragon Metrics:

  • Increased Efficiency: Automated routing reduced manual effort and processing time.
  • Higher Lead Conversion Rates: Optimized distribution ensured better lead-to-client matching.
  • Enhanced Compliance: Strict DNC and blacklist management minimized regulatory risks.
  • Improved Reporting: Real-time insights helped vendors and clients optimize their strategies.
  • Scalability: The system could easily handle increasing lead volumes and client expansions.

Conclusion

The Lead Management and Routing SaaS built by API Pilot successfully transformed Paragon Metrics’ operations by providing a robust, automated, and scalable solution for lead acquisition, distribution, and tracking. By integrating advanced filtering, reporting, and compliance management, the system enabled seamless communication between vendors and clients, leading to enhanced business growth.

API Pilot continues to support and enhance the platform, ensuring it remains at the forefront of lead management technology.