Case Study
A real-world case study on how Toi La Tung automated lead capture, scoring, and nurturing using AI Agents. Quantitative data and ROI metrics included.
TL;DR: A real-world breakdown of how Toi La Tung automated lead generation, scoring, and nurturing using AI Agents. We saved 80% of sales response time and boosted high-quality lead conversion rates by 120% within 30 days.
Case Study: How an AI Agent-Powered Lead Gen Engine Boosted Our Leads by 120% in 30 Days
The ultimate measure of an AI consulting firm’s capability is not the number of certifications they hold, but whether they actually run their own business on the systems they advise clients to build (Building in Public).
At Toi La Tung, we faced a major bottleneck in mid-2025: website lead registrations were scaling rapidly, but we lacked the bandwidth to qualify and nurture them immediately.
When a lead registered at 10 PM, our sales team didn't respond until 9 AM the next morning. That 11-hour delay completely cooled down the prospect's interest. Our booking rate (Booked Calls) hovered at a mere 15%.
To solve this, we built an automated Lead Generation & Nurturing Engine powered by AI Agents. Here is the complete system architecture and the actual performance metrics after 30 days of operation.
Architecture of the Automated AI Lead Gen Engine
How does the system automatically respond to leads within 3 minutes?
The system uses Make.com as the orchestrator: (1) It captures lead details from our landing page form, (2) An AI Agent instantly researches the lead's website and LinkedIn profile to calculate a potential score (Lead Scoring), (3) It drafts a highly personalized, deep-context email reply, and (4) It triggers an urgent notification in Slack with the complete lead profile, allowing the sales team to approve the email or initiate a call with a single click.
Here is the data flow diagram of the system:
[Khách hàng điền form tư vấn]
↓
[Make.com Webhook nhận data]
↓
[AI Agent: Quét thông tin doanh nghiệp khách hàng & LinkedIn]
↓
[AI Agent: Chấm điểm Lead (A, B, C) + Soạn dự thảo email cá nhân hóa]
↓
[Slack Alert gửi sales team: "Có Lead hạng A đăng ký!" + Kèm draft email]
↓
[Sales bấm "Approve" trên Slack] ➔ [Email được gửi đi tự động] (Thời gian: 3 phút)
Performance Comparison: Before vs. After AI Agent Implementation
After running this engine for 30 days, we compared our key operational metrics and saw outstanding results:
| Key Performance Indicator (KPI) | Before AI (Manual) | With AI Agent | Improvement (%) |
|---|---|---|---|
| First Response Time (Speed-to-Lead) | 4 hours | 3 minutes | 98% reduction |
| First Response Email Open Rate | 35% | 68% | 94% increase |
| Lead-to-Booked-Call Conversion Rate | 15% | 33% | 120% increase |
| Sales Research & Prep Time per Lead | 25 mins / lead | 0 mins (Pre-summarized by AI) | 100% saved |
| Monthly System Operating Costs | ~8,000,000 VND (Part-time staff) | ~350,000 VND (Make + API) | 95% reduction |
Deep Dive: The Two Most Valuable Features
1. Intelligent Lead Scoring and Qualification
Not all leads are created equal. Some are students looking for templates, while others are Tech Leads or CEOs of 100-person companies.
We trained our AI Agent on our Ideal Customer Profile (ICP). When a form submission comes in, the AI automatically scrapes the prospect's company website, analyzes their business size and industry, and categorizes them:
- Tier A: CEO/Founder of companies with >30 employees (Sales team calls within 5 minutes).
- Tier B: Department managers / SMBs (Enrolled in an automated nurturing sequence).
- Tier C: Students / researchers (Routed to our monthly newsletter list).
2. Deeply Personalized Email Drafting
Instead of sending generic template emails like "Thank you for your interest...", our AI Agent reads the prospect's latest LinkedIn post or analyzes their current landing page to deliver a hyper-specific observation:
"Hi Nam, I took a look at your landing page for Course X. It looks like your VietQR configuration is currently hitting a CORS error when clicked on mobile devices. This is likely causing a high drop-off rate at checkout..."
Receiving an email that pinpoints a critical technical flaw just three minutes after signing up leaves a lasting impression. It’s no surprise our booking rates soared.
Key Takeaways from This Case Study
For SMBs, optimizing sales and marketing with AI doesn't require five-figure Salesforce or HubSpot deployments. A well-designed Make.com workflow combined with a finely tuned system prompt via the Claude API is all it takes to build a 24/7 growth engine.
If your business is leaking leads or struggling with slow response times, building a similar system is the highest-leverage move you can make. The impact on your bottom line will speak for itself.
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