How RallyPoint Cut Lead Response to 2 Minutes
An AI Calling System inside Zoho CRM that acknowledges, calls, qualifies, and schedules every new Lead within minutes, consistently, every time.
Executive summary
RallyPoint Advisors needed every new Lead to hear from a human fast, and every conversation to cover the same ground regardless of who, or what, was available to take the call. Manual follow-up couldn't guarantee either.
Erphub built an AI Automated Calling System inside Zoho CRM that acknowledges a Lead within seconds, places a structured qualification call within two minutes, and writes every result (outcome, transcript, recording, and summary) straight back onto the Lead record with zero manual entry.
★★★★★5.0 rated Zoho partner profileThe Cost of Manual Lead Follow-Up
Speed and consistency matter most in the first few minutes after a new lead comes in. The longer a lead waits to hear from a human, and the more that first conversation depends on whoever happens to pick it up, the more engagement it costs.
Before this automation, every first call was manual. Response times varied with whoever was free, and so did the qualification questions asked. A Lead created outside business hours, during a busy stretch, or while staff were tied up on other calls simply waited longer.
In veterans disability benefits advisory work, that inconsistency carries real weight. Leads are often navigating an unfamiliar claims process at a stressful moment, and a delayed or uneven first call can be the difference between someone staying engaged and someone quietly dropping off.
How the Automation Works
Erphub built an AI Automated Calling System inside Zoho CRM that combines Zoho CRM automation, an AI voice calling agent, and automated SMS/email messaging to own the entire first touch with a new Lead.
- 01
Instant Acknowledgment
The moment a Lead is created, CRM automation fires an email and SMS confirming a call within two minutes.
- 02
AI Qualification Call
Two minutes later, an AI calling agent works through a structured set of qualification questions.
- 03
Automatic Call Analysis
Answers map to CRM fields, a summary is generated, and the transcript and recording are stored on the Lead.
- 04
Self-Serve Scheduling
An SMS goes out right after the call with a link to book a free consultation at a time that works.
- 05
Document Guidance
Where relevant, a follow-up email walks the Lead through VA.gov account access and required documents.
Zoho CRM
Zoho Voice
Zoho WorkDriveHow Data Flows Through the System
Zoho CRM's Leads module sits at the center of the whole flow as both the trigger point and the system of record. Six layers carry a lead from source to a fully updated record without a manual handoff. Hover a node to trace how data moves.
Zero-Lag First Contact
Every new Lead gets an immediate acknowledgment and a qualification call without anyone having to notice the record and pick up the phone.
Zero Manual Note-Taking
Call outcomes, transcripts, recordings, and summaries land on the Lead record automatically, so the full context of that first conversation is there for the team.
Self-Scheduled Next Step
Leads can self-schedule a consultation right after the call, and get step-by-step help with VA.gov account access when they need it, with no extra outreach required.
The Results Since Going Live
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Erphub is a Zoho Certified Advanced Partner that builds tailored automations inside the CRM you already run.
