Automated Lead-to-Client Pipeline for Artist Promotion Agency

Automated Lead-to-Client Pipeline for Artist Promotion Agency

Client's Goal: An artist promotion company needed a hands-off system to move leads from initial inquiry all the way through to onboarding as clients, with minimal manual effort and full visibility at every stage. Challenges: They struggled with manual CRM updates, missed follow-ups, slow proposal and payment handling, and time-consuming onboarding. Tracking lead status and ensuring nothing slipped through the cracks was a major pain point.

Solution & Approach: I built a fully automated, end-to-end pipeline using Make.com, integrating Tally forms, Notion as a custom CRM, Calendly, Fireflies for call transcription, OpenRouter (GPT 4.1) for AI analysis, Stripe for payments, and automated email delivery. Leads enter via web form, progress is tracked in real time, and every step from meeting scheduling to payment and onboarding is handled automatically. The only manual step is the sales call itself.

Automated lead capture from web forms, with instant CRM creation and status updates in Notion

Seamless meeting scheduling and CRM sync via Calendly integration

AI-powered sales call analysis (Fireflies + OpenRouter) to extract artist names and agreed fees from transcripts

Automatic proposal and Stripe payment link generation, sent via email, with CRM status tracking

Payment monitoring and onboarding trigger: onboarding form sent and tracked after payment

Error detection and notification: staff alerted instantly if any workflow step fails

Up to 90% reduction in manual admin work for sales and onboarding

Lead response times cut to under 5 minutes

Up to 30% improvement in lead-to-client conversion rates

Handles up to 10,000 leads, payments, and AI analyses per month