Custom software development · InnoSoft000
Managers were checking by hand, request after request, whether a sales agent had done the work: how many calls, across how many days, at what hours, which follow-up messages were sent. We built a system that runs these checks automatically and prepares the approval sheet, so managers save time and the rules are applied the same way every time. The final decision always stays with a person.
The company needed a system that applies the same rules to every request — no matter who reviews it, or how busy the day is.
The system runs continuously in the background. It picks up every new approval request, gathers the information needed, applies the company's rules and marks the results directly in the approval screen. When the manager opens the request, they no longer face an empty checklist — they see a completed sheet showing what was met and what wasn't.
Managers no longer search CRM history by hand. The rules apply the same way to every request, no matter who reviews it or how busy the day is. An agent can no longer close an opportunity without having actually done the work, and one who did is approved immediately, without delays.
The system is built in modules: every close reason has its own rule set. Phase 1 covered the most frequent and most expensive reason to verify — “couldn't reach the customer” — and the next phases add the remaining reasons without affecting what already works.
In the client's CRM, every flight request from a prospective customer is a sales opportunity. When an agent can't close the sale — because they couldn't reach the customer, for example — they can't simply close the request. They need a manager's approval.
And the manager had to verify it by hand, every time: did the agent call the customer? How many times? On different days and at different hours? Did they leave a voicemail? Send the follow-up emails and a price quote? That meant searching through call and email history for every single request — dozens a day.
The agent files the request, the system checks it automatically, and the manager opens a sheet that's already filled in — green for what was met, red for what wasn't.
Every approval request is picked up the moment the agent files it in the CRM. Nobody has to start anything by hand.
Call history, follow-up emails, price quotes sent and the customer's contact details — gathered automatically in one place.
The real rules, set by management. If the customer has both a phone number and a valid email: at least 4 worked days out of 7, at least 2 calls a day at least an hour apart, a daily follow-up, a voicemail and a price quote. Customers with only an email or only a phone number get their own rule sets.
Results are marked automatically in the approval screen, green or red for every criterion. The manager reads the conclusions instead of digging through history.
We built the system around one firm rule, agreed with the client from the start: nothing is ever approved automatically. The system checks, measures and fills in the sheet, but the final approve or reject decision stays entirely with the manager. It saves their time without taking away their responsibility.
And where the system can't verify something with certainty — the content of an email it has no access to, for instance — it assumes nothing. It explicitly flags the criterion as “to be checked manually”.
The system never approves or rejects anything on its own. The decision stays human, owned by a manager.
Anything that can't be verified with certainty is flagged “check manually” — never assumed to be met.
The manager knows exactly what was checked automatically and what is still theirs to do. Nothing is hidden.
The “4 days out of 7” rule looks simple, but it depends on the time zone: a call at 23:30 and one at 00:30 may fall on the same day or on two different days, depending on the reference time.
The system counts days by the company's official business hours, which can be configured. The result is always the one management expects, with no calculation errors.
We turn it into an automated workflow that applies the same criteria every time — without taking people out of the decision.
