Intelligent Inbound Email Processing with AI

Client: Manufacturing for foods service industry

Client's Goals: The company aimed to automate lead management, improving efficiency and sales engagement through AI-driven inquiry processing and CRM integration.

Our Team's Role: Citrin Cooperman designed and implemented an AI-driven automation solution that streamlines lead identification, enhances data accuracy, and seamlessly integrates inquiries into the company’s CRM, enabling their sales team to focus on high-value engagements.

The client specializes in the creation and manufacturing of products for the food service industry, including buffet and catering displays, beverage dispensers, bakery cases, and organizers—designed to enhance food presentation and service efficiency. The company needed to streamline its lead management process by implementing an AI-powered email processing system using Microsoft Power Automate and AI Builder. This solution automates lead identification, extracts key details, and seamlessly integrates them into the CRM. By eliminating manual email sorting, the client ensures faster and more accurate lead capture, allowing employees to focus on high-value customer engagement. Future enhancements may include lead scoring to further refine sales prioritization.

Challenges

• Manual lead sorting – Employees spent excessive time reviewing emails, making lead identification slow and error-prone.
• Inconsistent data extraction – Extracting key details manually led to inaccuracies, delays, and missed lead opportunities.
• Duplicate and irrelevant inquiries – Filtering out spam, notifications, and duplicate form responses was cumbersome.

Citrin Cooperman's Approach

• Citrin Cooperman implemented AI to analyze incoming emails, effectively identifying genuine leads while filtering out spam and duplicates.
• Using Power Automate, our team extracted key details and seamlessly integrated them into Dataverse, eliminating manual data entry.
• By linking original inquiries to lead records in Dynamics, we provided full transparency and enhanced follow-up efficiency.

Results

• Automated email processing eliminated manual sorting, allowing employees to focus on engaging with qualified leads.
• AI-driven classification and data extraction ensured leads were identified and recorded with minimal errors.
• Centralized lead data and attached inquiries in Dynamics provided greater visibility, improving follow-up and conversion potential.