Instant Lead Follow-Up
with Conversational AI
Orderly Systems captured Blackfoot's lead-qualification playbook and built the system that runs it. The second a fiber lead fills out a form, the system calls them, qualifies the interest the way a good rep would, and books an appointment before the lead has time to shop around.
Overview
Blackfoot Communications is a telecom cooperative serving Western Montana and Eastern Idaho. As they expanded fiber availability, the moment of truth was the first sixty seconds after a website form was submitted. Their reps were good at qualifying leads, but they were not always at their desks. Orderly Systems built the system that runs the qualification playbook the instant a lead comes in. It calls the lead, asks the right questions, and books the appointment with a human rep. Contact time went from hours to seconds.
The Challenge
Blackfoot needed the lead-qualification know-how that lived in their sales team to run on autopilot. Same questions, same standards, same speed, every time a form was submitted, no matter the hour or which vendor sent the lead.
Every minute a lead waited was a minute they spent on a competitor's website. Orderly Systems captured how the team qualifies a fiber lead, turned it into a voice agent that runs the same playbook every time, and built the always-on system to deliver it within seconds.
Our Approach
Orderly Systems reused the proven voice AI backbone from TalkWize and added a custom integration layer for Blackfoot's multi-vendor lead flow.
Phase 1: Webhook Integration Layer
Built a dedicated server to receive webhooks from CrowdFiber. Parsed incoming lead data (name, phone, location, interest) and validated payloads before triggering downstream actions.
Phase 2: Retell Outbound Orchestration
Integrated with Retell to place outbound calls immediately upon webhook receipt. Passed lead context into the voice agent so conversations were personalized from the first ring.
Phase 3: Prompt Engineering & Qualification
Designed conversation flows for lead qualification, including understanding interest level, answering fiber expansion questions, and scheduling appointments with human reps when appropriate.
Phase 4: Call Lifecycle & Reporting
Captured call results from Retell (transcripts, outcomes, disposition) and surfaced them for tracking. Ensured the system was observable and debuggable for the client.
Key Deliverables
Webhook Server
- CrowdFiber webhook receiver
- Lead data parsing and validation
- Always-on deployment on Render
Outbound Voice AI
- Retell integration for instant calling
- Same agent architecture as TalkWize
- Context-aware conversations
Prompt Engineering
- Lead qualification conversation design
- Fiber expansion messaging
- Appointment scheduling flow
Call Lifecycle Handling
- Receive and process Retell call events
- Transcript and outcome capture
- Reporting for client visibility
Multi-Vendor Integration
- Blackfoot website + CrowdFiber bridge
- Seamless handoff to human reps
- End-to-end lead flow
Infrastructure
- Render deployment
- Reliable webhook ingestion
- Secure configuration
Outcomes
Lead contact time, down from 4+ hours to near-instant
Call placement success when leads were received
Outbound calling triggered on form submission
Leads screened by AI before human handoff
Blackfoot now has a knowledge layer for lead qualification. The voice agent runs the same playbook the same way every time, calls every lead in seconds, and only forwards warm appointments to the human team. The system is built to scale: as fiber expands across new zones and new vendors are added, the foundation holds.
Technologies Used
Got a process trapped in someone's head?
Orderly Systems builds knowledge-driven systems that run on the schedule your business actually needs. If your team has a playbook that runs by feel and a window where speed matters, we should talk.