Flamingo Aviation: 14 Manual Steps Reduced to 3

Flamingo Aviation operates in a high-stakes market: aviation services where every lead is high-value and every delay costs real revenue. When we began working with Flamingo Aviation, their lead management process had grown organically into a 14-step manual workflow that was leaking deals at every stage.

This case study breaks down how we identified the bottlenecks, what we built, and the measurable impact on their pipeline.

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The Challenge

Aviation lead management is unlike most sales processes. The leads are fewer but far more valuable. A single lost deal can represent significant revenue. And the buyers are sophisticated — they expect fast, informed, personalised responses.

Flamingo Aviation's existing process looked like this:

1. Lead arrives via website form, email, or phone
2. Receptionist logs lead in spreadsheet
3. Sales manager reviews and assigns to a team member
4. Team member researches the lead's company and requirements
5. Team member drafts a personalised email response
6. Manager reviews the draft
7. Email is sent
8. Follow-up reminder set manually in calendar
9. If no response after 3 days: manual follow-up drafted
10. Second follow-up after 7 days
11. Lead status updated in spreadsheet
12. If interested: meeting scheduled via back-and-forth emails
13. Pre-meeting briefing prepared manually
14. Post-meeting notes logged

Average time from lead arrival to first personalised response: 27 hours. In a market where competitors respond in minutes, that's not a process — it's a funnel leak.

What We Built

Lead Scoring Agent

The first system was an AI agent that evaluates incoming leads in real-time. It pulls company data, analyses the inquiry context, scores the lead on deal size potential and conversion likelihood, and routes it to the appropriate team member — all within seconds of the lead arriving.

High-priority leads trigger an immediate alert. The sales team knows who to focus on before they've finished their morning coffee.

Automated Scheduling System

The scheduling system eliminated the back-and-forth email chains that were adding days to the conversion process. Qualified leads receive a direct booking link with available time slots. Calendar integration handles timezone management, conflict detection, and confirmation workflows automatically.

The time from "interested" to "meeting booked" dropped from an average of 4 days to under 2 hours.

Intelligent Follow-Up Engine

Instead of relying on sales reps to remember follow-ups, the AI engine manages the entire follow-up sequence. It generates personalised messages based on the lead's original inquiry, engagement history, and company context. Each follow-up is different — not a generic template.

The system knows when to follow up, how to follow up, and when to stop. It escalates to a human when the conversation requires nuance that AI shouldn't handle.

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14 Steps → 3

After deployment, Flamingo Aviation's lead process became:

1. Lead arrives → AI scores, enriches, and routes within seconds
2. Personalised response → AI drafts and sends tailored outreach, human reviews only flagged cases
3. Meeting booked → Automated scheduling with pre-meeting briefing generated automatically

Everything else — follow-ups, status tracking, reminders, lead research — is handled by AI agents operating autonomously with human oversight.

The Results

Conversion rate increased by 34%. This wasn't because the sales team got better at selling — it was because leads were being contacted before they went cold. Speed is the single biggest predictor of conversion in high-value sales.

First response time dropped from 27 hours to 4 minutes. That's the difference between a lead that's still evaluating options and one that's already talking to your competitor.

11 manual steps were eliminated. The sales team now focuses on what humans do best — building relationships and closing complex deals — instead of administrative overhead.

Zero missed follow-ups. Every lead gets the right follow-up at the right time. The system never forgets, never gets busy, never goes on vacation.

What We Learned

Three insights from this deployment that apply to any high-value sales process:

If your sales process has more than 5 manual steps between lead arrival and first response, you're losing deals to faster competitors. Our CFO's guide to automation costs breaks down exactly how much that's costing you.