Referral Network CRM video: AI scoring, daily email drafts and call prep

CASE STUDY: A CRM That Ranks Every Member, Drafts the Emails, and Preps the Calls

We built a CRM for our own outreach in a professional referral network. It scores every member with AI, has personal emails drafted each weekday morning, and gets each booked call ready before it starts.

→ The Challenge

A referral network gave us a long list of people worth meeting, and no way to tell who to call first, what to say, or what the last call taught us.

Pain Points

  • No Way to Know Who to Call First: A member directory lists names, firms, and industries. It does not say who serves the kind of companies we build for.
  • Outreach Spread Across Gmail, the Calendar, and Memory: Who was emailed, who replied, and who was waiting on a follow-up lived in three places, and the gaps showed.
  • Every Call Started From Zero: Research before each call took time, and what one call taught was gone by the next call in the same industry.

→ Our Solution

We built the Referral Network CRM, one place that ranks every member, runs the outreach, and gets each call ready. AI does the research and the first drafts. A person reviews and sends every email.

We Built

  • AI Fit Scoring for Every Member: Member records are filled out with public profile data. AI rates each person on eight criteria against a written profile of our ideal client and referral partner, and the app turns those ratings into two scores and a priority tier.
  • Email Drafts Every Weekday Morning: An AI routine checks Gmail and the calendar, brings every status up to date, and writes four personal email drafts for the next people in line. It never sends. Anyone we have talked to before, checked in Salesforce and Gmail, gets a reconnect email instead, flagged for a second look.
  • Call Prep That Learns From Past Calls: Before a booked call, AI researches the person and writes a short brief with sources. After the call, the recording becomes notes and a running write-up for that industry, which feeds the next brief.
  • One Dashboard for the Day: Today’s calls, drafts waiting, replies to answer, and people to follow up with, plus the week at a glance. Every change is logged with where it came from, and people who reply are added to Salesforce.

Why We Built It

“I had a network full of the right people and no system for meeting them. Now the system tells me who to call and has the email ready.”

– Michael Trezza, CEO Lithyem

Referral Network CRM daily dashboard

The daily dashboard: today’s calls, drafts waiting in Gmail, replies to answer, and the week at a glance.

Every member with two scores and a priority

Every member with two scores and a priority

One member's AI fit analysis

One member’s AI fit analysis

A call brief, written before the call

A call brief, written before the call

Every campaign in one view

Every campaign in one view

What the calls taught, across industries

What the calls taught, across industries

One industry's running notes

One industry’s running notes

Top referral partners

Top referral partners

8

Criteria Behind Every Member's Score

→ AI rates each member from 0 to 3 on four client criteria and four referral criteria, and the app does the math.

4

Personal Drafts Ready Each Weekday

→ Written from the front of the queue and waiting in Gmail before the day starts.

6

Parts in Every Call Brief

→ Who they are, what they already do with AI, what is changing in their field, talking points, questions to ask, and what to avoid.

0

Emails Sent Without a Person

→ The routine only writes drafts. Every email is read and sent by a person.

Related: Personalized Outreach Agent · AI Development & Implementation