A lead-generation CRM that finds local businesses, verifies every email, and lets sales teams follow up by email and WhatsApp from one screen.
Lead Generation · CRM Development · Email and WhatsApp Outreach
About the Product
Anyone who has done outbound sales knows the routine. One person scrapes a list. Another tool checks it. A third tool sends the emails. WhatsApp chats live on someone’s phone, and the leads themselves sit in an Excel sheet. By Friday, nobody is quite sure who contacted whom.
Orion AI CRM is our answer to that mess. It finds new business leads, lets only the ones with a verified email into the CRM, and then helps the team reach them by email and WhatsApp, all from one login. It is built for marketing and SEO agencies, B2B service companies, and sales teams that sell to local businesses such as clinics, real estate firms, gyms, restaurants, retail shops, and interior designers, in India and abroad.
Project Snapshot
| Project Details | Overview |
|---|---|
| Product | Orion AI CRM |
| Category | Lead generation and sales CRM |
| Built for | Agencies, B2B service companies, and sales teams |
| Our role | Product design, development, and launch |
| Modules | 8 modules, one login |
| Build timeline | 90-days build |
| First customer | Orion Soft Technologies itself |
| Team | A dedicated team of 4-5 members (product designer, developers, and QA) |
The Challenge
Most lead tools stop at “here is a list.” The list is often full of dead emails, and sending to them quietly damages a company’s sender reputation. We wanted to build something that fixes the problem at the source, while keeping it simple enough for a busy sales team to use on day one.
- Make sure only real, verified contacts ever reach the sales team
- Protect customers’ email domains from bounces and spam flags
- Bring leads, emails, WhatsApp chats, and reports into one place
- Let owners see who found which lead and what happened next
- Offer WhatsApp outreach the official way, without risking a banned number
Our Approach
We started by sitting with the problem, not the features. Talking through how agencies actually prospect showed us that the real pain was not a lack of leads, but a lack of leads that could be trusted.
That led to the idea at the heart of the product: the quality gate. Every lead, whether it comes from a scrape or an Excel import, passes through the same checks before it enters the CRM. Everything after that point works only with verified contacts.
Lead Verification Workflow
Workflow · 6 steps, 1 rejection branch
Illustrative sample data from the Orion AI CRM Features & Marketing Guide (sample funnel).
Rejected emails are remembered, so the same contact is never paid for twice.
The Problems We Solved
| Customer problem | What Orion AI CRM does | What the customer gets |
|---|---|---|
| Lists full of fake or old emails | Duplicate check, website crawl, email finder, then email verification | Every lead has a verified email |
| Bounces and blocked mail domains | Rejects catch-all and unknown emails, warm-up limits, daily caps, auto-pause on high bounces | A protected sender reputation |
| Leads spread across Excel, WhatsApp, and inboxes | One CRM for leads, pipeline, notes, tasks, email, and WhatsApp | One place for every conversation |
| Owners cannot see who did what | Leads assigned per person, with reports by sales person, source, and status | Clear visibility of the whole team |
| Two sales people contacting the same company | Duplicate checks across the whole team | No double outreach |
| Follow-ups that get forgotten | Email sequences that stop when the lead replies | Follow-ups that run themselves |
| Risk of a banned WhatsApp number | Official WhatsApp Business API, opt-in only, approved templates, instant STOP handling | WhatsApp outreach the safe, official way |
What Makes It Different
| What makes it different | How Orion AI CRM does it |
|---|---|
| Verified before it counts | No lead enters the CRM without passing the quality gate |
| One tool, not four | Scraper, CRM, email, and WhatsApp in one login, so nothing is copied between tools |
| Sender safety built in | Warm-up limits, daily caps, bounce auto-pause, and one-click unsubscribe protect customer domains |
| Official WhatsApp, opt-in only | Official Business API, contacts must opt in, and STOP is honoured at once |
| Made for agencies and sales teams | Each sales person works their own leads, and the owner sees who found what |
| Pay providers directly | Customers use their own data and verification credits, so scraping carries no hidden markup |
| Data kept in India | Hosted in Mumbai, with each company’s data separated |
Key Features Delivered
1. CRM for Leads and Pipeline
A leads list that stays fast with 10,000+ leads, smart filters, bulk assignment, Excel/CSV import with a preview, and a clear pipeline from New to Meeting booked. Every lead has notes, reminder tasks, and a full timeline.
2. Data Scraper
Find businesses on Google Maps and Facebook by country, state, city, and category. The tool shows an estimated cost before a job starts, and it keeps working in the background if you close the browser.
3. Quality Gate
Built into every scrape and import. Only valid emails enter the CRM, and rejected ones are remembered so they are never paid for twice.
4. Email Campaigns
Multi-step follow-ups (for example day 0, day 3, and day 7) that stop automatically on a reply, bounce, or unsubscribe. Includes personalisation, several mailboxes in rotation, sending windows in each lead’s own time zone, and one-click unsubscribe.
5. WhatsApp
Built on the official WhatsApp Business API with your own number. Messages go only to contacts who opted in, using approved templates, with two-way chat inside the CRM.
6. Inbox and Automation
One inbox for email and WhatsApp replies, with AI sorting replies into interested, not interested, and out of office, plus simple “when this happens, do that” rules.
7. Team, Roles, and Reports
Owner and Sales person roles, per-person switches, optional monthly scrape limits, and reports on leads found, emails sent, replies, and WhatsApp results.
8. Security and Administration
Each company’s data is fully separated, with two-factor login, account lockout, sign-out of all devices, an audit log of important actions, and hosting in Mumbai.
Counted from the module feature list in the Orion AI CRM Features & Marketing Guide.
The CRM core comes with every customer; Data Scraper, bulk email, and WhatsApp are switched on per customer.
How an Email Sequence Works
Email sequence · 4 steps, stops on reply, bounce or unsubscribe
Every email carries a one-click unsubscribe and a legal footer, and mailbox health is tracked so a high bounce rate pauses sending automatically.
Who It Is For
The best first buyers are agencies with 2 to 20 sales people who already prospect local businesses by hand or in spreadsheets.
| Customer | Pain today | What a demo shows |
|---|---|---|
| Digital marketing and SEO agencies | Cold lists bounce; follow-ups are manual | Scrape “dentists in Pune”, verify, run a 3-step website-audit email campaign |
| Web design and app development firms | Need a steady stream of small-business clients | Find businesses without a good website, email an offer with a personalised first line |
| B2B service companies (accounting, HR, IT support) | Sales team tracks leads in Excel | Import the Excel file, assign leads to reps, track stages in the pipeline |
| Real estate and interior design firms | Leads come from many places, follow-up is slow | WhatsApp templates to opted-in leads, replies in one inbox |
| Export and trading companies | Prospecting in other countries | Scrape a city abroad, email in the lead’s own time zone |
| Sales teams in any SME | Owner cannot see what each rep is doing | Per-person switches, monthly scrape limits, reports by sales person |
The Team
Orion AI CRM was designed and built by a dedicated team of 4-5 members who worked together through the 90-days build.
| Role | Focus |
|---|---|
| Product and UI/UX designer | User flows, screens, and the quality-gate experience |
| Frontend developer | Leads list, filters, dashboards, dark and light mode |
| Backend developer | CRM core, team roles, security, and audit log |
| Integration developer | Scraper, email verification, email sending, and WhatsApp API |
| QA and testing | Testing across modules, security checks, and bug fixing |
Where the Project Stands
We believe in being open about progress. This is where each module stands at the moment.
| Module | Status |
|---|---|
| Login, security, team roles, admin panel | Built, in testing |
| Leads list, filters, assignment, CSV import | Built, in testing |
| Data Scraper and quality gate | In progress |
| Email campaigns, inbox, unsubscribe | Planned next |
| WhatsApp, pipeline board, automation, reports | Planned after email |
| Launch with Orion Soft Technologies as the first customer | End of the 30-day build |
Build Status · 4 Phases and the Launch
Email comes first, then WhatsApp, the pipeline board, automation, and reports.
The Result
Orion AI CRM turns a scattered, stressful prospecting routine into one clear flow: find, verify, reach, and follow up. Teams spend their time and sending capacity on real contacts, owners can see what every sales person is doing, and outreach on both channels stays on the safe, official side.
Typical setup per the Orion AI CRM Features & Marketing Guide: customers usually pay for three or four separate tools.
- One login replaces the usual three or four separate tools
- Only verified emails enter the CRM
- Sender safety built in through warm-up limits, daily caps, and bounce auto-pause
- Opt-in, unsubscribe, and data separation built in
- Data kept in India
Conclusion
Good software is not about adding more features. It is about removing the small frustrations that quietly eat a team’s week. With Orion AI CRM, we wanted a sales team to open one screen in the morning and know that every lead on it is real, every follow-up is on time, and every conversation is in one place.
SEO Metadata
Meta Title: CRM Case Study: Verified Leads | Orion Soft Technologies
Meta Description: See how Orion Soft Technologies built Orion AI CRM, a lead generation and sales app that verifies every email and runs email and WhatsApp outreach from one place.
