Merchant Services Lead Generation

The business manages business leads, collects merchant processing statements, sends them for analysis, receives a generated proposal and stores the result against the correct lead. Without automation staff had to check callers, create leads, request statements, monitor document uploads, send files for analysis, track analysis results and attach the final proposal by hand. The underlying problem was that business records were spread across different systems: caller information, Iris leads, statement files, analysis IDs, proposal IDs and status updates all lived in different platforms, which made the process hard to follow manually. During an AI phone call the system needed to know whether the caller's business already existed in Iris CRM before the conversation continued, because that determined the entire path. After a verified call ended, the business information had to be created in Iris CRM, the client had to be asked for statements, an internal note had to be added and the lead recorded for tracking. Statements then had to be collected by repeatedly checking whether they had been uploaded; when files were available each statement had to be downloaded, uploaded to ISO Quote and included in a new statement analysis. Finally, after ISO Quote completed the analysis, the proposal had to be matched back to the correct lead, which is the step most likely to be attached to the wrong record.

Five workflows each handle one clear part of the process. The synchronization workflow maintains the Google Sheet used for business-name checks, reading businesses already stored, retrieving Iris leads, identifying which Iris IDs are missing and appending only those, with the saved name also normalized to lowercase without spaces for matching. The existence-check workflow runs during the Retell AI call: it receives a business name, searches the synchronized sheet, removes duplicate results and returns either Success Found or Failed Not found. The verified-lead workflow uses the completed call data and proceeds only when two-step verification is true and the call status is ended, then creates the lead in Iris CRM, sends the statement-request email, adds a sticky note to the lead and records it in Google Sheets. The collection workflow reads tracked leads, fetches each lead from Iris and checks for attached documents; with none available it resends the Iris email, and with documents available it creates an ISO Quote statement-analysis record, splits and downloads the files one at a time, uploads each PDF, starts the analysis, waits and updates the tracking sheet. The result workflow receives ISO Quote events and, on statement_analysis.completed, stores the analysis and proposal IDs, finds the matching lead, downloads the generated proposal, uploads it to Google Drive, updates the Iris lead and sends an Iris email, while other event types are recorded as status updates.

A Google Sheet holds Iris business IDs, original business names and normalized names, and a business-name lookup returns either Success Found or Failed Not found to the Retell AI call. A verified caller is created as a lead in Iris CRM after the call ends, with the statement-request email sent, a note added to the lead and the lead information and processing status recorded in Google Sheets. Uploaded Iris statements are detected and downloaded, a statement-analysis record is created in ISO Quote, and each statement is uploaded to the correct analysis with the analysis started. The statement-analysis ID, response status and proposal ID are stored in Google Sheets. The generated proposal is retrieved from ISO Quote and uploaded to Google Drive, the correct Iris lead is updated once the proposal is available, and a follow-up email is sent through Iris. Other ISO Quote event types are recorded in the tracking sheet as status updates rather than discarded, so the process stays visible end to end.

Client retains ownership of the Retell AI agent configuration, the Iris CRM account and lead definitions, the Google Sheet tracking table, the ISO Quote account and analysis templates, the Google Drive folder, and every workflow definition including the matching and normalization rules.