Solution: Salesforce & ChatGPT Integration
Our client was managing diverse media assets with high advertising demand. Their shared inbox was overwhelmed with pricing and availability inquiries from legacy advertisers and partner channels, creating a complex volume and data management challenge for their RevOps team. Manual processes became untenable as volumes increased, driving the need for an automated, scalable solution.

Location
London, United Kingdom
TEAM
RevOps and Sales Operations
Challenges faced
Lack of automation in managing unstructured email queries led to hours of inefficiencies.
This led to confusion for sales teams and revenue suffered as potential clients were not addressed in time.
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What we did to solve
We implemented a fully automated email‑to‑Salesforce workflow: It began with email ingestion, where all messages forwarded to Salesforce Email Services were automatically parsed.
The parsed content was then sent via REST API to ChatGPT, using a custom prompt stored in Salesforce custom metadata to classify and structure each enquiry into JSON‑formatted field data.
Apex code consumed this JSON output to create a “pre‑lead” record within Salesforce, complete with the original email chain attached for convenient review.
Finally, sales ops users retained oversight: they reviewed each pre‑lead and, with a single click, converted it into a standard Lead or marked it as junk.
BUILDING BLOCKS OF SUCCESS
BUILDING BLOCKS OF SUCCESS

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AI‑driven structuring
Unstructured, complex emails were converted to structured data.
- Custom metadata held the ChatGPT prompt template, covering direct, multi‑forwarded and misaddressed emails.
- REST API connection to ChatGPT returned structured data in JSON with clearly defined field names.
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Pre‑lead record management
Intelligent management of records avoiding flooding of junk leads.
- Apex handlers parsed the JSON response and populate pre‑lead fields automatically.
- Original email chains are attached to the pre‑lead for context without leaving Salesforce.
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Conversion workflow
Aiding adoption of the new process through training and support.
- We supported the adoption of the new process with the help of structured training sessions.
- The prompt was continuously engineered to ensure the learning are used to improve performance.
Impact
The result of our collaboration
100 % increase in RevOps effectiveness – Monthly email enquiry volume handled doubled without adding headcount
- Zero missed leads – All enquiries are captured and processed in Salesforce from day one
- Time savings – Hours of manual data entry reclaimed for strategic task
- Data accuracy – Consistent, structured lead data improves forecasting and resource allocation
- Revenue uplift – Faster response times and no lost leads drive measurable revenue growth