In the renewable energy market, timing can make the difference between a converted opportunity and a lost prospect.
For a growing provider of green energy solutions — specialising in solar panels, home battery storage, and EV charging solutions — increasing market demand meant a growing number of potential customers entering the sales pipeline every day.
However, behind this growth was a critical operational challenge: every new lead required manual handling.
Sales agents had to monitor the CRM, identify new contacts, initiate calls individually, record outcomes, and decide when and how to follow up. As lead volumes increased, this approach created delays, inconsistent processes, and the risk of valuable opportunities remaining unattended.
To improve speed-to-contact and create a more scalable sales operation, the company partnered with MaxiTEL Telecom, a certified XCALLY partner, to automate the entire outbound lead management process by connecting Sollit CRM with XCALLY’s outbound dialling capabilities.
The result was a fully automated workflow where every lead is automatically identified, contacted, followed up, and tracked — enabling sales teams to focus on conversations rather than administration.
Who is the Partner
MaxiTEL Telecom is a Dutch provider of customised telecom and connectivity solutions, supporting organisations with advanced communication technologies, VoIP services, CRM integrations, and IoT connectivity.
As a certified XCALLY partner and reseller, MaxiTEL specialises in designing and implementing tailored contact centre solutions that combine technology integration, automation, and operational optimisation.
By connecting business applications with communication platforms, MaxiTEL helps companies create more efficient customer engagement processes and improve the performance of their sales and service teams.
Who is the client
The client is a provider of green energy solutions focused on helping households and businesses adopt sustainable technologies, including solar panels, battery storage systems, and electric vehicle charging solutions.
Operating in a rapidly expanding renewable energy market, the company manages a growing volume of inbound sales opportunities generated through digital channels.
As demand increased, the organisation needed a more structured and scalable approach to managing customer enquiries and ensuring every potential customer received a timely follow-up.
The challenge
The company’s existing lead management process relied entirely on manual activities.
When a new prospect entered Sollit CRM, sales agents had to manually identify available leads, launch outbound calls, update CRM records, and manage follow-up activities independently.
This workflow created several operational limitations:
1) slow response times
New leads could remain in the CRM for hours or even days before being contacted.
In a competitive market such as renewable energy, where customers often request multiple quotes from different providers, delayed responses reduced the likelihood of conversion.
2) inconsistent follow-up process
There was no automated follow-up strategy in place.
If the first call attempt was unsuccessful, the lead depended entirely on the agent’s availability and individual working methods. This meant some prospects were contacted multiple times, while others risked being forgotten.
3) administrative workload for sales teams
Agents spent significant time managing repetitive tasks such as searching for new leads, manually dialling numbers, recording call outcomes, and updating CRM statuses.
This reduced the time available for higher-value activities, such as advising customers and progressing qualified opportunities.
4) Limited visibility for management
Because call outcomes and lead progression were updated manually, sales managers did not always have a complete and real-time view of pipeline activity.
The company needed to move from a reactive process to a proactive sales workflow where every lead was automatically managed from the first interaction onwards.
What were the client’s needs
To support business growth, the company identified several strategic priorities:
1) automate lead management, the primary objective was to remove manual steps from the sales workflow by automatically transferring eligible leads from Sollit CRM into outbound campaigns.;
2) improve speed-to-contact, every new lead needed to be contacted within minutes rather than hours or days after entering the CRM;
3) ensure consistent follow-up, the company required a structured campaign logic capable of automatically managing multiple contact attempts and preventing opportunities from being lost;
4) improve data accuracy and visibility, all call outcomes needed to be synchronised with Sollit CRM in real time, ensuring sales teams and managers always had an updated view of lead status;
5) increase agent productivity, the company wanted sales agents to spend less time on administrative activities and more time engaging with potential customers.
The solution also needed to provide a scalable foundation for future communication channels, including WhatsApp and email follow-ups.
How XCALLY responded to client’s needs
To transform the lead management process, MaxiTEL implemented a customised integration between Sollit CRM and XCALLY.
The solution combined CRM automation, outbound campaign management, and intelligent dialling strategies into a single workflow.
Automated CRM-to-contact centre integration
A custom integration layer was developed to connect Sollit CRM directly with XCALLY.
The system automatically monitors CRM records, identifies contacts with campaign-eligible statuses, and transfers them into XCALLY outbound queues without any manual intervention.
Once imported, leads are automatically marked as “in progress” in Sollit CRM, preventing duplicate contact attempts.
Multi-step outbound campaigns
XCALLY was configured to manage structured follow-up sequences based on predefined rules.
Each lead automatically progresses through different contact attempts:
- first call attempt immediately after entering the campaign;
- retry after 3 hours if the customer is unavailable;
- additional follow-up attempt after 5 days.
This ensures every opportunity receives consistent attention without relying on manual agent management.
Real-time CRM synchronisation
After every interaction, XCALLY sends call outcome information back to Sollit CRM.
Statuses such as successful contact, no answer, busy line abd invalid number are automatically recorded within seconds, creating a reliable and always up-to-date sales pipeline.
Intelligent dialling optimisation
The solution introduced configurable number selection logic, allowing campaigns to prioritise preferred contact numbers and automatically switch to alternative numbers when necessary.
Combined with predictive and power dialling capabilities, XCALLY helps maximise agent efficiency and reduce wasted calling attempts.
Scalable architecture
The integration was designed to support high lead volumes while maintaining operational reliability.
The architecture includes:
- automated batch processing;
- error recovery mechanisms;
- complete activity logging;
- monitoring of imports, calls, and status changes.
The same foundation can be extended in future phases to support additional channels such as WhatsApp and email.
Results achived
The integration between Sollit CRM and XCALLY transformed lead management from a manual process into an automated and scalable sales operation.
1) Faster lead response
New prospects entering the CRM are now automatically processed and moved into outbound campaigns, significantly reducing the time between lead creation and first contact.
2) Higher contact consistency
Every lead follows the predefined campaign journey, eliminating the risk of missed opportunities caused by manual follow-up limitations.
3) Improved sales team productivity
Agents no longer need to manually search for leads, update CRM records, or manage callback schedules.
Administrative activities have been automated, allowing teams to focus on customer conversations and sales opportunities.
4) More accurate pipeline visibility
All interactions and outcomes are synchronised automatically with Sollit CRM, providing sales managers with a real-time view of lead progression.
5) Scalable growth
The solution can manage increasing lead volumes without requiring additional manual effort or proportional growth in operational resources.
Conclusion
By integrating Sollit CRM with XCALLY’s outbound communication capabilities, MaxiTEL transformed a fragmented lead management process into an automated, data-driven sales workflow.
The project demonstrates how contact centre technology can extend beyond traditional customer service scenarios and become a strategic tool for sales acceleration.
With automated lead distribution, intelligent follow-up sequences, and real-time CRM synchronisation, the company can now respond faster, improve customer engagement, and maximise the value of every sales opportunity.
The architecture also creates the foundation for future omnichannel expansion, allowing additional touchpoints such as WhatsApp and email to be integrated into the same customer engagement strategy.
