Lead Tracker
Proposal for Big River Group
Infusionsoft is the current tool handling web lead routing for Big River, and it's not working. The team can't get access to it because it's managed by an external agency who say it's too complex. There are ongoing costs to maintain it. Marketing has no visibility on what happens after a lead is submitted, and the business can't attribute sales outcomes to marketing spend because there is no tracking link between contacts and conversions. Infusionsoft isn't helping Big River. It's creating friction, adding cost, and hiding the data the team needs to make informed decisions.
The Lead Tracker is a custom lead management app that replaces Infusionsoft. When someone submits an enquiry on the Big River website, the Lead Tracker captures it, notifies the correct trade centre, collects their feedback via a simple email link, tracks whether they've actioned the lead, and reports everything back to head office in a real-time dashboard. It is also the essential middleware layer that will still be required when a new CRM like HubSpot or Salesforce is implemented, because neither of those platforms natively handle Big River's branch routing and feedback workflow.
| Feature | Tier 1 | Tier 2 | Tier 3 |
|---|---|---|---|
| Lead Capture & Notifications | |||
| Auto-capture from all website forms | ✓ | ✓ | ✓ |
| Branch notification email with lead details | ✓ | ✓ | ✓ |
| Tokenised feedback link (no login required) | ✓ | ✓ | ✓ |
| 48-hour nudge for unactioned leads | ✓ | ✓ | ✓ |
| Custom form fields (sector, "Other" location) | — | ✓ | ✓ |
| Dashboard & Reporting | |||
| Head office dashboard (all leads, filters, search) | ✓ | ✓ | ✓ |
| Branch performance view | ✓ | ✓ | ✓ |
| CSV export | ✓ | ✓ | ✓ |
| Branch user accounts (branch-only view) | — | ✓ | ✓ |
| Weekly digest email to head office | — | ✓ | ✓ |
| Monthly PDF report for leadership | — | ✓ | ✓ |
| Customisable dashboard widgets | — | — | ✓ |
| Marketing & Attribution | |||
| GA4 + GTM integration | ✓ | ✓ | ✓ |
| UTM source/campaign tracking per lead | — | ✓ | ✓ |
| Lead source reporting | — | ✓ | ✓ |
| Campaign Monitor auto-sync | — | ✓ | ✓ |
| Lead quality tagging | — | ✓ | ✓ |
| Lead Intelligence | |||
| Lead scoring | — | — | ✓ |
| Follow-up scheduling with reminders | — | — | ✓ |
| Activity timeline per lead | — | — | ✓ |
| AI monthly insights and market gap detection | — | — | ✓ |
| Integration | |||
| Replaces Infusionsoft for web leads | — | ✓ | ✓ |
| Infusionsoft historical lead import | — | ✓ | ✓ |
| API-ready for future CRM | — | ✓ | ✓ |
| 12 months maintenance + minor additions | — | — | ✓ |
When a CRM is adopted, the Lead Tracker plugs into it via API. But the branch routing and feedback workflow would still need to be custom-built on either platform. Here's what that looks like.
| Cost Item | Inside Salesforce | Inside HubSpot | Lead Tracker |
|---|---|---|---|
| Custom development (branch routing, feedback loop, nudges, reporting, Campaign Monitor sync, GA4) |
$18,000 - $30,000 Salesforce dev + AppExchange + Apex |
$10,000 - $20,000 HubSpot partner + workflows + Zapier |
Included in build |
| CRM licence costs (required before any customisation) |
$32,400/year Pro Suite, 27 users @ $100 USD/user/mo |
$16,800 - $28,800/year Sales Hub Pro + Marketing Hub Pro |
N/A No licence dependency |
| CRM onboarding / setup | $25,000 - $40,000 Salesforce partner (typical AU) |
$6,000 - $12,000 Mandatory Pro onboarding |
N/A |
| Ongoing maintenance | $5,000 - $10,000/year Certified Salesforce admin |
$3,000 - $6,000/year HubSpot partner retainer |
$0 New features quoted separately |
| Cost to build this workflow | $18,000 - $30,000 + CRM licence and setup on top |
$10,000 - $20,000 + CRM licence and setup on top |
$8,500 - $19,500 Works now. Integrates with any future CRM. |
All tiers include design, development, testing, deployment, data migration (where applicable), and a walkthrough with Michelle and Ben. Hosted on secure Australian infrastructure. Estimated delivery: 3 to 5 weeks from approval.