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Coderack IT Labs.

Case Study - Kiawa

Automated Lead Distribution + Subscription Management + Client Portal

Overview

Kiawa India manages and sells leads to resellers/subscribers based on city, subscription plans, and quotas. Their operations needed full automation across lead capture, distribution, subscription activation, real-time notifications, and customer portal access.

We implemented a scalable automated lead distribution engine with a subscription system, client portal, payment integration, and CRM-based rules.

About Customer

Client & Background

Client Name: Kiawa
Industry / Business Type:
Lead distribution & lead management (via CRM + digitaladvertising)

Website / Brand Info: 
Lead management portal via Spartos Digital –leads.spartosdigital.com

Customer Location

SY NO.172/4, Shop Premises Site No.10, 
Kothanur village, J P Nagar 8th Phase,
Uttarahalli Hobli, Bengaluru, Bengaluru Urban,
Karnataka, 560062

Executive Summary

Kiawa aggregates leads from Meta and other platforms. The old system used manual assignment and lacked a self-service portal. Subscription purchase and renewal were disconnected from CRM, causing errors and delays.


Our solution automated the entire flow:

  • Lead capture from Meta → CRM
  • Rule-based lead distribution to up to 3 clients
  • Client portal for viewing leads, invoices & renewals
  • Razorpay payment integration
  • Subscription activation & expiry automation
  • Real-time WhatsApp / email notifications     

Problem Statement and Key Challenges

Before our solution, Kiawa faced several challenges:
  • Manual or semi-automated lead assignment
Leads coming in from Meta ads or other platforms needed to be assigned manually or via ad-hoc scripts. There was no scalable or rule-based distribution.
  • No customer portal for resellers / clients
Clients (resellers) could directly see how many leads were assigned to them, how many remaining, invoices, renewal status, etc. Communication was manual or via email.
  • Subscription / plan management
Clients buy a plan (which gives them rights to certain leads by city or count) via the website (payment via Razorpay). After that, they should automatically get access to the CRM / portal matching to their plan. Also, renewals should be handled smoothly.
  • Integration & real-time synchronization
Leads generated via Meta Ads (or other sources) needed to flow into CRM, then be distributed in real time to clients. Once assigned, counts should adjust, notifications sent, etc.
  • Notifications & monitoring
Clients and internal users needed notifications (new lead received, subscription ending, etc.). Also dashboards to monitor how many leads are done / pending / by city / month etc.
  • Scalability & rules enforcement
Each lead must be distributed to up to 3 clients, according to their subscribed geography / plan. Also, ensure clients whose subscriptions have expired are not assigned new leads.

In short: the system needed to be end-to-end, automated, real-time, and provide selfservicetransparency to clients, reducing manual overhead and errors.

Solution Proposed and Tools Implemented

To fulfill Kiawa’s requirements, our team implemented a custom lead distribution + customer portal + CRM integration system with the following elements:

Core Components / Tools
  • CRM (Zoho CRM) as central system to hold leads, customers, subscriptions, assignments
  • Custom functions & scripts (via functions / APIs / webhooks)
  • Integration with Meta Ads / ad platforms (via LeadChain, Webforms APIs)
  • Payment & subscription via Razorpay gateway
  • Customer portal / client dashboard
  • Notifications via WhatsApp / in-app / email
  • Custom dashboards & reports in CRM / portal

Key Features & Workflows
  1. Lead Intake & Integration
    • Leads from Meta Ads or other ad platforms are captured via webhook/API/ LeadChain / Webforms and sent into the CRM system automatically.
    • A custom script listens for new lead creation events and triggers distribution logic.
  2. Automated Lead Distribution Logic
    • Once a lead is ingested, a background custom function checks active subscribed clients in that lead’s preferred city (or according to their plan).
    • It distributes the lead to up to 3 clients (as per business rule).
    • On assignment, their distribution count and remaining lead count are decremented / updated.
    • Clients who have exhausted their quotas or whose subscriptions have expired are excluded.

  3. Customer Portal / Dashboard for Clients
    • Clients can log in to a portal where they can:
      • View all leads assigned to them (with full lead detail)
      • See how many leads are left / quotas / usage
      • View / download invoices
      • Renew their subscription via a “Renew” button which redirects to website (Razorpay checkout)
      • Monitor status of leads (distributed, pending, etc.)
  4. Subscription / Renewal Flow
    • When a client purchases a subscription via the website (Razorpay), the system automatically activates their plan in CRM / portal and assigns appropriate permissions / access.
    • A Deal / Subscription record is created or updated accordingly in CRM.
  5. Notifications & Alerts
    • When a new lead is assigned, a WhatsApp / email is sent to the client.
    • Alerts when subscriptions are nearing expiry.
    • Notifications for distribution events, lead status updates, etc.
  6. Reporting & Analytics Dashboard
    • Custom dashboards or reports built to show metrics like:
      • Total leads needed today / this month
      • Leads distributed by city
      • Lead gaps / shortfalls vs targets
      • Client usage / quotas, etc.

Implementation Approach

  • Requirements & Design
    • Gathered detailed rules for lead distribution, plan structures, client access levels, permissible cities, quotas.
    • Designed data models (leads, clients, subscriptions, assignments) in CRM and portal.
  • Lead Integration Setup
    • Configured webhooks / API endpoints (Meta, LeadChain, Webforms) to send lead data into CRM.
    • Validated lead field mapping, deduplication, and error handling.
  • Custom Functions & Automation
    • Built custom scripts/functions in CRM (or middleware) to process new lead events—filter active clients, choose up to 3, assign them, update counts.
    • Ensured concurrency safety so the same lead is not double-distributed erroneously.
  • Portal Development / UI
    • Set up a client portal that fetches data from CRM / APIs for client usage, lead view, invoices, renewal.
    • Integrated subscription / renew flow: Renew button leads to website, then on successful payment the portal / CRM is updated.
  • Notifications Setup
    • Integrated WhatsApp API / messaging channel for real-time alerts.
    • Configured email / in-app alerts for key events.
  • Dashboard & Reporting
    • Built analytic dashboards (in CRM) to visualize lead performance, city-wise breakdowns, daily / monthly targets.
  • Testing, Edge Cases & Rollout
    • Tested with sample leads, simulated plan expirations, renewal transitions, over-quota scenarios.
    • Ensured fallback / exception handling. Rolled out gradually; onboarded clients to portal; provided training and support.

Result/ Business Impact

After deployment of this solution, Kiawa achieved:
  • Fully Automated Lead Distribution
Leads are now assigned to up to 3 clients automatically based on geography, plan eligibility, and active subscription status.
  • Transparent Client Portal & Self-Service
Clients can directly view assigned leads, quotas, invoices, renew plans, and monitor their performance without needing manual outreach.
  • Efficient Subscription Management
Plan purchases and renewals via Razorpay automatically reflect in CRM / portal access, minimizing manual bookkeeping and errors.
  • Timely Notifications
Clients receive near real-time WhatsApp/email notifications when they receive new leads or when plans require renewal.
  • Operational Scalability & Reduced Manual Overhead
The internal team no longer needs to manually distribute leads or manage renewals or send repeated client updates. This saves time and reduces errors.
  • Data-Driven Insights
Dashboards reveal how many leads to generate per city per day / month, allocations vs usage, and gaps — enabling better campaign planning.
  • Better Client Satisfaction & Retention
Clients appreciate the transparency, speed, and control they have through the portal — likely improving renewal rates and trust.

Summary

This case study demonstrates how a lead distribution business (Kiawa) can adopt a sophisticated, automated system combining CRM, lead capture, subscription management, client portal, and notifications to streamline operations end-to-end. The result: real-time lead assignment, self-service client access, fewer manual tasks, better visibility, scalable growth.

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Partner Bio

Coderack believe in providing 360* support to our clients. Every client is different from another so are our state-of-the-art solutions. We are a team of highly enthusiastic, energetic and tech savvy engineers. The strength of our company lies in rich experience of its people, who come from diverse background.
We ♥ to automate your business. So feel free to reach us today with you problems, we will be happy to help you!

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