Retool CRM Case Study | Streamlined Lead Management with PostgreSQL

About the project

Akveo built a Retool-based CRM for Holmeland Properties, integrating PostgreSQL (Neon) to streamline lead management. The system features a dynamic search bar, pre-populated customer forms, and lead qualification tables, optimizing sales workflows and prioritizing high-value opportunities.

Challenges

Our customer required a user-friendly intuitive system in Retool for his sales team to:

Search and retrieve customer details quickly.
Update lead qualification data effectively.
Categorize leads based on qualification scores.
Enable seamless data input and modification via structured forms.

Additionally, the system needed to support future integrations with tools like Zapier while maintaining ease of filtering, sorting, and scalability.

Requirements

Key Deliverables

Main tool

Retool

Additional tools

Project Timeline

2 weeks

Akveo’s team, who was working on the project

Aleh Krauchanka

Retool Developer

Solution

Akveo Retool experts developed a CRM application with the following features:

Lead Search & Data Entry

A search bar allowing sales agents to look up leads using a dropdown list.
Upon selection, a customer form pre-populated with Neon database records is displayed.
Editable fields for sales agents to input additional data.
Checkboxes, dropdowns, and number inputs for seamless data entry.

Customer Form Structure

Pre-Filled (Read-Only) Fields:

Reference Number, Name, Mailing Address, Acres, Offer, Potential Profit, Mailing State, Parcel State, APN.

Editable Fields for Sales Agents:

Preferred Contact Method (Dropdown: Phone, Email, Mail)
Water, Electric (Checkbox)
Call Why Selling (Text Area)
Years Own (Integer)
Call Obstacles (Text Area)
Email Log, Phone (Text Input)
Call How Got It, Call How Mins (Text Area, Integer)
Warranty Deed, Urgency, Back Taxes, Counteroffer Options (Checkboxes)
Flood, Slope, Weird Access (Checkboxes)
Seller Responded, Status, Follow-Up Category (Dropdowns)
Date Last Contact (Timestamp)
Additional Editable Fields: Seller Phone, Notes

Lead Categorization and Tables

Follow-Up Leads Table: Displays leads marked as "Follow-Up".
Qualified Leads Table: Ranks leads from highest to lowest based on a custom qualification score.

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Results

Faster Lead Retrieval & Processing

The new Retool-based CRM reduced lead retrieval time by 60%, enabling sales agents to access customer details instantly and input data more efficiently.

Improved Sales Efficiency

By centralizing data entry and integrating structured qualification tracking, the CRM streamlined sales workflows, allowing the team to prioritize and engage leads effectively.

Enhanced Data Accuracy & Synchronization

Real-time PostgreSQL (Neon) synchronization ensured higher data accuracy, minimizing input errors and improving decision-making for lead management.

Scalable & Future-Ready Infrastructure

The CRM was designed with customizable filtering, sorting, and integration capabilities, supporting Zapier automation and other future enhancements for business growth.

Awesome to work with

They delivered a quicker, under-budget, and superior product than I expected. Due to them, I am able to scale my business successfully.