Pontia didn't have a salesperson problem. It had a consistency problem.
How Pontia, an online AI and Big Data school, doubled the leads managed by each advisor and eliminated forgetfulness and improvisation from its sales process.
×2 leads per advisor · +20% conversion · 0 forgotten tasks
Data declared by Pontia. Period: 2025.
Before
Jesús Garrido founded Pontia —"the bridge to artificial intelligence"— and always ran his sales process on HubSpot. It worked for them, but it left a burden on the team: each advisor had to think about what task to set, when, and how. And that's where the human factor came in.
Lead assignment was manual: between a lead coming in and someone picking it up, 30 minutes, an hour, or, in the worst-case scenario, three hours could go by. And follow-up tasks depended on each person's judgment—and mood: if a call came up after four months and they didn't feel like it, it was postponed to the next day.
"You can have someone with very good skills, but if they don't follow the process exactly as it should be done, there is a failure. And that ends up lowering the conversion rate."
The Change
Vixiees came recommended: after an initial contact by the team, Jesús asked a competing school that was already using it, and they confirmed it was worth it. With support from the Vixiees team in the setup sessions, he built what was missing.
Assignment became automatic as soon as the lead came in: contact went from taking up to three hours to being immediate, and the sooner you contact, the more you convert. The next task became automatic and mandatory: the advisor doesn't decide what to do nor can they postpone it; it happens on time and in the correct format. And automations run in the background: if a lead has been stuck in a stage for two days, a WhatsApp or an email is triggered automatically, without anyone lifting a finger.
He positioned it well with the team: not as control, but as what allows them to sell more, earn more commission, and work with peace of mind.
"If a task to call a person pops up after four months, you have to do it. That prevents laziness and putting it off until tomorrow."
The Results
Before | After | |
|---|---|---|
Lead assignment | Manual, up to 3 hours wait | Automatic, as soon as the lead enters |
Next task | Decided, or postponed, by each advisor | Automatic and mandatory, on time and in correct format |
Follow-up | At each person's discretion | Pre-established date and action |
Leads per advisor | — | Almost double per day |
Conversion | — | +20% to enrollment |
"The team has gone to managing practically double the leads per day, and the conversion rate has gone up remarkably."
And he gained visibility: the dashboards give Jesús and the director of academic advising individual, team, and call data to follow up and, with that data, iterate the playbook when a stage gets stuck. The process is defined, but it is not rigid: it is adjusted and measured again.
In one sentence
"If I had to define industrializing sales in one word, it would be peace of mind. For the team, for my colleague, and for me." — Jesús Garrido, CEO & Founder, Pontia
Does your sales process happen on its own, or does it depend on no one forgetting? Book your strategic session at vixiees.com
