How to respond to IndiaMART leads in 15 minutes with TaskSync

Many sales teams set themselves a simple rule: answer every new IndiaMART lead within a fixed time, for example 15 minutes. The rule is easy to write down and hard to keep. Someone has to notice the lead, decide who should call, and remember to follow up. This post shows how to set up the TaskSync Sales CRM so that these steps happen on their own, and so you can see whether the target is being met.

The 15 minutes is a target your team sets. TaskSync measures your response time against it.

Step 1: Bring IndiaMART leads in automatically

Open Sales CRM > CRM settings > Lead capture. There are two ways to connect IndiaMART:

• IndiaMART (Push API) – IndiaMART sends each enquiry to a webhook address with its own secret. Click + IndiaMART (Push API), name it, then click Show the URL and secret and follow the steps shown.
• IndiaMART (Pull API key) – TaskSync fetches leads every 10 minutes with your IndiaMART CRM key. Generate the key in IndiaMART Seller under Lead Manager > Import/Export Leads > Pull API, paste it into TaskSync and click Test key.

Push sends each lead as IndiaMART sends it, so it suits a short target better than a 10-minute fetch. You can use both: an enquiry still becomes only one lead, because TaskSync reads IndiaMART's lead id and ignores repeats.

The Pull option can also Import past leads, up to 365 days back. Past leads are assigned by your rules, but nobody is notified and no follow-ups are set.

Every lead gets a duplicate check by phone and e-mail. Use Send test lead to check the whole path; test leads are marked Test and left out of reports.

Step 2: Give each lead to the right person

A target only works if someone clearly owns the lead. Open CRM settings > Assignment rules and click New rule.

Rules can use the source, city, state, kind of enquiry (IndiaMART Buy lead, Direct enquiry, PNS call, Catalog view, WhatsApp enquiry), product category, value and the days and hours the lead comes in. The target can be a specific person, In turn (round robin), Whoever has the fewest open leads, a group's team lead or a department head.

Two options help with a short target:

• Skip people who are off shift right now – uses each person's shift or the company hours, so a lead does not go to someone who has gone home.
• Most open leads per person – skips people who already have that many open leads.

Rules are checked top to bottom, and the first match wins. Set a Fallback owner in Follow-ups & SLA for leads that no rule matches.

The new owner gets a new-lead alert in the app, and by push if they turned it on, with the contact, phone, source, value and a "(hot)" mark for hot leads. By default, a fresh IndiaMART Buy lead with no response yet shows a red Hot badge.

Step 3: Set a first-response target

Open CRM settings > Follow-ups & SLA:

1. Set First-response target (minutes) for the company.
2. Under First-response SLA, click Set a different target per source and give IndiaMART its own target, such as 15 minutes.
3. Tick Count only working hours if you do not want a lead that arrives at night to be late before anyone is in.
4. Choose Escalate to: the reporting manager, the team lead, or owners and admins.
5. Optional: tick Reassign automatically when the target is missed. The lead then goes to the next person in the rotation, up to 5 times, and never back to someone who missed it.

A first response is an action by the lead's owner: a stage move, a note or a logged activity. Planning an activity alone does not count. The lead page and My follow-ups show Respond by with the due time.

Reminders, escalations and first-response checks run every 5 minutes, so a missed 15-minute target is flagged within a few minutes and recorded accurately in the reports. The target works best together with the new-lead alert and the hot badge.

Step 4: Tell the team exactly what to do

Open CRM settings > Playbooks (SOPs) and add a playbook that applies to New lead, ticked for IndiaMART. Steps can have a Due within time, so the first step can be "Call within 15 minutes" with a Call script button. The script opens, the person clicks Call now, then Log call and tick with the outcome. Add a WhatsApp template step to send your catalogue; it opens WhatsApp with the message ready, and TaskSync logs it on the lead.

If you would rather start from a ready set-up, the B2B manufacturer — IndiaMART starter pack adds a playbook to call new IndiaMART enquiries within 15 minutes with a call script, a WhatsApp catalogue step, qualification questions, and separate playbooks for existing customers, repeat enquiries and no answer after 3 calls. Its playbooks are added switched off unless you tick Switch the new playbooks on now.

Step 5: Work the list and check the numbers

Each person works through Overdue, Today and Waiting for first response in Sales CRM > My follow-ups. Managers use Unassigned to hand out leads nobody owns.

In Sales CRM > Reports, First response time shows the median, the average and the share within target by owner, source or department. Source performance splits IndiaMART by enquiry type, with median first response, within target, won and conversion. Follow-up hygiene shows overdue and missing follow-ups per owner.

Try it

The Sales CRM is an Enterprise add-on. You can tick it at sign-up and use it free for the 30-day trial, with the Service Desk included. Connect IndiaMART on day one and see your own response times by the end of the first week.