One intake source
A primary form, scheduler, ad funnel, or CRM-created lead event with a stable payload.
Free pilot program
Validate one real lead path in 21 days.
The Arcqual pilot is a focused implementation—not a generic demo. We select one intake source, one CRM path, and one decision policy, then test it against your real operating criteria.
Pilot scope
Small enough to finish. Real enough to learn from.
The pilot deliberately limits surface area so your team can evaluate decision quality, operational fit, and maintainability without a broad transformation project.
One CRM workflow
HubSpot or GoHighLevel with the fields, lifecycle stage, task, and owner path needed for the pilot.
One qualification policy
A documented definition of fit, exclusions, priority tiers, confidence thresholds, and review conditions.
21-day plan
A clear path from architecture to evidence.
DAYS 1–3
Architecture and policy workshop
Map the current intake, CRM objects, ownership rules, security boundary, and examples of good and poor-fit leads.
DeliverableData flow + qualification rubric
DAYS 4–9
Build and connect
Configure the workflow, field allowlist, rules, model schema, CRM write map, review queue, and error handling.
DeliverableWorking sandbox workflow
DAYS 10–14
Replay and calibrate
Run a representative historical set, compare decisions with operator judgment, and adjust the policy—not the facts.
DeliverableTest results + policy revision
DAYS 15–21
Shadow live traffic
Process new leads with human review, inspect exceptions, measure handoff time, and decide whether to expand.
DeliverablePilot readout + next-step plan
Success criteria
Agree on the test before seeing the result.
The pilot is evaluated against operational evidence, not a polished demo. Targets are set with your team based on current process and lead volume.
Decision agreement
How often does the workflow’s tier and route align with the judgment of your designated reviewer?
Context completeness
Does the CRM note give the first responder enough evidence to act without reconstructing the intake?
Operational reliability
Are runs completed, retried, or escalated visibly without duplicate records or silent failure?
Time to first qualified action
How much time passes between lead submission and the correct owner receiving a usable next step?
What we need
A focused team on both sides.
From your agency
- One operational owner for the pilot
- CRM sandbox or safely scoped credentials
- Representative lead examples with expected outcomes
- Current routing rules, exclusions, and service criteria
- Approval for the selected LLM and data handling approach
From Arcqual
- Architecture and field-level data map
- Configured qualification and routing workflow
- Test set review and calibration sessions
- Error paths, review gates, and run documentation
- End-of-pilot readout with expansion recommendation
Pilot questions
Before you book.
Is the pilot actually free?
Yes, for the defined pilot scope. Expansion, additional intake paths, production hardening beyond the agreed pilot, or ongoing operations are discussed only after the readout.
Do we have to change our forms?
Usually not. The pilot starts with the data your current intake already captures. If a critical qualification signal is missing, we will recommend the smallest useful change.
Can the pilot run in shadow mode?
Yes. Shadow mode keeps existing routing in place while Arcqual records proposed decisions for comparison. It is often the right first step for high-value or sensitive lead paths.
What happens after day 21?
You receive the workflow readout, decision-quality review, known limitations, and a scoped recommendation. You can stop, refine the policy, or expand to more channels and teams.
Pilot intake
Bring one lead path and the people who know how it should work.
We will respond with a short fit assessment and the information needed for an architecture session.