5 reasons why your sales department is not closing leads – and how to fix it?
Explore the top design trends for 2024 that will influence web, UI/UX, and branding projects, helping you stay ahead of the curve.
Apr 30, 2025
The problem that costs you tens of thousands
You have leads. You have salespeople. But you don’t have results.
You know the feeling when your CRM is full of contacts that were supposed to be "hot", and at the end of the month the team reports... 2 signed contracts?
Unfortunately – most sales departments do not lose clients at the acquisition stage, but much later: at the stage of the first contact, follow-ups, or improper matching.
Today we will show you 5 most common reasons why sales teams do not close leads – and what can be done about it without increasing staff, with the help of automation, cold outreach, and a better qualification process.
1. Low Quality Leads = Wasted Time
Problem: leads do not match your offer
Many salespeople have to "process" leads that are not your target customer – e.g., companies that are too small, without a budget, or without a real need.
🔍 Data from our analysis (Indeal, 2025):
As many as 47% of leads passed to sales are referred to as non-fit leads.
Solution: precise ICP + scoring
By implementing a lead scoring and ICP segmentation system based on data (technology, employment, trigger events), you shorten the conversation time by 40% and increase the conversion chance by up to 2 times.
2. Lack of Personalization in Initial Contact
Problem: all messages sound the same
"Good morning, I am a representative of XYZ company..."
If it sounds like a template – it is treated as spam. Your potential customer receives 20–40 such messages weekly.
Solution: AI-personalization in cold outreach
Instead of writing the same emails, use AI to create a personalized 1st paragraph based on the website, LinkedIn profile, or industry news.
Example:
"I see that you opened a new production hall in Wrocław – congratulations! We work with companies in the expansion phase and…"
Open rate: 43% vs 18% without personalization.
Reply rate: 11% vs 2.6%.
3. Lack of Systematic Follow-Up
Problem: 1 email and that's it
Research shows that 80% of leads require 5–12 touchpoints before a conversation occurs.
Meanwhile, the average salesperson makes 1 follow-up… or none at all.
Solution: automated sequences and CRM
In the Indeal system, every lead gets a personalized contact path:
Day 1: cold email
Day 3: reminder with new value
Day 6: follow-up with case study
Day 10: last contact + call proposal
Scalable, measurable, without forgetting.
4. Lack of Purchase Intent Knowledge
Problem: the salesperson guesses who is "ready"
Lack of data on who opens messages, how many times they clicked, and whether they visited the website → leads to the sales department calling "blindly".
Solution: lead intent tracking
The system tracks activity (opens, clicks, sessions on the site), assigns points to leads, and signals who is currently warm.
Salespeople do not guess – they know whom to call today.
5. Lack of Common Language Between Marketing and Sales
Problem: every department operates "on its own"
Marketing generates leads but does not understand which ones actually close in sales. Sales complains that leads are weak. And the cycle continues.
Solution: closed data loop
CRM integrated with the cold email campaign provides a complete picture:
Where the lead came from
How many times they were contacted
Who tagged them as SQL
When the closure (or loss) occurred
Result: marketing learns from sales data → better campaigns, better leads.
What can you do today? (checklist)
✅ Verify your ICP and leads from the last 30 days
✅ Check how many follow-ups your team is doing – manually or automatically?
✅ Test AI personalization of messages in 10 emails
✅ Schedule a free consultation with Indeal – we will show you how to build such a system for yourself
Case study: how we increased conversion by 3× without hiring SDRs
Client: manufacturer of industrial systems, 120 employees.
Problem: a lot of traffic to the site, few sales leads.
Solution:
ICP segmentation: only companies >50 employees that implemented ERP in the last 12 months
Automated cold email with AI personalization
Lead scoring based on activity
Effect in 6 weeks:
Open rate: 48%
Reply rate: 13.2%
31 scheduled calls, 9 SQLs, 3 won deals (420,000 PLN MRR)
Start generating better leads without chaos
If your sales department is not closing deals as they should – it may not be their fault.
Schedule a free campaign analysis and see how automation, better data, and AI can unlock your pipeline.
👉 Book a call
Summary
The sales department doesn't need more leads. It needs better leads, better processes, and less guessing.
Instead of blaming salespeople – build a system that works regardless of their mood, inbox, or amount of coffee.
In 2025, it’s not more work that yields results – only smarter actions.
