Lucenta Solutions Accelerating Client Onboarding by 3x with AI, Progress Podio Platform and Progress ShareFile e-Signature

Lucenta Solutions was founded in 2015 by veteran software developer Bajarang Agarwal with the goal of developing top-tier, customized applications and software for clients across the world. As the firm’s business scaled and project volume increased, managing leads became a significant issue.

 
Lucenta staff struggled with maintaining communication with leads over time. Initial outreach to leads would start out fine, but follow-ups were inconsistent. In some scenarios, prospects would be forgotten about and opportunities to grow its client base would be lost. Cold outreach and inbound interest coming from Lucenta’s web forms required manual effort.

  
On top of this, Lucenta lacked a centralized platform or database to track engagement and nurture leads.  With an expanding client base and increasing project complexity, Lucenta recognized the need to modernize its onboarding processes to enable faster project initiation and more efficient collaboration. The organization started to use the Progress® Podio® platform,  but that by itself didn’t solve their issues. The staff needed the automation to tie it all together. The combination of these issues made Lucenta realize they need an automated and scalable solution that would improve the lead and client management process that much easier.   

Lucenta reimagined around their Podio usage and started to use it as a centralized platform to help manage the entire lifecycle. 

 
The first step was consolidating lead data into a single source of truth. Inbound channels, such as website form submissions and cold email outreach, were integrated directly into the Podio platform.

   
Lucenta implemented automated workflows to address leads earlier than before. Follow-up emails and SMS messages are triggered automatically based on engagement and timing, enabling consistent communication even months after initial contact. This capability proved especially valuable for long sales cycles, where timing and persistence are critical.  “Before Podio, we were always missing those long term follow ups,” said Agarwal. “Now if someone says ‘contact me after six months,’ Podio remembers it for us.”  

 
By deploying Progress® ShareFile® e-signature, Lucenta eliminated the manual steps that delayed project starts. Once an agreement is signed, workflows trigger onboarding actions such as project setup, internal notifications and resource allocation—supporting a more seamless transition from sales to delivery.

  
At the same time, Lucenta extended Podio’s capabilities by developing its own enhancements. One of the most impactful is an AI-powered agent that integrates directly with Podio to provide daily operational insights. This system delivers reports on pending tasks, pipeline status and overdue items, giving teams instant visibility into what needs attention without manual oversight.

   
To address the growing complexity of its workflows, Lucenta also built Insights for Podio, a custom monitoring layer that helps teams understand how applications, fields and automations are connected. This makes it possible to troubleshoot issues, identify dependencies and safely update systems without the risk of breaking workflows.   The tool has also benefited numerous other Podio customers and implementation partners by providing greater visibility into their Podio environments.

   
Together, these capabilities transformed Podio from a workflow tool into a fully integrated operational system.