Fix lead follow-upbefore leads go cold.
New inquiries stop sitting in a shared inbox. Each lead gets sorted, prioritized, and handed to the right person with the right context.
Where the work gets stuck today.
- 01
Manual sorting
New leads still get read and forwarded by hand before anyone owns them.
- 02
Slow handoff
Follow-up depends on whoever notices the inbox first.
- 03
Dropped context
Fit, urgency, and source clues get lost between inbox, Slack, and CRM.
- 04
Weak visibility
The team cannot easily see what happened after a lead arrived.
It launches at Level 2: acts with approval.
- Runs on its own
- The workflow does the work. Risky steps wait for a person.
- Waits for a person
- Goes to review
Done means every row passes.
Before we build, we agree a pass/fail checklist with you. You run the tests in your own tools. If a row fails, we fix it at no cost. Here is what a typical checklist looks like for this build.
| ID | Requirement | Test | Expected result |
|---|---|---|---|
| A-01 | Every new form lead reaches the CRM with an owner. | Submit a test lead through the live form. | Record created with source, fit, and owner within 2 minutes. |
| A-02 | Thin or unusual leads go to review, not sales. | Submit a lead with no company and a one-word message. | Lead lands in the review queue with the reason shown. |
| A-03 | The owner is told with context. | Submit a high-fit test lead. | Owner gets a Slack message with source, fit, and urgency. |
| A-04 | Duplicates are not contacted twice. | Submit the same email twice. | Second lead is merged into the existing record. |
Example only. Your checklist is written with you and signed before the build starts. How acceptance works →
A first setup for lead follow-up across your forms, email, and CRM, with sorting rules, handoff rules, and a simple tracking view.
Fixed price agreed in writing. The $2,500 audit is credited if you start within 60 days.
- Connect the current lead sources, inbox, and CRM or tracking sheet
- Add fit, urgency, and ownership rules for new inquiries
- Set up a simple view so the team can see status and next steps
The intake path is split across multiple teams, routing rules are still being defined, or approvals/reporting need to be built in.
Software and Claude API usage are billed to your accounts at cost. Optional care plan $300–$500/mo per worker. All pricing
How long does this usually take?
Most first builds like this are live in about a week once we have the current tools and a clear handoff rule.
What do you need from us to get started?
Usually a short walkthrough of how leads come in today, who should get what, and access to the tools already handling your forms, email, or CRM.
Do we need to replace our current forms or CRM?
No. The first build is usually wrapped around the forms, email, and CRM you already use.
What changes after launch?
Your team gets a clearer lead queue, faster handoff, and fewer dropped inquiries. Rules can change later without rebuilding everything.
Can this still handle leads from multiple channels?
Yes. Forms, email, chat, or other lead sources can all be pulled into one intake flow so the team works from a cleaner starting point.
Tell us what needs fixing first.
One bottleneck, the current tools, and where work gets dropped is enough to start.