Service

Fix lead follow-up
before 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.

A strong first project for agencies that want faster follow-up without changing every tool they already use.
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The Bottlenecks
Manual sorting

new leads still get read and forwarded by hand before anyone owns them

Slow handoff

follow-up depends on whoever notices the inbox first

Dropped context

fit, urgency, and source clues get lost between inbox, Slack, and CRM

Weak visibility

the team cannot easily see what happened after a lead arrived

Inspectable proof build

Inspect the lead handoff before the scope details.

The real n8n canvas and visible handoff states land here first, so buyers can judge the logic before the implementation detail.

n8n canvas for the Rivet Flow lead intake handoff proof workflow
Anonymized outcome · anonymized

Agency lead handoff

The first build wrapped the current form, inbox, CRM, and Slack handoff so each lead was checked once and pushed to the right owner with context attached.

Bottleneck

A steady stream of inquiries was arriving across forms and email, but the team still decided ownership manually from a shared queue.

First shift

Follow-up stopped depending on whoever saw the inbox first.

Build note. Unclear leads were sent to review instead of being forced into a sales stage too early.

Inspect the lead proofView the lead follow-up automation service
See the full proof · Watch 2 min · Download one-pager
The Process
01

A lead comes in.

A form, email, or direct message shows up. It gets captured right away instead of sitting in a shared inbox.

02

It gets sorted.

The system checks fit, urgency, and context so the team does not have to read every lead from scratch.

03

Someone owns it.

The right person gets the lead with enough context to act quickly and keep follow-up moving.

What changes in practice

New leads stop sitting in a shared inbox.

We connect your forms, email, and lead sources so every inquiry lands in one place.

Each lead gets sorted the same way every time.

The system checks fit, urgency, and useful context before anyone on your team steps in.

The right person gets the lead faster.

Notifications, ownership, and handoff rules are set around the tools you already use.

Before you ask about pricing
Usually live in about a week

Once the current intake path is clear, the first build can move quickly.

Keeps the tools you already use

Forms, email, CRM, and internal notifications usually stay in place.

Review path when needed

If a lead looks unclear or unusual, it can still go to a person.

Good fit

New leads already come in regularly enough that slow follow-up is felt week to week.

There is a clear sales owner or team who should receive the handoff.

The current intake path exists already, even if it is messy or inconsistent.

Not a fit yet

You are still deciding who should own new leads or what a qualified lead looks like.

The work needed is broader than follow-up and really calls for a larger CRM or sales-process redesign.

Investment
$4,500-$7,000
Typical first build

A first setup for lead follow-up across your forms, email, and CRM, with sorting rules, handoff rules, and a simple tracking view.

Typical first build includes

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

Above this range when

Custom quote when the intake path is split across multiple teams, routing rules are still being defined, or approvals/reporting need to be built in.

Software and API costs stay separate. Optional support can be added after launch.

Get the first-build recommendation
Common questions
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.
Related insight

Lead routing automation for service businesses

Use this page if the routing logic matters more than the CRM tooling.

Read the lead routing guide
Other ways in

Shared inbox automation

Important messages get seen first and handed to the right person.

View shared inbox automation

Internal knowledge assistant

Give the team one place to find reliable answers.

View internal knowledge assistant
Get the first-build recommendation

Tell us what needs fixing first.

One bottleneck, the current tools, and where work gets dropped is enough to start.

We reply within 1 business day with fit, the likely first build, and a realistic range.