Speed-to-lead, clean records and follow-ups that actually happen. We connect your forms, inboxes and CRM so that every enquiry is captured, qualified and assigned within minutes, and a person approves anything that goes back to the prospect.
The problem
Enquiries arrive through a web form, a shared inbox, LinkedIn, a phone note and a partner referral. Someone copies them into the CRM when they get a moment. Some are duplicated, some are missed, and the hot one from Tuesday morning gets a reply on Thursday. Follow-ups depend on who remembers. Reporting on pipeline is a manual clean-up exercise at month end.
None of this is a CRM problem. It is a handoff problem: the work between the channel and the record is nobody’s job.
What good looks like
- Every enquiry in the CRM within minutes, from every channel
- One record per company, with an owner and a next step
- A first reply drafted for review, in the prospect’s language
- Follow-up sequences that stop the moment someone answers
Scope
What we automate
Lead capture and de-duplication
AI lead qualification
Routing and first reply
Sales follow-up automation
Enquiry to booked meeting, step by step
A demonstration using sample data, not a client case. A consultancy receives around 40 enquiries a week through a website form and a shared sales inbox. Today, two people copy them into HubSpot by hand and reply when they can.
- A form submission or new email in the sales inbox triggers the workflow.
- An AI step classifies the message: request type (project, careers, supplier, spam), urgency and language. Anything below the confidence threshold goes to a person unclassified.
- The company domain is looked up; an existing CRM record is matched or a new one created. No duplicates.
- The owner is assigned by service line and territory. A reply is drafted from the team’s own templates, with the enquiry summarised.
- The owner sees the draft in a queue, edits or approves it in one click. Nothing is sent without that approval.
- The approved reply includes the owner’s booking link. When a meeting is booked, the deal stage updates and a summary is posted to the team channel.
Credit classification: standard (two credits). Fits the One Workflow Pilot. More walkthroughs are on the example workflows page.
Human checkpoints
- Every outbound message is approved by the owner until the team decides, with data, that a specific template can go unattended.
- Low-confidence classifications are routed to a person without a label rather than guessed.
- Fit scores are advisory. They rank the queue; they never auto-reject a lead.
- Follow-up sequences stop on any reply, unsubscribe or manual stage change.
Tools we connect
HubSpot, Pipedrive, Salesforce, Zoho and Microsoft Dynamics on the CRM side. Gmail, Outlook and shared mailboxes. Typeform, Gravity Forms, HubSpot forms and website chat. Calendly, HubSpot Meetings and Microsoft Bookings. Slack and Teams for notifications. LinkedIn lead forms via their export or connector.
Tool names indicate technical compatibility, not partnership. Built on n8n, Make, Zapier or Power Automate depending on volume and your existing licences.
What we measure
- Time from enquiry to first reply (median and worst case)
- Hours per week spent on data entry and chasing
- Duplicate and incomplete record rate
- Share of leads with a next step scheduled
- Classification accuracy against a monthly sample
Measured before launch and again at 30, 60 and 90 days. See how it works.
Which package fits
One Workflow Pilot (from €1,250): one channel into one CRM with classification and an approved first reply. Solo (€2,750): several channels, de-duplication and a follow-up sequence for one team. Team (€6,900): multiple service lines or territories, routing rules, enrichment, meeting booking and a monitoring view. Prices excl. VAT and third-party usage; full details on the pricing page.
Questions about lead and CRM automation
Will the AI reply to prospects on its own?
Not by default. It drafts; a named owner approves. Some teams later choose to let a narrow template (for example, a booking confirmation) go unattended once the approval log shows it is consistently correct. That decision is yours and reversible.
Does this include cold outreach or lead generation?
No. We automate the handling of enquiries you already receive and the follow-up of conversations you have started. We do not build high-volume unsolicited AI outreach; it damages deliverability and reputation.
Our CRM data is messy. Do we have to clean it first?
Not entirely. Discovery includes a look at the duplicate and missing-field rate, and the workflow enforces clean records from launch onwards. A one-off historical clean-up can be scoped separately if it matters for reporting.
What about personal data and consent?
Enquiry data is personal data. We keep it in your CRM, minimise what passes through AI steps, set retention rules and document the processing. Where an AI step sends text to a model provider, we choose the region and provider with you and note it in the subprocessor inventory. See security and governance.