Workflow Automation
Lead Management Automation
Capture every enquiry, route it instantly, follow up without fail.
- Typical timeline
- 2-5 weeks depending on the number of channels
- Category
- Workflow Automation
- Engagement
- Fixed-scope phases
- You receive
- Code, data & documentation
Overview
Response speed is the single biggest controllable factor in converting an enquiry, and most businesses lose on it by hours. Automating capture, routing and first response means every enquiry is acknowledged in seconds and assigned to a named person before it has time to go cold.
Enquiries arrive in six places and are followed up from none
Website forms go to an inbox, Facebook leads sit in Ads Manager, WhatsApp messages land on a phone, and phone enquiries are noted on paper. Nobody has the full list, response time varies from minutes to days, and the leads that were never contacted are invisible.
You will recognise this if
- Enquiries live in several different places with no single list
- Some enquiries are never contacted at all, and you cannot tell which
- Response time depends entirely on who happens to notice first
- You cannot tell which ad campaign produced a customer who actually paid
What you get out of it
The difference this makes
Nothing arrives unnoticed
Every channel feeds one pipeline, so the full list of live enquiries exists in one place for the first time.
Response measured in seconds
Automatic acknowledgement plus instant assignment and notification means the first contact happens while interest is still live.
Follow-up that does not rely on memory
Scheduled sequences across WhatsApp, email and call tasks keep running until there is an outcome.
True channel attribution
Source and UTM data follows each lead to closure, so you can tell which spend produces revenue rather than clicks.
What we build
- Capture from website forms, WhatsApp, Google and Meta ad lead forms, phone and email
- Automatic UTM, referrer and campaign capture stored with every lead
- Instant acknowledgement to the enquirer over WhatsApp or email
- Assignment rules by service, location, value or round-robin
- Notification to the owner over WhatsApp with a one-tap call link
- Escalation when a lead is not contacted within a defined window
- Scheduled multi-channel follow-up sequences with reply detection
- Duplicate detection across channels
- Reporting: volume by source, response time, conversion rate, cost per acquisition
How it gets used
A business running Google and Meta ads
Leads from both platforms flow into one pipeline with campaign attribution, so spend can be moved to what converts rather than what clicks.
A multi-branch service business
Enquiries are routed by the city in the form, so the nearest branch responds without a central coordinator in the middle.
A high-volume real estate team
Portal leads are instantly acknowledged and round-robin assigned, with escalation if no contact is logged within fifteen minutes.
Technology we typically use
You do not need to care about this list — but your next developer will.
- n8n
- PostgreSQL / Supabase
- WhatsApp Business API
- Resend
- Meta and Google Ads APIs
- Next.js dashboard
Timeline: Typically 2-5 weeks depending on the number of channels
Questions
Lead Management Automation — common questions
Something else on your mind? Ask us directly — it is usually faster than reading.
Will this work with our existing CRM?
Can leads from Facebook and Instagram ads come in automatically?
What counts as a good response time?
Related services
Businesses that need this often need one of these as well.
Thinking about lead management automation?
Tell us about your situation. We will tell you whether this is the right service, what it would involve, and roughly what it would cost.