Capture every new lead, qualify them automatically, and route to the right person — no manual sorting.
Most SMBs lose leads not because they're bad at their job, but because lead intake is chaos. Inquiries come in through the website, Google, Facebook, phone, and email — and someone has to manually sort, respond to, and assign each one. By the time a lead gets a response, hours or days have passed. The business that responds in 5 minutes wins the deal.
Connect all lead sources (website form, Google Ads, Facebook Lead Ads, phone) into a single CRM — typically GHL or HubSpot.
When a lead comes in, automatically create a contact record, set the pipeline stage to 'New Lead', and tag by source.
Fire an automated SMS and/or email within 2 minutes: 'Thanks for reaching out! We received your inquiry and will be in touch shortly.'
Use an AI chatbot or SMS sequence to ask 2-3 qualifying questions: service needed, location/zip code, timeline, and budget range.
Based on service type, location, or lead score, automatically assign the contact to the correct salesperson or team member in your CRM.
Send a Slack message or email to the assigned rep with all lead details so they can follow up immediately.
Use these templates as-is or customize for your business.
Hi [First Name]! Thanks for reaching out to [Business Name]. We got your message and someone from our team will contact you shortly. Questions? Reply here anytime.
Hi [First Name], this is [Business Name]. Quick question before we connect — what type of [service] are you looking for, and when do you need it? (We want to send the right person your way!)
New Lead: [Contact Name] | Source: [Lead Source] | Service: [Service Type] | Phone: [Phone] | Email: [Email] | Assigned to: [Rep Name]
Get a new AI workflow every week. Prompts, tool stacks, and ROI math included.
Avoid this workflow if your lead volume is very low (under 5/week) — the setup overhead won't pay off. Also review your qualification questions carefully; asking too many questions upfront can reduce response rates.
A phased approach to get this workflow running and delivering ROI.
Days 1–30
Centralize Lead Sources
Days 31–60
Add Qualification & Routing
Days 61–90
Refine & Report
Same workflow, tuned for your niche with tailored copy, examples, and ROI numbers.
Smith.ai will sell you the same intake call two ways — $2.00 handled by AI or about $10 handled by a human. Knowing which calls belong in which bucket is the whole decision.
One charges a flat fee for unlimited users. One charges per seat and adds a mandatory $1,500 onboarding fee at the tier most teams actually need. The crossover point is lower than you think.
All four cap you. They just cap you on different things — forms, responses, seats, or nothing at all. Pick the one whose cap you will never hit.
One practical AI workflow per week. No fluff.
Get the full guide with step-by-step setup, workflow templates, and copy-paste assets.