When should I NOT use this workflow?

Intermediate

Lead Intake & Routing

Capture every new lead, qualify them automatically, and route to the right person — no manual sorting.

Setup difficulty: intermediate

Home Services Dental Law Firms Med Spa Recruiters Insurance Agencies Real Estate Teams Agencies Financial Services Nonprofits

Automation Lead Generation

The Problem

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.

Best For

Home ServicesDentalLaw FirmsInsurance AgenciesRecruitersReal Estate Teams

Workflow Steps

Unify your lead sources

Connect all lead sources (website form, Google Ads, Facebook Lead Ads, phone) into a single CRM — typically GHL or HubSpot.

Auto-create contact and set pipeline stage

When a lead comes in, automatically create a contact record, set the pipeline stage to 'New Lead', and tag by source.

Send immediate acknowledgment

Fire an automated SMS and/or email within 2 minutes: 'Thanks for reaching out! We received your inquiry and will be in touch shortly.'

AI qualification (optional)

Use an AI chatbot or SMS sequence to ask 2-3 qualifying questions: service needed, location/zip code, timeline, and budget range.

Route to the right rep

Based on service type, location, or lead score, automatically assign the contact to the correct salesperson or team member in your CRM.

Notify the assignee

Send a Slack message or email to the assigned rep with all lead details so they can follow up immediately.

Copy-Paste Templates

Use these templates as-is or customize for your business.

Immediate Acknowledgment SMS

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.

Qualification Follow-up SMS

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!)

Internal Slack Notification Template

New Lead: [Contact Name] | Source: [Lead Source] | Service: [Service Type] | Phone: [Phone] | Email: [Email] | Assigned to: [Rep Name]

When NOT to Use This

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.