02Lead systems
Lead response system
Capture, assign, and answer new inquiries through one workflow so the phone and inbox stop depending on memory.
Who it is for
Businesses already generating inquiries but relying on a shared inbox, sticky notes, or whoever happened to see the lead first.
Outcome
New leads are captured, assigned, and answered through one reliable workflow. Your team can see who owns the next move.
Typical scope
What usually gets delivered.
Exact scope is written before work begins. These are the pieces most projects include.
- 01
Lead source and handoff map
- 02
Form, inbox, calendar, and CRM connections
- 03
Response templates and follow-up rules
- 04
Testing, documentation, and team handoff
How it runs
From first note to handoff.
- 01
Map every lead path
We sit down with you and list every way an inquiry reaches the business: calls, forms, Google messages, texts, referrals. Then we write down who sees each one today and how fast.
- 02
Agree the rules in writing
One scope document covers which sources get connected, how leads get assigned, what the response rules are, and a fixed quote. No build starts before you sign off on it.
- 03
Connect your tools
We wire forms, inbox, calendar, and CRM together inside the accounts you already pay for. New software only enters the picture when something you own genuinely cannot do the job.
- 04
Test with you watching
We push test inquiries through every path while you watch them get captured, assigned, and answered. We also force failures so you see the alerts fire before a real lead depends on them.
- 05
Document and hand off
Your team gets a plain-language runbook and a named owner for alerts. The system should survive us leaving, and the handoff is built around that.
A good fit
A plumbing office where leads land in three inboxes and whoever spots one first owns it, maybe.
You pay for ads or SEO, inquiries arrive, and some of them simply never get a reply.
The owner is the only person who knows the state of every lead, and the owner would like to stop being that.
After-hours calls go to a voicemail nobody checks until morning.
Not a fit
You get two or three inquiries a month. Handle those by hand and spend the money on getting more of them.
You want software to quote prices or book crews with nobody watching. We keep commitments with people.
Nobody on your team will own the follow-up rules. A system without an owner decays fast, and we would rather not build one.
About pricing
No public pricing yet. Before anything gets built you receive a written scope with a fixed quote, and the quote does not move unless the scope does. If mapping your lead flow shows a smaller fix would solve the problem, we scope the smaller fix.
Common questions
Asked before most projects.
We already have a CRM. Do we need a new one?
Usually no. We build inside the tools you already pay for whenever they can do the job. Recommending a switch is rare and only happens when the current tool genuinely blocks the workflow, and even then the reasoning goes in the written scope for you to challenge.
Who owns the accounts and the automations?
You do. Everything runs in accounts registered to your business, and you hold the admin access. We are added as collaborators for the build and can be removed the day after handoff without anything breaking.
How long until it is running?
Most lead response builds take two to five weeks depending on how many sources connect and how much work your team's assignment rules need. The written scope commits to a timeline for your case rather than a generic promise.
What happens when something breaks after handoff?
Every workflow ships with failure alerts that go to a named person on your team, plus documentation covering the common fixes. If you want us on call beyond that, we set it up as a separate small agreement in writing, never as a surprise invoice.
Next step
Bring the current process and the tools involved.
Prefer to learn first? Read the related playbooks hub, then come back when you want it built.