Map the workflow
How a lead moves from form to first reply to closed today, including where it gets lost. We fix the map before we touch a tool.
- Lead sources, fields and owners
- Follow-up stages and handoff rules
- Where leads get stuck or duplicated
Marketing automation
Every lead. The right next step. Automatically.
We build automated follow-up systems that respond quickly, nurture leads and turn more opportunities into booked consultations.
1 min
Average first response
84%
of new inquiries followed up automatically
31%
more consultations booked vs. prior period
- Stonebrook RemodelingKitchen Remodel InquiryKitchen remodel$25K – $50K2 – 3 monthsWebsite inquiry
- Automated Email Sent
Thanks for reaching out, Sarah! Here’s what happens next.
- Sarah viewed the remodeling guide
Consultation reminder scheduled automatically.
- Consultation Booked
Tue, Apr 8 · 2:30 PM
Follow-up handled automatically
How it works
A clear route from inquiry to follow-up.
A lead fills in your form, and then waits. Every hour it waits, it cools. We connect the form, the CRM and the inbox so someone owns every lead within minutes, with a next step and a date.
- Replies in minutes, not days
- An owner for every lead
- Nothing falls through
- Website formCompleteSourceWebsite form / Payroll pageServicePayroll setupEmployees12ConsentContact by email: yes
Lead comes in
Ask only what the next step needs
The form captures what the next step needs and nothing your team won’t use. Shorter forms with the right fields convert better.
- Four fields, each one used by the next step
- Consent recorded with the request
- Headcount up front, so the right person gets it
OutcomeMore forms finished
- CRM handoffAssignedOwnerDana, onboardingSent toEmail and CRM recordFirst reply dueWithin 1 hourDuplicate checkNo existing record
Owner assigned
Someone owns it within minutes
Fields map from the form to the CRM to the inbox. Someone owns the lead within minutes, with a due date.
- A named owner, not a shared inbox
- A reply deadline the system enforces
- Duplicates checked before anyone double-calls
OutcomeFaster first replies
- PipelineOn trackStageCall scheduledLast touchTodayIf no owner in 1 hourAlert the managerIf the sync failsEmail copy, manual entry
Follow-up tracked
Every lead has a stage and a next step
Every lead has a stage and a next step. If a step fails, a person hears about it and can recover it by hand.
- Stage and last touch visible at a glance
- An alert when a lead sits unowned
- A fallback for the day the sync fails
OutcomeMore leads that become customers
What’s included
Turn faster follow-up into more opportunities.
A timely reply helps customers keep moving. We map how inquiries arrive, who should handle them and when to follow up, with alerts and a recovery path when a handoff fails.
Connect the systems
Forms, CRM, email and calendar talking to each other, with the right fields in the right place and consent handled properly.
- CRM and form integration
- Automated replies, reminders and routing
- Field mapping and permissions
Keep it running
An automation that fails silently is worse than none. Every workflow gets a failure alert, a manual fallback and a quarterly check.
- Test scenarios, including failures
- Alerts and manual recovery paths
- Documentation and ownership
What you get
A clear scope and useful deliverables.
Workflow map
How leads actually move today: sources, fields, owners, handoffs and where they get lost.
Automation blueprint
What each system exchanges, the field mappings, permissions and consent, and the scope of the build.
The connected workflow
Forms, CRM, email and calendar wired together and tested against real scenarios, including the failures.
Alerts and fallbacks
What happens when a step fails, who gets told, and how to recover it manually.
Documentation and training
How it works, who owns it and how to change it without breaking it.
What to expect
Your first 90 days, and every quarter after.
Days 1 to 30
Map and design
- Document the workflow as it runs today
- Confirm tools, access and plan levels
- Agree the scenarios the workflow must handle
The build
Connect and test
- Build the workflow in stages
- Test every scenario, including failures
- Train the owners and hand over the docs
Every quarter
Tune
- Review the exception log
- Adjust stages as the team or tools change
- Automate the next repeated task
Proof over promises
What you’ll see every month.
See how your marketing is performing and where to invest next. Your report connects the work with the measures below, giving you clear priorities for the next month.
Speed to lead
Minutes from form to first human reply.
Leads with an owner
The share assigned to a named person inside the agreed window.
Exceptions
Failed syncs, duplicates and incomplete records, and how each was recovered.
Pipeline visibility
Leads with a current stage and a next step on record.
Hours saved
The manual steps removed, and the ones we kept human on purpose.
Featured result
Case study / Automation / Attribution
Clearer ownership and follow-up.
Growing B2B services team
- Before
- 61%
- After
- 91%
Inquiries with a recorded owner and next action. Before and after the workflow review.
Workflow visibility is an operational measure, not a revenue claim. Follow-up ownership and meaningful stage definitions make the report more useful.
Read the case study- Clearer lead ownership
- More visible next actions
Pricing
In a monthly plan, or as a project.
| Inclusion | Lite$650 / month | Pro$2,200 / month | Premium$3,800 / month |
|---|---|---|---|
| Account manager | Shared support queue | Dedicated | Dedicated, priority access |
| Digital growth roadmap | Not included | Quarterly updates | Quarterly updates |
| Strategy calls | Not included | Quarterly | Monthly |
| Support response | 2 business days | 1 business day | 4 business hours |
Two ways to work with us
A focused project.
Or a monthly plan.
Start with the problem you need solved. A project handles one defined change. A plan puts us on your website, content and campaigns every month.
See the monthly plansBring what you have.
Share your goals and where you’re getting stuck. We’ll help you identify the best starting point.
- The repeated task you want off your plate
- The tools you use and who administers them
- A walkthrough of how a lead is handled today
- Who follows up when something breaks
FAQ
Straight answers.
The questions we hear before a first call about Marketing Automation. If yours isn’t here, ask it.
Can you connect our CRM?
Share the tools you use and the workflow you need. We check their integrations, permissions and plan requirements, then confirm the supported approach before quoting the work.
Which tools do you work with?
The ones you already use, once we’ve confirmed access and what your plan level allows. Send us the tool names and the workflow you want, and we’ll confirm what’s possible before we quote.
What happens when the automation breaks?
It tells someone. Every workflow ships with a failure alert to a named person and a manual way to recover the lead. We review the exception log quarterly so the same failure doesn’t bite twice.
Will this replace our CRM?
No. We connect what you have. If the CRM itself is the problem, we’ll tell you, and that’s a different conversation.
How do you handle consent and data?
Consent is captured at the form and travels with the record, and workflows only move the fields the next step needs. Your privacy obligations are part of the blueprint.
What happens when I get in touch?
Send us your website and what you want to change. We’ll reply with questions or a proposed scope, and if it helps, a short call. Want the facts first? Request the free website analysis and we’ll review your site before we talk.
Get a free analysisNext step / Marketing Automation
Give your next lead a better path to a sale.
Tell us your goals, your website and what you’ve tried. We’ll recommend the next steps and a scope that fits your business.
Streamline my follow-up