The workflow at a glance
- 01Trigger: a form, email or webhook receives the inquiry.
- 02Enrich: look up the company website and basic public details.
- 03Score: AI rates fit and urgency against your ideal customer.
- 04Reply: AI drafts a short personal response using the inquiry and research.
- 05Send or queue: high-confidence replies go out; the rest wait for approval.
- 06Log: every lead lands in a sheet with score, reply and status.
Write the reply prompt carefully
The reply should acknowledge the specific request, answer one obvious question and propose a next step — a call link or two time options. It should never quote prices or promise outcomes.
Use the sheet as your CRM
A Google Sheet with one row per lead is enough for most small businesses: name, source, score, status, next follow-up date. It is readable, exportable and free.
Add follow-ups
A second scheduled workflow checks the sheet each morning and drafts follow-ups for leads with no reply after two days. Most deals are won in the follow-up, not the first message.
Keep it honest
Fast does not have to mean fake. Sign replies from a real person, keep the tone human and make it easy to reach that person directly.
Before you call it done
- Trigger connected to every inquiry source
- Reply prompt with clear limits (no prices, no promises)
- Approval queue for low-confidence replies
- One sheet logging every lead
- Daily follow-up workflow
Estimate the hours and money an automation gives back each month, and how fast it pays for the time it takes to build.
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