An automated lead follow-up system that qualifies, sequences, and converts inbound leads on autopilot — no manual emails, no leads falling through the cracks.
The Problem
Slow response. When a lead fills out your form, every hour without a reply increases the chance they'll choose someone else. Most small businesses take hours or days to respond — if they respond at all.
Inconsistent follow-up. Busy days mean emails get skipped. A lead who doesn't hear back after the first message falls through the cracks. Manual follow-up depends on someone remembering to do it.
No lead qualification. Sales time gets wasted on low-quality leads while high-value prospects wait in the same queue. Without a system to separate hot leads from tire-kickers, your team spends energy in the wrong places.
What It Solves
This system handles the first 7 days of lead follow-up completely on autopilot. When a lead submits your intake form, the AI scores them instantly, sends a personalized email within minutes, and continues a timed sequence of 4 emails over 7 days. If they reply, the sequence pauses and you're alerted in Slack. If they never reply, you get a daily summary of who completed the sequence — no more manually checking your inbox or spreadsheets.
Instead of scrambling to keep up, you wake up to a pipeline that ran itself.
How It Works
Features
1. Instant Lead Capture & AI Scoring
An embedded intake form captures name, email, service interest, budget, and timeline. AI scores each lead from 1–10 based on budget fit, urgency, service match, and message quality. Duplicate submissions are silently blocked before scoring, keeping your pipeline clean and avoiding wasted AI API calls. Hot leads (score ≥ 7) trigger an instant Slack alert so your team acts fast — nurture leads (score < 7) enter a slower cadence.
2. Personalized Email Sequence
Four AI-generated emails sent over 7 days — each one personalized using the lead's original context. Day 0 is an immediate intro and CTA. Day 1 delivers social proof. Day 3 addresses objections with ROI framing. Day 7 is a breakup email that keeps the door open. No templates, no copy-paste.
3. Smart Reply Detection
Every 30 minutes, the system checks for replies from active leads. When a lead responds, the email sequence pauses immediately, their status updates to "Replied" in your CRM, and your team gets a Slack alert — so a human takes over at exactly the right moment.
4. Daily Pipeline Digest
Every morning at 9AM, Slack receives a summary of your entire pipeline: new leads from yesterday, leads that replied, leads that completed the sequence, and the current breakdown of hot vs. nurture leads in flight. No dashboards to check — it comes to you.
5. Global Error Handling
If any workflow fails — an API outage, a rate limit, a configuration issue — the error is caught and posted to Slack. Nothing slips silently. The system is designed for unattended operation.
Tech Stack
Built on n8n with AI scoring via Groq (llama-3.3-70b), tracking in Airtable, and alerts in Slack.
Want this for your business?
Every service business loses leads to slow follow-up. This system runs on autopilot from day one — all the workflows are built, tested, and ready to deploy.
If you run an agency, consultancy, clinic, or service business and want to turn lead follow-up into a set-and-forget system, let's talk.