The key points
- Enquiries arrive in many places and need one home.
- Rules qualify and route each lead to the right person.
- Follow-ups stop when a person replies and respect working hours.
- It syncs into the CRM you already use.
Why do leads slip through?
Enquiries arrive across a website form, ad platforms, WhatsApp and the phone, and no single place shows all of them. Some are answered in minutes and some are found on Monday, and nobody can say which channel works. The fix is visibility and speed, not more leads. A DevOps training website we built, for example, captures course enquiries through instant-response WhatsApp buttons rather than a single contact form.
How should follow-up behave?
It should stop the moment a human replies, cap the number of touches and send only during working hours. The aim is that no enquiry is ignored, not that every prospect is chased until they block you. Missed-lead and no-show recovery can reopen conversations that went quiet.
- Instant acknowledgement of every enquiry
- Stops when a person replies
- Limited number of touches, within working hours
- Owner alerts and daily summaries
Do you need to replace your CRM?
Usually not. LeadFlow syncs into the CRM you already use, because migrating a CRM is a separate project with its own risk. If you have none, we suggest one sized to your team rather than to our convenience.
How automated lead handling is set up
Map your sources
List where enquiries arrive: forms, ads, WhatsApp, calls. Audit takes about three days.
Build capture and rules
Bring all sources into one pipeline, then set qualification and routing rules. One to two weeks.
Integrate
Connect WhatsApp, your CRM and your calendar. About three days.
Test and launch
Test the routes, sequences and alerts, then launch with dashboards. A few days.
Lead handling review
- How many separate places do enquiries arrive?
- Who is responsible for responding, and within what time?
- What makes a lead worth pursuing for you?
- Do you know your current response time?
Sources
Rules and guidance this answer relies on. Policies change, so check the current version before acting on it.