Lead follow-up automation for a service business

This demo shows how a website enquiry may move from submission to confirmation, internal notification, a structured lead record, an assigned follow-up task, and an overdue alert.

The problem

A service business receives enquiries through a website form. Staff copy each lead into a spreadsheet, notify the correct person, send a confirmation, and remember to follow up. The process works when volume is low and one person owns it. It becomes unreliable when the team is busy or responsibility changes.

The approach

The proposed workflow:

A visitor submits the website enquiry form.
The workflow checks that required fields are present.
A confirmation is sent to the person who enquired.
The lead details are added to an approved lead record or CRM.
The correct team member receives a notification.
A follow-up task is created with an agreed due time.
If the lead remains open after the due time, an alert is sent.
The workflow records its status for troubleshooting and reporting.

Scope and process

Scope choices:

The workflow does not decide whether the lead is valuable.
A person remains responsible for qualification and the sales conversation.
Duplicate handling, missing fields, failed sends, and revoked access form part of testing.
Personal information is limited to the fields needed for follow-up.
The real client would approve the tools, retention period, access and messages before launch.

Tools

n8n, a Framer form or webhook, email, a spreadsheet or CRM, a task management tool, and error notifications. Final tools depend on the client environment.